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2. Thank you for your interest in hosting an event in the Town of Castle Rock!

   We are proud to host and celebrate hundreds of events each year including community-based music festivals, parades, races and nationally touring acts. 

   Looking to host an event? The Town's Special Event Committee will review this application. A permit is also required for any organized event, assembly, commercial activity or film shoot that will take place on Town property and / or on private property and will impact public resources (i.e. police, streets, neighborhoods). 

   The committee meets weekly and assists event organizers throughout the process and helps ensure the safety of you and your event attendees.

4. Before completing this application:*

   1. *New in 2023* All event organizers are required to attend a mandatory meeting with the Special Events Committee to go over expectations, fees, and policies.
   2. I confirm that I have reviewed the Special Event Planning Guide and understand that my special event will not be permitted if the requirements from this guide are not met.
   3. I acknowledge that the Town has the right to cancel my event due to adverse weather conditions or unforeseen circumstances.
   4. I acknowledge that all events that take place in Festival Park require the closure of Second Street by a third-party traffic control company.
8. Applicant, also known as Event Organizer*
10. Additional contact email
12. Address1*
14. City*
15. State*
16. Zip*
18. Phone*
19. Email*
23. Event Name*
25. Event Organization *
26. Event Website*
28. Is this event open to the public or will it be advertised to the public?*
    -- Select One --YesNo
29. Is the event ticketed?*
    -- Select One --YesNo
31. How many attendees do you anticipate?*
33. Is there a non-profit organization associated with your event?*
    To qualify as an applicant for alcohol sales on public property a qualifying 501c3 must apply for the Special Event Liquor Permit.
35. Event type (check all that apply)

    1. Festival
    2. Race / run / walk
    3. Parade
    4. Movie night

    1. Educational
    2. Arts and culture
    3. Farmers market

    1. Athletic
    2. Film / photo shoot
    3. Car show
37. Proposed event location*
38. Requested event date*
    Requested event date
39. Optional dates
41. Event setup time*
    Event setup time
42. Event start time*
    Event start time
43. Event end time*
    Event end time
44. Event cleanup complete time*
    Event cleanup complete time
46. Does your event require a paid fee for participants and/or spectators?*

    1. Yes
    2. No
48. For races / runs / walks, what time does your race start? Also, please indicate at what time you expect your last registrant to finish? (approximate)
50. Check all that apply

    1. More than 50 attendees
    2. Alcohol will be consumed or sold
    3. Loud speakers will be used (announcements, DJ, band)
    4. Items will be for sale
    5. Registration / entrance fee will be charged
    6. Tents, bounce houses, canopies will be setup
    7. Need multiple power sources
    8. Parking will be needed for attendees
    9. Streets will need to be closed or normal traffic pattern affected
    10. Trails, sidewalks, alleyways will be impacted by event
    11. Event will impact other visitors of the park or trail
    12. Event will benefit a charitable organization
    13. Event will include run, race, walk
    14. Event will include fireworks
    15. Event will include food trucks or vendors cooking with open fires
    16. Event will require services from the Town of Castle Rock (i.e. police, fire, streets, parks staff)
    17. Event will include animals
    18. Event will require portable restrooms
52. Proposed site map*

    Your application is not complete without a Site Map. Indicate where your vendors / sponsors will be placed, registration area, stage location, portable restrooms, food trucks, alcohol barriers, trash receptacles, tent weighting system, etc. Hand drawn maps are acceptable.

53. Race / run / walk route

    Please provide the intended race route identifying the entire route, distance, and location of the start / finish points, fencing, trail / road crossings, aid stations and volunteers.

55. Event Schedule*

    Your application will not be accepted without a complete day of event timeline.  Please include organizer arrival on-site and load-out time, vendor arrivals/load out, waves, entertainment, activities, and event clean-up completion.

    *If you do not have all of the elements for your event solidified at this time, please provide as many details as you can.  Permit will not be issued without the complete schedule 7 business days prior to the event.

56. Additional documentation

    Please provide insurance certificates, 501c3 documentation, promotional materials and other pertinent information for the event.

58. Special Event Permit*

    1. I understand that by submitting this form it is not an approval of my event nor does it guarantee the date requested.
60. Thank you for your submission.

    Applications are accepted October through December each calendar year to best ensure availability of venues and proper staffing. Applicants that apply after the deadline may be accepted on a case-by-case basis subject to availability of venues and resources.

    Your application will be reviewed by the Special Event Committee and you will be contacted within 10 business days by the Events Supervisor for additional information.

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62. 1. Receive an email copy of this form.
63. Email address

    This field is not part of the form submission.

64. Submit

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