Sundance Film Festival Operations Rules of the Road

This guide is being created in March of 2026 as a general overview and summary of regulatory permits and processes that exist in the City of Boulder which are effective at this time. Please note that some processes may change as the city staff work with council to consider additions to current policy. Specifically, the creation of a “Special Festival Event Permit” and “Temporary Signs” are both scheduled to be heard by council later in 2026. Changes to local fees may also occur.

There are different processes and permits in the City of Boulder based on whether the activation requested is for public or private property. In most cases, the special event permit issued by the city serves as an umbrella process and permits all other activations on public property. If in doubt about the property you wish to activate and/or the permits or licenses required, email the general mailboxes provided for the most expedited answers and additional directions. Staff contacts have been provided but may not always be the fastest way to communicate with regulatory experts within the city. Use of the systems already in place are recommended.

This information is intended to serve only as a helpful guide to organizers and participants on commonly asked questions and how they relate to the City of Boulder’s regulations, information on use of Sundance Film Festival® and Sundance Institute® trademarks. This guide summarizes (and cannot modify) local ordinances, regulations and laws from other jurisdictions, including the State of Colorado. In the event of a conflict, such ordinance, regulation or law shall apply.

Sundance Institute® will be the sole Special Festival Event Permit holder from Jan. 21 to Jan. 31, 2027, for the venues included in their application footprint. Any organization or business that is not affiliated with Sundance Institute® and Sundance Film Festival® are also strictly regulated and must obtain applicable City of Boulder business licenses and building permits. If you are interested in working with Sundance Institute® in an official capacity during the annual Sundance Film Festival® or year-round, please email: corporategiving@sundance.org.

You may be subject to civil enforcement directly by Sundance Institute® or any other remedy provided by law for the following: Sundance Film Festival® and Sundance Institute® are federally registered trademarks and are recognized worldwide as signifying the Sundance Film Festival® as a unique source of artistic and professional excellence in the world on cinema.

Sundance Institute® recognizes that discussion of its unique Festival for purposes of news reporting, commentary and criticism necessarily requires passing references to its marks in an editorial context. While Sundance Institute® has no objection to such mentions and is pleased to encourage discussion about the Festival and the films in the Festival, any commercial use of its trademarks that misleads or confuses consumers by suggesting or implying that Sundance Film Festival® has sponsored, endorsed or is affiliated with any other company or brand, constitutes trademark infringement and is violation of applicable federal and state trademark laws

If you would like to inquire about obtaining permission to use Sundance Film Festival® or Sundance Institute® marks in connection with your business or services and to become an official partner of Sundance Institute® and Sundance Film Festival®, thereby supporting its mission, please contact Sundance Institute® directly at corporategiving@sundance.org. Penalties for non-compliance of City of Boulder regulations may include criminal citations, civil penalties and/or revocation of city license to operate within the City of Boulder limits.

While there are multiple online systems set up to simplify application processes, these tools are likely to be the most utilized for ongoing application with the city.

• City of Boulder Customer Self Service (CSS) Portal | Many permit and administrative review applications can be accessed through this portal. The black bar at the top can be utilized by typing in the name of the application or request you are attempting. A summary of the permit or review will be provided through the search. Assistance in the use of the CSS Portal can be requested at CSSHelp@bouldercolorado.gov.
• City of Boulder Online Tax System | Business licenses are provided through this system. Sales Tax is also paid through this portal.
• Special Event Permit | Applications will be initiated and accessed through this system. Supporting documentation will be submitted through this portal.

Due to the level of activity anticipated during the 2027 Sundance Film Festival©, it is recommended that you try to exceed these deadlines; allowing more time for processing and issuing of required permits and licenses. These calendars have been created to show the last possible date for application to various processes/permits/licenses required for activation on the first day of the festival in 2027.

The 2027 Sundance Film Festival© holds its own special event permit with the City of Boulder. Official sponsors of the festival may already be inlcuded in that permit. Check directly with the festival to determine if your activations are a part of that already streamlined process. If not, you will not be allowed to activate within the festival footprint Jan. 21 to 31, 2027.

When do you need a Special Event Permit?

A Special Event Permit is required for all planned and promoted public activities conducted on public property that meet any of the following criteria:

• When the expected number of participants and spectators totals 50 or more people
• When using tents, structures and/or sound amplification
• When providing, selling or distributing alcohol and/or food to the public
• When using public right of ways (e.g., city streets, multi-use paths and sidewalks) and/or impacting vehicle, bike or bus traffic.

Caveat

Many city resources will be concentrated in the festival footprint Jan. 21 to 31, 2027. While it is possible to receive a special event permit during this time, the process should begin with a feasibility discussion with special events staff to assure your plans are feasible within the time period and in consideration of the larger event.

Process

Deadline

Requirements vary by component; Initial steps 120 days and final submissions at least 60 days; Sept. 23 to Nov. 20, 2026.

Fees

Fees vary based on components of event.

Contact Information

Jusin Greenstein, Manager, Special Events | 303-413-7222 | greensteinj@bouldercolorado.gov | specialevents@bouldercolorado.gov

Resources

• Special Event Handbook

All businesses must register with the City of Boulder (get a license) regardless if sales are being made and whether you are an official part of the Sundance Film Festival© or not. Even if you are just promoting your business, you still need a business license.

There are two types of business licenses in Boulder.

1. Special Event (Temporary) Business License
   1. Temporary, serves vendors for a special event permit.
   2. No fee for this license; 5 minutes to obtain.
2. Regular Business License
   1. Physically located within the city or not; allows for ongoing business in Boulder.
   2. Requires 6 weeks; Dec. 10, 2026.

Sales Tax 

The City of Boulder is considered a home-rule city, meaning it administers Boulder sales tax separately from the State of Colorado. The creation of a business license will include registration to collect and submit sales tax. It is an integrated process.

Sales Tax for special event licenses related to 2027 Sundance Film Festival© will be due on Febr. 20 and can be remitted through the same website; just re-enter your information under the link “File a Special Event Sales Tax Return”.

Process

Fees

Special Event/Temporary Business License: there is no charge to register. You MUST be associated with a special event permit to be eligible.

Regular License: If you have a physical location business inside the City of Boulder, there is a $25 fee for Zoning Identification. No charge if not.

If you desire to host a special event on private property, contact us.

Contact Information

Alberto Douriet | Business License and Sales and Use Tax | 303.441.4425 | DourietA@bouldercolorado.gov | Salestax@bouldercolorado.gov 

Resources

• Business Licenses Webpage

If your event meets all of the parameters of a private event, you will not need a liquor license/permit.

Private Event

• Limited to invited guests/defined group
• Invitation sent directly to specific people
• No public ticket sales
• No public advertising/social media
• RSVP only for invited guests and plus one
• Hosted by Individual, family, company or private group
• Hosted at private residences, private facilities, closed corporate venues
• Alcohol provided by host and not sold

There are five types of liquor licenses/permits. All are applicable to public events. Descriptions should be considered summary in nature, requiring further research to determine the fit based on applicant, location, associated application requirements, limitations and timelines.

1. Special Event Liquor Permit
   Authorizes temporary sale, service or distribution of alcoholic beverages at a defined location, for a specific time, by a qualified non-profit or political organization.
   Application Requirements: State application DR8439, City of Boulder Application and Questionnaire, Certificate of Good Standing, dimensioned diagram, lease, deed or letter of permission, exempt City Sales and Use Tax License.  
   Fees: Local $100 per day/no state fee

2. Temporary Modification
   A state and locally approved adjustment to the physical boundaries of where alcohol can be stored, served or consumed. Temporarily replaces the premises diagram with an alternate layout for a current liquor licensee in good standing.
   Application Requirements: State application DR8442, proof of possession, dimensioned diagram before and after), City Sales and Use Tax License.
   Fees: Local $50/State $300 per modification

3. Temporary Sales Room Permit
   Allows a manufacturer or wholesaler licensee sell, serve and conduct tastings of alcohol products they are authorized to produce or sell, at a location other than their licensed premises, for a period of time.
   Application Requirements: State application DR8057, proof of possession, dimensioned diagram, written premises control plan, City Sales and Use Tax License.
   Fees: Local $0/State $0

4. Festival Liquor Permit
   Authorizes certain liquor license holders in good standing to hold a festival where they can jointly sell, serve, and promote their own products directly to consumers for on-premises consumption and, in some cases, in sealed containers for off-premises consumption.
   Application Requirements: State application DR8420, dimensioned diagram, written security and control plan, a City Sales and Use Tax License for each participating licensee.
   Fees: Local $0 (Subject to changes)/State $50  

5. Retail Establishment Permits
   Allows a person operating a retail establishment to serve complimentary alcohol beverages for consumption; must be renewed annually.
   Application Requirements: State application DR8459, City of Boulder Statement of Training Form, proof of possession, dimensioned diagram, statement of training form, a City Sales and Use Tax License.
   Fees: Local $225/State $293.25 annually

Deadline

60 days prior to event; Nov. 20

Contact Information

Liquor Licensing | Alisa Darrow | 303-441-3388 | darrowa@bouldercolorado.gov

Resources

• Liquor Licenses Webpage
• State of Colorado Liquor Enforcement Division
  

Food permits are managed by Boulder County, Public Health Dept; for ease, details are provided but all questions and the permit process will be managed by the county and not the city.

A temporary Retail Food Establishment is a food establishment that operates at a fixed location in conjunction with a single event or celebration for no more than 14 consecutive days. Both coordinators (those who set up the event physically) of the temporary retail food establishment and its vendors (those who prepare and serve the food), must register with Boulder County. All are required to attend an online State Food Safety Training.

Process

Fees

• $115 per application + $156/hour for Boulder County Public Health staff to complete inspections at the event or investigation of complaints or illnesses; Event coordinators can pass these fees to vendors averaging 30 min/vendor
• $13.99 State food safety training

Deadline

14 days prior to event; Jan. 6, 2027

Contact Information

Call 303-441-1564, ask for the on-call inspector

Resources

• Boulder County Temporary Event Food Permit Information

Tented Food Vendors 

Special event permit is required for tented food vendors. Tented Food Vendors must meet all Boulder County Public Health Department requirements, possess proper food permits, be registered correctly as both host and vendors with copies of those approvals on site. All tents and canopies must be flame-retardant and securely anchored to withstand inclement weather. Vendors must maintain at least 3 feet of clearance from open flames or grills to the tent/canopy as well as combustible materials, with propane tanks placed 10 feet away and secured upright. Charcoal grills must be stable and shielded to prevent tipping or public contact. Cooking or heating equipment must be at least 10 feet from exits or decorations, with an ABC-type fire extinguisher (minimum 40-B rating) required for each food vendor unless otherwise approved. Cooking equipment must be arranged to avoid public contact. 

All mobile food vehicles operating in the City of Boulder must hold a business license through the City of Boulder and include a current fire inspection and Colorado Retail Food Establishment License with their application.

Process

Deadline

60 Days Prior to Event/Use; Highly dependent on submitting all required documentation

Fees

1. An application fee of $100, and
2. An annual license fee of $216 per 12-month period, which may be prorated based on the remainder of the license period.

A discounted fee of $108 is available if operating for four consecutive days or less. Application fees are non-refundable. License fees are refundable if an application is denied or withdrawn.

Contact Information

Alisa Darrow | Regulatory Licensing Manager | 303-441-3388 | darrowa@bouldercolorado.gov

Resources

• Mobile Food Vehicle Licensing webpage

Film permit applications utilize the same system as the special event permit.

General Requirements 

• Approved film permits/ photography shoots and all other permits, licenses and plans must be on site and available during the entire event. 
• No banners or signs in or alongside the public right-of-way (streets, sidewalks), or placed across roadways. 
• No person shall drive a motor vehicle within or upon any part of a park, parkway, recreation area or open space except on designated roadways or parking areas. 
• Destruction, damage or removal of any vegetation or defacement of park property is prohibited. 
• No impeding pedestrian access on sidewalks or traffic on multi-use paths. 
• All cords must be properly grounded and covered and rated for outdoor use. All tents/canopies must be securely grounded and secured and have been inspected and permitted, if applicable. 
• No parking in any area other than designated parking areas. 

Amplification 

All amplification will remain in compliance with the City of Boulder's noise ordinances. If complaints are received, the volume will be turned down, even if the volume is in compliance with the allowed sound level. 

Drone Regulations 

Anyone flying a drone must follow all federal, city and county guidelines. You may not launch, land or otherwise operate any unmanned motorized vehicle from or on any City of Boulder Open Space and Mountain Parks land. 

Insurance Requirements 

General liability insurance coverage, in the amount of $1 million per occurrence with a $2 million aggregate, must be acquired before filming and maintained throughout the duration of the event, including set-up and dismantle periods. The City of Boulder, as the Certificate Holder, must also be marked as an Additional Insured and Subrogation Waived.

Damage Deposit

To be determined by individual departments. 

Deadline

14 days prior to filming on city property

Fees

Range from $0-500/day

Contact Information

filmpermits@bouldercolorado.gov

Resources

• Detailed insurance instructions based on location of filming

Currently, the City of Boulder does not have a mechanism for a temporary sign installation. The creation of a “Special Festival Sign Permit” is anticipated be heard by council later in June 2026. The process below is for a sign permit; i.e. permission to install a new, permanent sign.

There are regulations regarding the size, number, type and locations of signs that can be displayed on a building. All signs are currently considered permanent signs. Regulations regarding signs are found in three areas of the Boulder Revised Code:

All signs must be installed by a licensed sign contractor.

Process

Fees

Vary based on materials, valuation and associated inspections

Signs That Cannot be Displayed:

• Any sign installed without a permit
• Signs in the right-of-way, including a-frame sandwich board signs
• Signs higher than 25 feet in grade
• Signs on a roof
• Large window signs
• Signs that move, twinkle, rotate, pulsate or appear to have motion
• Strings of lights
• Off-premises signs
• Unsafe signs
• Wind signs
• No banners

Contact Information

Adam Olinger | 303-413-7822 | olingera@bouldercolorado.gov

Resources

• Customer Self Service Portal
• Building Owner Authorization Form
• Search for Licensed Sign Contractors

If you have a tent larger than 400 square feet with walls or exceeds 700 square feet and is open on all sides or if there are multiple tents placed side by side exceeding 700 feet then a Temporary Event Permit is required to assure the tens are property installed and safe for use.

Process

Fees

$28.05

Deadline

120 days prior to event

Note: A Temporary Event Permit is not complete until inspections have passed. Having an issued Temporary Event Permit without any inspections performed is considered incomplete.

Contact Information

For Questions/Inquiries about existing application utilize Customer Service Hub for Planning and Development Services (Inquire Boulder)

Temporary event means an outdoor use open to the public such as a carnival, amusement rides, fair, outdoor theater, promotional event, musical performance or dance for a limited duration of time. This use of land also includes sales from a tent, canopy, trailer, temporary structure, or a parked vehicle, or sales on a vacant parcel of land or any parking lot regardless of location. Not included are sales from push carts or mobile food vendors which are subject to different regulations and licensing.

A Temporary Event Administrative Review for conditional use approval is required if you plan to host an event outdoors on private property and open that event to the public. Examples are a promotional event or performance. Sales from a tent, canopy, trailer, temporary structure, parked vehicle, a vacant parcel of land or any parking lot regardless of location.

• As an example, a large tent in a private lot would require both a Temporary Event Permit AND a Temporary Event Conditional Use (Sales or Outdoor Entertainment) Administrative Review. This is the description of the administrative review portion of that process.

The CSS Portal is utilized for this application; initiating an administrative review of the property and application. Once in the system, type in “Temporary Sales or Outdoor Entertainment” and follow prompts.

Process

Fees

$252 Initial Application; $84 Renewal

Deadline

One month prior; Dec. 20, 2026

Contact

Niki Goldstein | Development Review Application Supervisor | 303-441-4352 | goldsteinn@bouldercolorado.gov

Activations inside buildings, which are short-term occupancy changes for the purpose of a temporary indoor event, are only available for Assembly (A) [which includes most Restaurants] or Mercantile (M) building occupancy types.

Changes are limited to temporary Level 1 Alterations; see Chapter 7 of the 2024 IEBC.

How do you know if a building is eligible?

The owner’s copy of their Certificate of Occupancy (CO) lists this information. If the building owner cannot locate their CO, they can submit a CORA request to get a copy.

Process

An application process will ultimately be available through the CSS Portal but is currently under development.

Fees

$28.05

Deadline

120 days prior to start of event

Contact

Rob Adriaens | 303-441-4270 | Adriaensr@bouldercolorado.gov

Permanent Occupancy Changes

If space is not A or M occupancy, then permanent alterations to the space are required to qualify for an activation.

To make permanent changes, apply for a Tenant Finish (Building Permit Change of Occupancy and Tenant Improvement) through the standard permitting process to ultimately create a new Certificate of Occupancy.

Process

Utilize Planning and Development Services dropdown:

• “Property Use and Design (Regulations)” for Use Review questions;
• “Building Codes and Regulations” for building code-specific questions
• “Applications Requirements (Building Permits)” for permitting process questions

Fees

Vary; See Schedule of Fees

Deadline

Varies; Complexity Dependent

NOTE: A Land Use Review may also be required depending on permitted uses within the zoning district.

Resources

• Inquire Boulder

Due to the unique nature of the Pearl Street Mall, there are unique permit requirements and rules associated with the space.

Important Rules for the Pearl Street Mall and City Property 

• Selling merchandise, art, crafts or other goods is not allowed on the Pearl Street Mall or any other city-owned property without mobile vending cart permit.
• Mobile Vendor Cart Permits are issued annually and are limited in number. 

Soliciting donations for merchandise is also prohibited. 

Street Performers / Musicians 

• Acoustic performances (vocal or instrumental) are allowed without a permit.
• Amplified sound is not allowed on the Pearl Street Mall.

If your performance lasts longer than 30 minutes, please move to a different block after each 30-minute set.

Special Entertainment Permit

• Any activity which involves juggling, casting, throwing or propelling of a knife or burning projectile on the mall, or involves the use of equipment on the mall which is more than six feet above the surface of the mall when at reset or when bearing a load while used in the act
• Insurance requirement: The City of Boulder and its elected officials and employees are listed as an additional insured for $1 million general liability and other specific language required.
• Special Entertainment Permit required

Ambulatory Vending Permits

• Caricature, portrait or landscape artists (using non-airborne mediums)
• Balloon and balloon sculpture sellers, flower vendors, shoe shine services
• Must remain mobile; staying in one fixed location is not permitted
• No limit to the number of permits issued
• Sales Tax License is required
• Ambulatory Vending Permit required

Activities are more highly controlled on Open Space and Mountain Parks land so that the space may be enjoyed by everyone with clear expectations as to what is allowed and where, with specific permits. There is a permit question and answer tool to assist in the identification of the proper permit based on what you want to do in Open Space and Mountain Parks land.