Event notifications are required and a critical step in managing a successful event. This is especially important as we work to boost community confidence in events during the (hopefully) last leg of the COVID pandemic. Thoughtful and thorough notifications can help reassure impacted communities that you are taking the necessary steps to create a safe and compliant event and can help educate attendees of their personal responsibilities to help safeguard other attendees, vendors and staff.
Follow the steps below in preparing and distributing your notifications and contact Jill Lis at firstname.lastname@example.org with any questions.
1. Create a notification flyer that includes:
“IMPORTANT INFORMATION! Upcoming Event in Your Neighborhood” text featured prominently at the top of the document
Event details (i.e., dates, times and location, set-up dates and times, road closures, parking restrictions/accommodations, site/route map, organizer contact email and phone number.
The XYZ Event prioritizes public health and will follow state and local guidelines in effect at the time of the event to ensure that the event is safe for staff, attendees and the surrounding community. We ask everyone staffing or attending the event to:
- Stay home if you feel ill
- Wear face coverings if you are not yet vaccinated
- Practice physical distancing if you are not yet vaccinated
- Wash hands and/or use hand sanitizer often at the stations provided
(PDF, 209KB)VIEW A SAMPLE NOTIFICATION (pdf)(PDF, 176KB)
(DOCX, 50KB)Use the Word version of the SAMPLE NOTIFICATION to create your own(DOCX, 50KB).
2. Upload the pdf of the final notification flyer to Step 5 of your special event application 60 days before the event. Add notes about your notification plan and include distribution details. OSE staff will review and approve or provide feedback/suggested changes to incorporate before distributing.
3. Distribute the approved notification flyer 45 days (or asap) before the event and then again, one week before the event.
4. If your event includes road closures and/or is expecting more than 3,000 attendees, hand-deliver notification flyers to impacted residences, businesses and community centers (e.g., churches, schools, etc.) extending one city block from all road closures and/or around your event perimeter. When possible, make a clear and direct request to businesses and apartment/condo complexes to post the flyers in common areas for their customers and residents to see.
5. Distribute the notification flyer by email to the following. Include a direct request that recipients share the information with their communities via newsletters, websites, social media, Next Door and word-of-mouth. Copy Jill Lis at email@example.com on all notification emails.
- City Council offices that represent the impacted district(s). Find the City Council district map and contact information at www.denvergov.org/citycouncil.
- Registered Neighborhood Organizations (RNO’s) AND Business Improvement Districts (BIDs) – lists and contact information can be found at www.denvergov.org/RNO. Some RNOs and BIDs are continuing to meet virtually at this time. As time and opportunities permit, offer to participate in these meetings to share event details, answer questions and address concerns.
- Denver Police Department District(s) – find DPD district contact information at Denver Police Stations
Thank you for your careful attention to the event notification process.