Special Event Permit Detail

Application Information

ID: 783   Event: Carter Lake Road Race
Status: APPROVED
Application Date: 11/12/2013    Event Date: 02/22/2014
Organization: Be the Beast Racing LLC   Phone:
Address:
Contact 1 Name: Sara Adelaide Perr
Address: 1077 Laramie Blvd Apt D
Boulder CO 80304
Email: Send email
Contact 2 Name:
Address:

Email:


Event Information

Permit Type(s): County Road
Location:
The event will happen on county roads around Carter Lake. The start and finish will be on N County Rd 31 on the hill just past the entrance of the South Shore Campground. The staging area will be at the South Shore Camping Area. Once the riders begin they will follow the road for a mile from the start/finish where there is the cross section between N County Rd 31 and S County Rd 31. At the point riders will race a circuit around the following roads counterclockwise:
N CO Rd 31
W CO Rd 8E
N CO Rd 23
W CO Rd 12
S CO Rd 29
Pole Hill Road
S County Rd 31

Description:
Mission Statement
To bring racers a challenge and opportunity to excel early in the season

Date and Time
February 22, 2014. The actual race will take place at 11:00 PM and will run until approximately 3:00 PM. I would like a full day for set-up and takedown to ensure we both are fully prepared for the riders and spectators and to ensure we clean the course appropriately.

Course
Course map is included in the documents being submitted. The roads will be open although I would like to ask that County Road 31 be closed if at all possible. Traffic plan is being submitted directly by Traffic Masters.

Start/Finish Area
The start and finish will take place on the hill beside the South Shore Campground. The South Shore Campground will serve as a staging area and will have a tent for keeping racers warm, small area for expo booths, parking , additional port-potties and if allowed, food truck. There will be an announcer and this is where the race director will be located for the majority of the time.

Parking
Parking will be available at the South Shore Campground area and The Saddle Fawn Hollow Trailhead. I would also like to extend parking as needed to other campground areas. Carpooling will be advised.

Communications
Communications between different parties running the race will be maintained through cell-phones and radio. Cell phone numbers will be collected and a sheet including cell-phone numbers and radio channels will be given to the race director, medical staff, police, timing officials, volunteer coordinator and volunteers and any other party on the course who might need to be in contact with others throughout the race.

Insurance
USA Cycling will sanction Carter Lake Road Race. As such, USA Cycling will provide a $3 million dollar liability insurance that will cover $1 million/incident. The insurance cost will be $3/rider on race day. Larimer County and sponsors will be added to the insurance for a cost of $10/entity.

Traffic Plan
Traffic Masters will certify and submit the traffic plan for the Carter Lake Road Race.
Traffic plan will be carried out accordingly on race day.

Medical Plan
Medical Events Specialist has put together a medical plan for the Carter Lake Road Race and will be contracted to provide the services. Medical resources will include the following:
• Triage Tent with ALS and BLS equipment, cots (2x), warming supplies
• Cardiac monitor (1x), AED (2x)
• Emergency Medical Technician w/IV (2x)
• Paramedic (1x)
• ALS Ambulance including 1 EMT and 1 Paramedic or 2 Paramedics
• Spine Boards (3x)
• Pre-designated helicopter landing zones and known coordinates
• A dedicated radio channel and VHF interoperability capabilities

Sanitation
Carter Lake Road Race would like to have use of the restroom facilities at the South Shore Campground. Once the race numbers exceed their capacity, there will be an additional porta-potty for every 50 people. Spectators will be included in the numbers. At the moment Bertsch Brothers Porta Industries will be supplying the facilities at the cost of $125/unit.

Food
There will be food provided at the staging area either by the race director, sponsors or a food truck. A food permit will be submitted once details of the food being provided have been finalized. Temporary trash bins will be provided.

Volunteers
There will be volunteer coordinator who will be in charge of volunteers. The volunteer coordinator will report to the race director. Volunteers will be used at the start/finish area, along the course to help with traffic, at the feed zone. There will also be volunteers to help with set-up and takedown of the event.

Spectators
Spectators will either be at the start/finish line or walking along the course. Notification will be given to spectators throughout the day to remain on the side of the racecourse and motor vehicles will be leading the racers through the course and will also make spectators aware that they need to be off the course.

Signage
There will be appropriate signage on the course to direct racers, officials, volunteers and spectators. All signage will be taken down within 24 hours of the event.

Notifying the Community
A letter will be drafted and sent to surrounding residents to give notice of the race. It will be sent at least 7 days in advance of the race. It will include details such as the racecourse, race times and any traffic plans they need to be aware of. It will also include a thank-you.







Estimated Participants: 500   Estimated Spectators: 100
Hours:
   Sat. 02/22/2014: 0700 AM - 0500 PM

Attachments:

Additional Information Submitted by Applicant

1. Date Submitted: 11/15/2013
Traffic Plan is include in attachments

2. Date Submitted: 12/04/2013
Updated Medical Plan

3. Date Submitted: 12/04/2013
Copy of blank participant waiver

4. Date Submitted: 01/12/2014
The insurance for Larimer County is the second insured party on the following insurance documents.

Thank you.

5. Date Submitted: 01/14/2014
We would like to follow this traffic plan but keep cones out of specific areas where they will cause accidents for the riders. Particularly on the downhill section on the back side of Carter Lake.

6. Date Submitted: 01/14/2014
Attached is the revised Traffic Plan for race day.

Thank you!

Reviewing Agency Comments/Status

Email the Citizen Information Coordinator regarding this application.

CDOT

Status: Approved

Comments: No State Highway impacted for this event

Email CDOT

City of Loveland Permit Coordinator

Status: Approved

Comments: No review of the traffic plan is needed as the event route is not within Loveland city limits.

Email City of Loveland Permit Coordinator

Colorado State Patrol

Status: Approved

Comments: A CSP permit application is not required, no state highways impacted. CSP will not provide a permit or staffing. Please work with LCSO. Thank you - Cpt. Marone 12/02/13

Email Colorado State Patrol

Engineering

Status: Approved

Comments: Currently we do not have any construction projects slated for any of the roadways on the route for the event. If things change I will update this page.

Email Engineering

Health

Status: Approved

Comments: Please ensure that a detailed emergency communications plan is available, and that all staff and volunteers are familiar with the plan.

Food service at aid stations does not require a licensed vendor provided food and beverage service is limited to:

• Service of commercially prepared and individually packaged foods and beverages that do not require refrigeration. Examples include packaged candy, power bars, bottled water, soda or juice.

• Service of hot coffee, tea, instant hot beverages.

• Service of donuts, bagels or pastries that are commercially prepared and do not require refrigeration.

• Service of whole uncut fruits and vegetables.

• Service of water from a public supply transported and dispensed in clean containers designed for potable water service.

The Larimer County Department of Health & Environment is available to consult on food safety concerns, and on licensing provisions for vendors involving food service beyond that listed above. Information is available on our website at http://larimer.org/health/ehs/food.asp.

Adequate toilets need to be provided at the start/finish area and as necessary at aid stations.

This event will occur on County open space. Details regarding the number of facilities and capacity for the event need to be coordinated with the Natural Resources Department.

Doug Ryan
Larimer County Department of Health and Environment
(970) 498-6777
dryan@larimer.org

12/04/2013

Email Health

Loveland Fire

Status: Approved

Comments: Please ensure the any roads that have barricades or similar devices has someone staffing the the device at all times and is movable to allow for emergency vehicle to pass with out having to stop to move the device. ICC 2006 Fire Code chapter 5 regarding fire apparatus access roads. FM NC 73

Email Loveland Fire

Parks & Open Lands

Status: Approved

Comments: 12/2/13 Application has been forwarded to area manager for review.
12/6/13 Fee worksheet was emailed to you today. Your event is approved by our department upon receipt of signed worksheet and payment in full.
12/9/13 Signed worksheet and payment received. Thank you!

Email Parks & Open Lands

Risk Management

Status: Approved

Comments:

Email Risk Management

Road & Bridge

Status: Approved

Comments: This event does not conflict with any currently planned or scheduled road maintenance or construction activities. However, at the time of the event, portions of the route(s) may traverse roads that have recently, or are then, currently undergoing surface maintenance. Event promoters are reminded that they are not to post event signs on traffic sign posts within the public road Right-Of-Way or paint on the surface of the road.

Email Road & Bridge

Sheriff

Status: Approved

Comments: Your traffic plan meets our requirements. Please ensure you notify the residents and follow the procedures for area notifications as this event and the road closures will impact a great number of people.

Email Sheriff

Thompson Valley EMS

Status: Approved

Comments: We need to see in the Medical Plan that the 911 system will be activated for any injury needing tranported.

Email Thompson Valley EMS

Final Disposition

Status: APPROVED

Please print your permit and have it available on event day.