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Plan a Public Event

Thank you for your interest in hosting an event in the city of Lakewood! We are here to help you navigate the various city Departments and their respective roles in your event. Whether you are planning a festival, a 5k run, a neighborhood block party or a family picnic, this information is designed to point you in the right direction.

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Even if your event does not meet the qualifications necessary to require submission of the Community & Special Event Application, the information contained below includes our general event policies, application and reservation process, as well as the fee schedule. This can serve as a great resource for you and is your responsibility to read through each of the sections below in detail in order to move forward with the process.

The sections below include a list of the common permits and licenses required for events issued by the city of Lakewood and some of our sister jurisdictions. It also provides event organizers with a checklist and timeline for securing approvals.

The primary purpose of parks is to provide areas for the residents of the City and the general public to engage in recreational activities and temporarily exchange the urban environment for a more natural one. Therefore, the primary consideration in issuing or denying a permit to use a park or public open space shall be to consider the safety and rights of citizens who use such areas, and to protect and preserve such areas for recreational use by the citizens of the City and the general public.

If your event is to be held in a Lakewood park and is expected to accommodate 25 or more participants, please review these policies and complete the Community & Special Event Application.

Community and Special Event General Policies

If your event is to be held in a Lakewood park and is expected to accommodate 25 or more participants, please review these policies and complete the Lakewood Parks Community & Special Event Application.

A. GENERAL EVENT POLICIES

Municipal Code: Per 9.32.030 of the municipal code, permits are required for any person engaging in any group activity who requires a specific reservation or is engaging in any non-recreational or commercial activities or organized community events such as festivals, celebrations, organized walking or running events, outdoor rally, meeting, demonstration or gathering for the purpose of expressive activity in a City park.
Park Rules: Event organizer is responsible for ensuring that all event staff, volunteers, vendors and participants abide by all park rules, regulations, event policies and other applicable laws at all times. Permit on site: It is unlawful to hold any scheduled event, assembly, commercial activity, or commercial photographic shoot unless and until a permit for such event has been issued. Permit-holder shall have proof of a permit while site is in use.
Application deadlines for special event permits: Applications for special event permits will be taken up to 10 months prior to the proposed event date. Event promoters should make every effort to submit an event application no less than 60 days prior to the date requested for such event. Parks where athletic fields are present will only be considered for additional special event programming once athletic field permits for that specific season are in place and therefore may not be available for consideration at the time of your request. Park officials reserve the right to determine the impact level of each event and may refuse permit request if there is insufficient time to prepare for such event.
Fees: Application fees will be due at the time of application. All other event fees will be due upon issuance of the appropriate permit on or the date set in the Special Event Invoice, whichever is applicable. For Bear Creek Lake Park events, event staff, volunteers and vendors will receive free entry to the park on the day of the event and for setup. Any spectators will be required to purchase a park pass for entry to Bear Creek Lake Park. The application fee does not apply to “Group Events” which are non-competitive or non-ticketed events and include events such as general picnics and gatherings. Fees may be waived at the discretion of the Director.
Use of fee areas within parks: Most events will be required to use reservation picnic areas within the parks in order to accommodate parking and other needs. If these areas are used, or if event parking impacts these areas, payment of the reservation fee(s) shall be added to cost of the special event permit. Reservation of fee areas is on a first-come basis, and is not guaranteed to be a part of any permit application. Prior existence of a reservation at a park eliminates that location for availability for a second reservation or permit to be issued.
Sound Systems (amplified and non-amplified): Amplified sound (music, P.A. systems) may be allowed in parks with prior approval from the Park Supervisor. When permitted, it is allowed between 8:00 A.M. and 9:00 P.M. Amplified sound must not unreasonably impact other park users. Complaints from other park users or neighbors may result in immediate revocation of approval for amplified sound.
Event equipment needs: The event is responsible for providing all equipment and services necessary for the planned event, including but not limited to: tents, canopies, portable toilets, hand sinks, trash receptacles, trash pick-up, recycling, fencing, stages, bleachers, generators, sound systems, chairs, tables, scaffolding, clean- up crews, signage to notify park users of planned event, signs/materials to mark race or tour routes, and set-up and clean-up crews required to execute the event.

Not Allowed:
- Activities including aircraft (including hot air balloons), carnivals, dunk tanks, firearms (including air- powered weapons), golf, moon walks, petting zoos, pony rides, search lights, raffles, gambling and bingo are prohibited. Other activities may be prohibited based on park location or possible site impacts.
- Use of Fireworks: The use of fireworks, including fireworks displays, shall not be allowed in the parks.
- Vehicles on park property: roadways, bicycle-pedestrian pathways and trails. It shall be unlawful for any person, other than authorized personnel, to park or drive a motorized vehicle on park property or trails, other than upon roadways and parking areas clearly constructed and established for such purposes within the parks. Unlawful areas shall include bicycle-pedestrian pathways to load and unload equipment, to transport goods or mark a course or tour route.
Event Cancellation: The Park Supervisor, or a designated employee, reserves the right to cancel an event at any time if there is significant risk of damage to park property, trails or resources, or significant risk to participant safety, due to weather or other factors. A “rain date” may be available but will not be held prior to the event unless full reservation fees are paid. Canceled events may not be eligible for a refund of any fees paid prior to the cancellation.

B. FOOD AND BEVERAGE

Alcoholic Beverages:
- Consumption of alcohol in parks (other than beer) requires an Alcohol Permit. The cost of an Alcohol Permit for consumption (not sale) of alcohol other than beer is $100 and is obtainable through the Department of Community Resources.
- Please note that prior approval by the Department of Community Resources is required for the serving of any type of alcoholic beverage at all special events.
- Glass containers are not permitted in any park.
- A special event permit and approval through the Lakewood City Clerk's office will be required for any sale of alcoholic beverages at events and all City and State laws and requirements will apply. A minimum of 18 days is required to process the permit. A Special Event Permit allows nonprofit organizations to sell malt, vinous or spirituous liquors by the drink only during a special event. A nonprofit organization seeking a Special Event Permit in the City of Lakewood may pick up an application at the City Clerk's Office, Lakewood City Commons, Civic Center South, 480 South Allison Parkway, Lakewood, Colorado, Liquor Licensing specialist 303-987-7084.
- If beer will be provided free of charge to only registered event participants, no licensing or permit will be required.

Food/vendor service/sales: Any vendor at a special event will need to provide the following:
- The vendor will need to be included on the event application and fill out their own permit application which is included.
- Food vendors will need to provide a copy of their Jefferson County Health Department certificate.
- Vendor will need to provide a copy of their City of Lakewood sales tax license. If they do not have one, they will need to contact the City of Lakewood Finance Department to make sales tax arrangements.
- As a condition of the permit, vendors will be required, at their sole cost and expense, to provide proof of liability insurance indemnifying the City of Lakewood, its officers, officials and employees with a single limit of
  $1,000,000 per occurrence. In some instances, the City reserves the right to require additional comprehensive insurance based on the nature and duration of the event/activity.
- A $50 non-refundable permit application fee is required for the sale of goods
- A deposit of up to $500 may be required at the discretion of the City of Lakewood.

C. SPECIFIC EVENTS

Walks, runs, bicycle events, triathlons, or similar events
- The City of Lakewood permits competitive and charity events at the following park locations:
  - Bear Creek Lake Park (maximum capacity: 1,000) *
  - Bear Creek Greenbelt (maximum capacity: 200) *
    *Events only allowed in the off season (September through May) or on weekdays
  - Addenbrooke Park (maximum capacity: 499)
  - Belmar Park (maximum capacity: 199)
- An event is considered “competitive” if it includes a start/finish line, timing and includes a running or biking component. This category may include non-profit organizations if the aforementioned elements are in place.
- Event reservations will compete for facility availability in the same manner as any other event and/or program including shelter reservations and in most cases, cannot be held concurrently with any other scheduled event or program.
- The Following Factors will be considered for each event request received:
  - The number of participants and the proposed use area
  - Possible impacts to park facilities, natural resources or the visiting public.
  - Conflicts with other events or established park uses.
  - Suitability of the event to existing park policies, allowed uses, and applicable laws and regulations.
  - Time of the year. Summer days can be exceptionally busy and events can create a more significant impact to other park users.
- Use of trails and bicycle-pedestrian pathways: Existing trails and pathways must be utilized for special events. Off trail use will typically not be permitted.
- Signage: Any competitive event, charity walk or bike ride, or event with potential impacts to other park users must provide “Event in Progress” or “Race in Progress” signs posted at designated points on roadways, trails and park entrances.
- Course Marking: No marking paint, chalk or lime may be used to mark any course. No signs or route marking may be stapled to park signs, trees or buildings. All markings must be removed promptly following the event.
- Lead Vehicles: No motorized vehicles may lead any event on park trails. Street legal vehicles may lead events on park roads.
- Course Marshals: Course marshals will be required at intersections and bridges along the race/tour route. Locations and the number of marshals will depend on the type of activity and additional course marshals may be required. Certain intersections may require a police or ranger presence at the organizer's expense.
- Triathlons and similar events at Bear Creek Lake Park will be required to hire a park ranger with a motorboat for the duration of the swim portion. Lifeguards or other event safety staff may be transported on this boat.
- Bicycle Demonstrations: are permitted at Bear Creek Lake Park and WF Hayden Park. All event application requirements and policies apply, along with the following:
  - $25 application fee
  - At WF Hayden Park only: Demos will only be allowed at the Rooney Road Trailhead and demo vehicles, trailers and tents may only be setup on the north side of the parking lot outside of any designated parking spaces
  - No commercial sales are allowed
  - The event must be cancelled if trails are muddy and susceptible to damage
  - Only one demo will be allowed per week/weekend, and no more than 3 demos will be allowed per month.
- For Athletic Field permitting policies please visit the athletic field page.

D. PARK RESTORATION, REPAIRS AND DAMAGES Protection of park vegetation and structures: Event organizer is responsible for the protection of trails, trees, shrubs, native vegetation, habitat, park facilities and structures within the park. Purchase/rental and installation of necessary equipment will be at the event's expense.

Destruction of Property: It is unlawful for any person, other than authorized personnel, to mark, remove, break or climb upon or in any way injure, damage or deface the trees, shrubs, plants, turf or any of the buildings, fences, bridges, trail markers, signs or other structures or property within the park or a park facility. All event marking materials must be approved prior to the event. No paint or spray chalk of any type will be allowed for course marking, and markings may not be affixed to park trees, signs or other property. All event marking must be removed promptly following the event.
The event organizer is responsible for event cleanup and restoration of park facilities impacted by the event to pre-event conditions. All cleanup and restoration needs to be completed the same day as the event unless prior arrangements have been made with the Park Manager or their designee.
Inspection: The Park Manager or their designee will inspect the event area before and after the event.
Restoration/Repairs: Park restoration and repairs to include but not limited to over-seeding, plant and tree replacement, structural damage to facilities, signs, fences, litter not removed by permittee, and power washing of hard surfaces will be the responsibility of the permitee. Department of Community Resources will appraise park site relevant to the event.

Community and Special Event Application and Reservation Procedures

AS SOON AS POSSIBLE:

Contact the respective City representative(s) to check availability and address any questions you may have regarding a specific site or facility. If you are unsure who to contact, please call the City's Community Resources front desk at 303-987-7800.

Parks Facility/Site Use Reservation: All events planned for a park's picnic shelter must reserve the facility by contacting the Community Resources offices at (303) 987-7800. Reservations for Bear Creek Lake Park can be made by calling (303) 697-6159.

Athletic Field Use Permit: All events planned for an athletic field must reserve the facility by filling out the field rental form.

1. Complete APPLICATION to the best of your ability and submit to:
     Community Resources Department
     480 S. Allison Parkway, Lakewood, CO 80226
     Direct: 303-987-7800 CRInfo@Lakewood.o

     If your request pertains to Bear Creek Lake Park, William F. Hayden Park on Green Mountain or the Bear Creek Greenbelt, submit to:
     Regional Parks Office
     15600 W. Morrison Road, Lakewood, CO 80465
     Direct: 303-697-6159 BCLP@Lakewood.org

2. APPLICATION FEE (non-refundable): A non-refundable application fee is due when the event application is submitted. If not received the reservation will be cancelled and the facility will be made available to other users. Failure to meet any subsequent deadlines set forth will result in forfeiture of all payments and immediate cancellation of the event. The application fee does not apply to “Group Events” which are non-competitive or non-ticketed events and include events such as general picnics and gatherings.

3. FACILITY INVOICE: Applicant will receive a permit and an invoice once the application has been approved. Specific requirements and due dates will be set forth on the event invoice.

4. INSURANCE CERTIFICATE: The event must procure and maintain throughout the duration of the event a policy of liability insurance, with not less than a 30-day cancellation period, insuring the event and the event sponsors, and naming the City of Lakewood as an additional insured, against liability for personal injury, bodily injury, death or property damage arising out of the event. Coverage amounts shall be maintained at no less than One Million Dollars ($1,000,000.00) each occurrence, and coverage limits shall not be "wasting". Such policies shall include coverages for products/completed operations liability. The required insurance shall be with companies acceptable to the City and authorized to conduct business in Colorado and may provide for deductible amounts no greater than Twenty Thousand Dollars ($20,000.00). A certificate of insurance ("COI") and policy endorsement, if applicable, evidencing the required insurance coverages must be received by the City no later than 5 days prior to the event. Due to differences among insurance carriers, the event sponsor is encouraged to provided the COI and endorsement at least two weeks prior to the event to ensure proper coverages are in place before the 5-day cut off.

5. RELEASE FORMS: In addition to any release forms provided by the event organizer, all participants and vendors will be required to sign a City of Lakewood release form if the event is competitive or commercial in nature or involves an organized walk. A copy of this form will be provided with the event application package. It is the responsibility of the event organizer to provide copies of this form, ensure that all participants complete the form, and that all original waivers are turned in to your City of Lakewood contact. Electronic signatures will not be accepted at this time, and the Lakewood waiver may not be combined with the organizer's waiver.

6. PORTABLE TOILETS/TRASH RECEPTACLES: Permit holder is responsible for providing an adequate number of portable toilets and trash receptacles, based upon the size of the event. Where available, existing park facilities may be used in place of or to supplement this requirement.

7. EVENT SITE DIAGRAM: A diagram/sketch of the event site as it will appear in the park showing placement of staging, sound systems, participant and spectator parking areas, booths, portable toilets, etc. The Department of Community Resources reserves the right to make changes as needed.

8. RACE/TOUR ROUTES: All courses must be approved by park officials for every request that is received. To assist the event producer, it is recommended that the proposed route(s) be submitted with the original permit application. If publicity is released prior to receiving course approval, event producer does so at his/her own risk. Park officials will not be responsible for costs incurred due to changes.

9. PERMIT: A Non-transferable & non-refundable permit will be issued once the requirements have been satisfied. Lessee is responsible for picking up permit and having it on site during the event.

10. EMERGENCY PLAN: A thorough and complete Emergency Plan may be required for events. See form attached with this packet.

11. POST-EVENT WALK THROUGHS: A post-event walk-through with the event promoter and park personnel may be required to determine impacts to park facilities or resources. The need for this will be dependent on the type of event and observed impacts. Meetings will be held within 5 days after the event.

12. OTHER PERMITS: Additional permits may be required depending on the nature of your event. Required permits may include:

West Metro Fire Protection District Special Event Permit: Required for all special events (defined as outside normal daily operations) in the District and/or any public event where propane is to be used or tents exceeding 400 square feet are to be erected.
Colorado Department of Revenue Liquor Enforcement Division Special Events Permit: Nonprofits that wish to sell liquor, either directly or indirectly, at their event must apply for a Special Event Liquor Permit. Please direct any specific questions to the City Clerk's Office at (303) 987-7080.
City of Lakewood Department of Finance Special Event Reporting Log: If your event includes food or retail sales of any kind, you must collect and submit sales tax.
Jefferson County Public Health Certificate of Approval to Operate a Special Food Service Event:
Required for all special events in Jefferson County that offer food for public consumption.
City of Lakewood Parade (Bike/Pedestrian Event) Permit: Required for events with plans to conduct a parade, bike and/or pedestrian event on a City street. Please direct any specific questions to the City Clerk's Office at (303) 987-7080.
City of Lakewood Block Party Permit: Required for events with plans to temporarily barricade a street. Please direct any specific questions to the City Clerk's Office at (303) 987-7080.
City of Lakewood Building Permit Application: May be required for events with plans to erect staging, large tents and/or other temporary structures. Please contact the Department of Public Works with any questions at (303) 987-7500.
City of Lakewood Electrical Permit Application: May be required for events with plans to connect to established electrical services at a facility

Fee Schedule

FEE TYPE	FEE	NOTES
Non-Refundable Application Fee	$25.00	Application fees do not apply to group events or charity walks and bike events.
Group Events 25-150 people	Fee per Day $50.00/day $100.00/day $200.00/day	Applies to non-competitive events not including general picnics and shelter rentals. Includes gatherings, orienteering events, etc. All participants must purchase a parks pass at Bear Creek Lake Park. All rental fees apply.
150 - 250 people
250-500 people
Bear Creek Lake Park Competitive Events	Memorial Day-Labor Day: $6/participant	Fees include park entry fee. All rental fees apply.
All other parks Competitive Events	$3/participant	All rental fees apply.
Charity Walks and Bike Rides	Up to 199 people: $50/day --------------------------------------- 200-499 people: $100/day --------------------------------------- 500 or more people: $200/day	Applies only to non-competitive events including walks and bike rides. At BCLP all participants must purchase a parks pass.
Natural Resources Fee	Variable	Assessed only if significant impact is expected to park resources.
Staff/Ranger Fee including equipment (truck, boat, ATV)	$25.00/hour/staff person	Assessed only if event requires a Ranger/Staff to be assigned, e.g. Ranger in a boat for a triathlon.
Vendor Fees	$50.00	Separate application and permit required.
Commercial Fees For example: any classes where participants pay a fee to the organizer.	Filming: no fees -------------------------------------- Classes, etc.: $4.00/client/day	BCLP: All entrants much purchase a parks pass. Shelter and field rental fees required for exclusive use of park areas.

Fee schedule does not apply to Heritage Lakewood Belmar Park.

What's Next?

As soon as possible, we encourage you to contact the respective city office(s) listed below to check availability and address any questions you may have regarding a specific site, facility or venue. If you are unsure of who to contact, please call the Community Events Coordinator at 303-987-7859.