38th Annual Snowmass Balloon Festival Click HERE for Special

9/4/13
specialevents.aspenpitkin.com/details.cfm?printviewflag=1&eventid=1859
38th Annual Snowmass
Balloon Festival Click HERE for
38th Annual Snowmass Balloon Festival
a printer friendly view.
Friday, September 13, 2013
Primary Jurisdiction: Town of Snowmass Village
Overall Status: Need More Info
Event Category:
City of Aspen - Town of Snowmass Village - Pitkin County
Special Event On-line Application
Click HERE if you'd like to view the entire on-line application.
Specific location(s): Snowmass Village Softball Field & Fanny Hill
DATES/TIMES:
Set-up: 09/12/2013 08:00 AM
Start: 09/13/2013 06:00 AM
End: 09/15/2013 11:00 AM
Dismantle: 09/15/2013 03:00 PM
PRIMARY CONTACT:
Tony Landon Send e-mail
5280 Event Productions
3519 Brighton Blvd Unit F
Denver, CO 80216
SECONDARY CONTACT:
Colleen johnson Send e-mail
Work: (505) 417-5605
Work: (612) 387-9258
OTHER CONTACTS: During event - contact names & phone numbers
Primary: Tony Landon (970) 315-2506
Secondary: Colleen johnson (505) 417-5605
Safety: Jaquie Stewart (970) 618-2225
Security: Patrice Conors (970) 925-7810
Transportation: Luiz Mendoza (970) 618-9280
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DETAILS & DOCUMENTS:
Event Summary:
The 2013 Hot Air Balloon Festival features 40 hot air balloons. This ever-popular signature
fall event, includes viewer-friendly games such as Mass Asention.
Friday’s activities will go from 6:15 AM until 11:00 AM. Saturday morning will begin at
6:30 AM and go until noon. A Nite Glow will take place along with a concert on Saturday
night from 6:00 PM to 9:30 PM. Sunday’s events will begin at 6:45 AM and end around
11:00 AM.
Friday, September 13 7:00- 10:00 AM Carter Memorial Colorado Rat Race - Come watch this annual tradition
as 25 of the most seasoned and daring Pilots race to see who can fly their Balloons the
farthest down valley in a three hour window.
Saturday, September 14 7:00 - 10:00 AM The SnowMASS Ascension & X-Marks the Spot A coordinated launch of all balloons participating in the 2013 Snowmass Balloon Festival.
Pilots will attempt to maneuver as close as possible to two different targets, location to be
determined by official judges, based on the winds the morning of competition. Competitors
will throw weighted baggies at two different X targets. The goal is to try and get closest to
the middle of both X targets. After competing the balloons will float effortlessly above the
Snowmass Valley for an hour or two, perhaps dropping down for a splash-n-dash in one of
the golf course ponds, offering spectacular views and tremendous photographic
opportunities.
6:00 - 8:00 PM Night Glow and Concert on Fanny Hill - Join us on Fanny Hill for this
years night glow featuring 15 of your favorite Balloonists lighting up the night sky. Music
provided by Denver favorite, "Places".
Sunday, September 15 7:00 - 10:00 AM The SnowMASS Ascension & Balloon DanceA coordinated launch of all balloons participating in the 2013 Snowmass Balloon Festival.
Pilots matched in Paris will take off with a partner balloon, each holding one end of flagging
tape . The two balloons that remain in the air the longest with the flagging tape intact win this
portion of the competition.Once aloft, the balloons will float effortlessly above the
Snowmass Valley for an hour or two, perhaps dropping down for a splash-n-dash in one of
the golf course ponds, offering spectacular views and tremendous photographic
opportunities.
Pilots will refuel in the Two Creeks parking lot everyday after they fly. Attached is an
internal schedule for the pilots regarding the weekend.
Expected attendance per day is 1,000 maxiumum for Saturday and Sunday mornings, with
Saturday Night Glow at 800-1000. Friday`s attendance is expected at 400.
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Staff- 15
Officials- 10
Volunteers- 25 per day
Security- 2 Traffic control personnel on Sat. & Sun. mornings, along with Sat. night.
Vendors- To Be Determined
Event is free & open to the public.
The number of balloon pilots this year is 30.+
Amplified Music will be on the softball field for the Sat. night glow. The band for the Night
Glow is Better than Bacon, as well as in the morning for announcement a ambient
background music
Site Map.pdf
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Site Plan (and maps):
Event will take place on the Snowmass Village Softball Field. A site walk with all interested
parties will take place the Wednesday before the event, Sept. 13. All sprinklers will be
clearly marked with hay barrels and cones. The exact location of each balloon will be
marked as well.
Sat night Glow & Concert will take place on Fanny Hill, using the same layout and general
set up at the Thursday Night concerts. Music act is to be determined by they will preform
from the backstage platform after the large stage has been removed. Balloons will inflate on
the hill if weather permits. Weather any wind patterns will be assessed by staff in the days
leading up to the event and if poor conditions exist the night glow may be moved back to
the softball fields.
Re-fueling will take place at Two Creeks. Property Permission has been aquired via Steve
Sewell.
Parking personnell on Sat. & Sun mornings and Sat. night, will direct balloonists exactly
where to drive on and off the field. All signage will be clearly marked as to where and when
balloonist can drive on the field. Staff will be making sure that all sprinklers are clearly
marked and avoided.
Site Map Attached
All site maps for FAA officials are submitted to the FAA.
Fanny Hill Placement.pdf
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Megs
Site Map.pdf
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Communication Plan:
OVERALL RESPONSIBILITY
Tony Landon – Event Manager- 5280 Event Productions 970-315-2506
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Colleen Johnson Pilot Balloon Meister- (505) 417-5605
Luis Mendoza – Operations Site Manager/Clean-up (618-9280)
Jacqie Stewart- Site Layout & Assistant Balloon Meister-(618-2225)
Communication for Pilots:
1. Launch personnel and race officials will have business band radios.
2. The announcers’ booth, located at the Snowmass launch area is the central control point
for all communications with; Race officials, the Town Marshall, Sheriff, Highway Patrol,
Search & Rescue, Fire and Medical officials.
911 will be the call to action for any medical emergencies.
Emergency Facilities – are located on site and are as follows:
A. On-Call 911 Medical Assistance
B. Fire Truck and Fire Personnel- Two Creeks Re-fueling
C. Law Enforcement Officers
D. Observation Aircraft
PSA`s will go out regarding the event 3 weeks prior.
Signage with schedules of the weekend, local & front-range print ad`s, banners in Aspen &
Snowmass. Radio-spots as well www.snowmassballoon.com will be the call to action
website for the schedule and for the public
Security Plan:
Event capacity is 2,000 people per day. We expect to have no more than 1,000 people per
day.
All pilots will follow FAA rules & regulations regarding balloon capacity.
If any inclement weather occurs, the balloons will not fly and the decision will be made by
Balloonmeister, Colleen Johnsonand FAA officials.
A maximum number of persons are allowed to fly in the events. This number is dependent
upon a balloon’s operating limitations.
B. All persons will act as observers in the interest of safety and assist the pilot in reading the
maps and watching for obstructions during the flight.
C. Each pilot is responsible for briefing all crew and observers before each flight so all rules
are understood and followed closely.
D. The safety of persons on the ground and in flight is of prime importance.
All aspects of the event have been approved via FAA.
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Medical Plan:
Incase of incident staff will contact on site first responders for assistance, In more serious
situations standard 911 will be contact and standard emergency routing will be followed.
During refueling Snowmass firemen will be onsite for safety.
Transportation/Traffic Plan:
For the morning events All parking will take place in the Rodeo Lot across from the
Softball field. All re-fueling for pilots will take place at Two Creeks Lot.
We will work TOSV police/transportation department to get appropriate "Event Parking"
signage.
For the Night Glow and concert the Number lots we don`t expect to exceed the capacity
of the numbered parking lots so additional transportation, buses will not be needed.
The signage requested will be the following:
Sign Name: Event Parking
Location of Signs: Place these at the roundabout and directing into the Rodeo Lot
Date for set-up: Friday . Morning Sept. 14
Sign Name: EVENT with an arrow
Location of Sign: Going along Brush Creek Road
Date for set-up: Friday. afternoon Sept. 14
Sign Name: NO PARKING
Location of Sign: Along Clubhouse Drive and in the Black Saddle Parking Lot
Date for Set-up: Wed. afternoon Sept. 12
Cones will be requested for the walkway across Brush Creek Road.
Parking Plan:
Parking for the Morning activities will be located at the rodeo Lot across from the softball
field.
Parking for the Night Glow and concert will be located in the Numbered lots.
Sanitation/Recycling Plan:
For the Morning event there will be 6 portable toilets with on-site handwashing stations
available. These will be located behind 3rd base of the Softball field, up on the flat area
near the Black Saddle Parking Lot.
For the night Glow patrons will use the existing infrastructure of the mall and base village. In
addition, the Westin and Timbermill building have public restrooms which include a total of
8 mens/women stalls and 8 urinals.
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The Vendor for this service is United site Services
Alcohol Mitigation Plan:
There will be no alcohol for sale during the event
Accessibility Plan:
All aspects to be a spectator for the event are appropriate and accessible for persons with
disablitities.
1 of the porta-potties will be handicapped accessible.
Adequate egress lighting for the Saturday Night Glow will be provided at all exits and
throughout the venue.
Alcohol Permit & License:
Not applicable
Food Permit:
Vendors for food Service to be determined, but they will comply with all food safety and
licensing requirements as defined by country and local guidelines
Parks/Open Space Permit:
Permission for the Softball Field has been granted from the parks department.
Reviewed and accepted: NO
Sales Tax & Bus. License:
Any Vendors will apply for proper licensing, as those vendors are finalized that information
will be updated on this application
Reviewed and accepted: NO
Public Notification:
We will notify the Snowmass Club of the exact schedule of the Balloon Festival, so they
can notify their guests.
Liability Insurance:
This is a Town of Snowmass Village event, so no insurance required.
References:
can be provide upon request.
REVIEWING AGENCY COMMENTS/STATUS:Overall Status: Need More Info
Snowmass Village Marketing and Events
Send an
email
Snowmass Village Planning
Send an email
specialevents.aspenpitkin.com/details.cfm?printviewflag=1&eventid=1859
Status: Not Yet Reviewed
Status: Not Yet Reviewed
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Status: Need More Info
Send an email
Applicant Reply [04/24/2013 11:06 AM] Site Maps need to be attached to plan in PDF
format and should show positions of staffing throughout event. Please identify ALL
restromms available to public (rule-2 porta-john for first 100ppl and 1/100ppl after) there
should be a minimum of eleven (11) porta-johns somewhere on site.
Snowmass Village Police
Send an email
Snowmass Village Public Works
Snowmass Village Recreation
Send an email
Status: Not Yet Reviewed
Status: Not Yet Reviewed
Snowmass Village Town Manager
Send an email
Status: Not Yet Reviewed
Snowmass Village Transportation
Send an email
Status: Not Yet Reviewed
Status: Need More Info
Send an email
Approval Agency Request [06/04/2013 05:40 PM] Still reviewing possible changes to
the Balloon Event.
Snowmass Wildcat Fire Department
Notification Only Note: the agencies below are notified and can give input, but do not
have approval privilege
Aspen Airport
No contact given
= Not Yet Reviewed
= Need More Info
specialevents.aspenpitkin.com/details.cfm?printviewflag=1&eventid=1859
= Declined
= Approve
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