Special Event Planning


Whether you’re planning a parade, a festival, a 5K run or just a neighborhood block party, the Town of Windsor, CO would like to help you make your event possible. Some events need a permit, for example, if you are requesting a street closure, or planning to serve or sell alcohol.  Other events can make use of a pavilion rental in one of Windsor's parks, or just show up in a park and have fun.

The best place to start the Special Event Application process is by downloading the Special Event Guidelines.  Here you will find the answers to all your questions relating to hosting a special event in Windsor, CO.

Do I Need a Permit for My Event?


Answering a few simple questions will help you determine if you need to apply for a Special Event Permit:

  • Is the anticipated attendance 100 or more?
  • Will there be alcohol consumption or sales?
  • Will you have vendors at the event who are selling goods or services (like a yoga class)?
  • Will you be using amplified sound, other than a small, personal speaker for announcements?
  • Will your event close or change the traffic pattern of a street or alley?
  • Will your event impact the public use of a park or natural resource?
  • Will you be using any temporary structures, like tents (larger than 10x10), bleachers, blow up structures or stages?
If you answered "YES" to any of these questions, you will most likely need to apply for and obtain a Special Event Permit.

​Fees


Events in Windsor are assigned a fee based on several factors, including attendance, duration of alcohol service (if applicable) and impacts to the community.  All events will also pay a $250 refundable damage deposit.  Please refer to the Special Event Guidelines for fees related to your event.

​Deadlines


If you are planning an event, your special event application, with all fees, must be submitted no later than 60 days before your event.  Larger events or events requesting a Town sponsorship will need additional time, so please plan accordingly.

Shelter and Facility Rentals

Park shelters, pavilions and the Community Recreation Center are managed by the Customer Service Supervisor at (970) 674-3502.  To rent the Art & Heritage Center, please contact Luke Bolinger.

The Application Process

  1. Fill out a Special Event Application.
  2. Submission of the following will put your event on the events calendar, but does not guarantee approval of your event:
    1. Applicant and Sponsoring Organization Information (FORM #1)
    2. Event Details & Summary (FORM #2)
    3. Special Event Rules and Regulations (FORM #3)
    4. $25 application processing fee
    5. $250 refundable deposit
  3. Complete and submit remaining forms depending on your specific event AND all fees no later than 60 days before your event.
  4. Your event is not approved until all required forms are submitted, all fees paid, and you have received notification of approval for your event.  You will be notified no more than 15 working days after the application is submitted if additional information is needed.
  5. Once your application is reviewed by all departments and approved, a permit for your event will be issued by the Special Event Supervisor.

Special Event Planning Resources

Other Helpful Forms

Town of Windsor Standard Sponsorship Packages

The Town of Windsor will consider supporting certain events through fee waivers or in-kind services.  All events are considered on a case by case basis and must be approved through Town Board.