Loveland Bike Trail
 

Special Event Permit Detail

Application Information

ID: 599   Event: Wild West Relay
Status: APPROVED
Application Date: 08/20/2012    Event Date: 08/02/2013
Organization: Timberline Events LLC   Phone: 303-800-5353
Address: PO Box 2213; Englewood, CO 80150
Contact 1 Name: Paul Vanderheiden
Address: PO Box 2213
Englewood CO 80150
Email: Send email
Contact 2 Name:
Address:

Email:


Event Information

Permit Type(s): County Road
Website: http://www.rltrelays.com
Location:
The Wild West Relay will start at the Budweiser Tour Center. The route will go through the rural area north of Fort Collins on County Roads, eventually using CR 80 to US 287. Runners will turn south for a very short stretch on US 287 to Livermore and will then turn west on Red Feather Lakes Rd. Runners will continue west on Deadmans Road to Laramie River Rd where they'll turn north to the Wyoming border.

Description:
A running relay road race is a team-oriented event. There are two types of teams: a 12-runners/team configuration (the vast majority), or an Ultra team, which consists of 6-runners. The twelve-runner teams will have two vehicles and each athlete runs three legs on a rotational basis. The Ultra teams will have one vehicle and each runner will run only one leg. The total distance of the race is approximately 200-miles.

Participants will be spread out, running in single file on the shoulders of the road. Each team’s support van will be leap-frogging their runner, stopping at the designated runner exchange locations to pick up and drop them off.

Teams, depending on their pace, will be out on the course anywhere from 18 to 38 hours. Teams will start in waves - the slowest teams will start at 5:00 AM, while the elite teams will be starting between 11:00 AM and 12:00 PM. The time between waves will vary between 20 and 30 minutes. The size of each wave will be capped at 10 so as to spread out the teams on the course.

Occasionally, there are solo runners that attempt the distance. In the past, they have started on Thursday, the day before everyone else. I've also on occasion had a few ultra teams of 2 or 3 runners that have requested an earlier than 5 AM start time, and I've accommodated them.

Team are limited to two vehicles (Ultra teams one). Motor homes, buses, campers, trailers etc. are prohibited. Teams use SUV’s, 15-passenger vans, and mini-vans for their vehicles. Bicycles (except as support at night) and pets on the course will not be permitted. Vans take turns being the “active” and the “inactive” van. The “active” van is the vehicle where the runners are currently running on the course from one exchange point to the next; the “inactive” van has the runners who are eating, resting, and positioning themselves at the next major exchange (exchanges 6, 12, 18, 24, 30) where the two vans switch roles.

Traffic Control Plan Runner traffic should not be a problem while the race is in progress as no closures are requested or needed. Runners run on the shoulders of the road and are instructed to follow Colorado pedestrian laws. “Caution – Runners on Road” signs will be posted more heavily on the busier sections of the route. The sections determined to fit this criteria are: Hwy 1 from County Rd 58 to County Rd 62 Hwy 287 from County Road 80 to Red Feather Lakes Rd. Red Feather Lakes Rd from Hwy. 287 to intersection with Manhattan Rd Deadman Rd from Manhattan Rd to Laramie River Rd but not as extensively US 40 from the intersection of Hwy 14 over Rabbit Ears Pass to the outskirts of Steamboat Springs. Also, each van will be required to have a “Caution – Runners on Road” (minimum size of 17” x 22”) attached to the rear of it.

Vans and runners will be instructed to follow all State vehicle and pedestrian laws.

I will have insurance information for you after the first of the year as that is when it can be processed.

Estimated Participants: 1500   Estimated Spectators: 0
Hours:
   Fri. 08/02/2013: 4:00 AM - 11:59 PM

Attachments:

Additional Information Submitted by Applicant

1. Date Submitted: 08/27/2012
I would like to inquire about the process to request a one-day reduction of the speed limit on Red Feather Lakes Road from what ever is posted (up to 55 MPH) to 40 MPH for the section from Livermore to Red Feather Lakes.

2. Date Submitted: 02/05/2013
Agency Requesting Information: Sheriff - Will the vehicles be following the runners or will they drive to a location and park?

Vehicles are not permitted to follow (pace) the runners. They are instructed to follow traffic laws including speed limits. If they decide to pull over before the runner exchange, they are only permitted to do so if they are able to pull completely off the road safely.

These instructions are included on the race website, in emails to participants before the race, and also in the Relay Handbook; last year's handbook has been submitted.

Paul - Race Director

3. Date Submitted: 05/16/2013
Certificate of Liability Attached

Reviewing Agency Comments/Status

Email the Citizen Information Coordinator regarding this application.

CDOT

Status: Approved

Comments:

Email CDOT

City of Fort Collins

Status: Approved

Comments: Fort Collins special event permit application will need to be submitted.
Fort Collins special event permit issued.

Email City of Fort Collins

Colorado State Patrol

Status: Approved

Comments: Please contact the office for an application 970-224-3027.

Shelly Warner
4/10/13

Email Colorado State Patrol

Engineering

Status: Approved

Comments: Currently we don't have any projects that are in conflict with this event. If things change I will update this page.

Email Engineering

Glacier View Fire Department

Status: Approved

Comments: Approved without comment from Glacier View Fire Dept.

Email Glacier View Fire Department

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.


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

Email Health

Livermore Fire Protection District

Status: Approved

Comments: Approved without comment from Livermore Fire Protection Dist.

Email Livermore Fire Protection District

Parks & Open Lands

Status: Approved

Comments: 1/16/13: Application has been forwarded to area manager.
1/23/13: Fee worksheet was emailed to you today. Your event is approved by our department upon receipt of signed worksheet and payment in full.
7/1/13 Received signed fee worksheet (no fee charged) Thank you!

Email Parks & Open Lands

Poudre Fire Authority

Status: Approved

Comments: Emergency Access:
An emergency access path of no less that 20’ wide shall be maintained free and clear of all immovable objects on streets and fire apparatus access roads at all times during the event. Road blocks may be placed on public streets to prevent traffic from crossing, but cannot block emergency travel. If road blocks are used ensure staff is available to remove barricade should emergency travel be necessary. (2006 IFC, 503.1).
Tent Permits:
Any tent or air supported membrane structure greater than 400 square feet requires a tent permit. Any canopy over 800 square feet also requires this permit. The application for a tent permit can be found at www.pfafireprevention.org under the permits tab.

Email Poudre Fire Authority

Poudre Valley Hospital

Status: Approved

Comments:

Email Poudre Valley Hospital

Risk Management

Status: Approved

Comments:

Email Risk Management

Road & Bridge

Status: Approved

Comments: We do have planned maintenance along the proposed route(s). We are unable to guarantee that participants will entirely avoid traversing surfaces that have recently been treated. However, given the day of the week this event is scheduled for, this event should not conflict with any currently scheduled road maintenance or construction activities. At the time of the event, portions of the route(s) may traverse roads that have recently received repairs or surface maintenance. The surface maintenance techniques may include asphalt overlay, chip seal and seal coat. If the event coordinator will contact Justin Hersh, Materials Manager at 970-498-5662 thirty days prior to the event, we will coordinate our work in the area as best we can. 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: Please contact Carol Downing at 970-498-5107 to schedule the deputies for your event.

Thanks,

Mark Clancy

Email Sheriff

Town of Wellington

Status: Approved

Comments:

Email Town of Wellington

Wellington Fire

Status: Approved

Comments:

Email Wellington Fire

Final Disposition

Status: APPROVED

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

Background Image: Loveland Bike Trail by Sharon Veit. All rights reserved.