Event notifications are required and a critical step in managing a successful event. They are even more important during the COVID-19 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 potential 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 email@example.com 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
An event-specific variation of the following:
The XYZ Event prioritizes public health and safety and will follow state and local guidelines 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
Face coverings are not required, but are encouraged!
Follow entrance and exit paths and physical distancing signage/markings
Wash hands and/or use hand sanitizer often, at the stations provided
Event details (i.e., dates, times and location, set-up dates and times, road closures, parking restrictions/accommodations, site and/or route map, organizer contact email and phone number.
VIEW A SAMPLE NOTIFICATION (pdf).(PDF, 209KB)
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. 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. Hand-deliver notification flyers to impacted residences, businesses and community centers (e.g., churches, schools, etc.) while wearing a mask and maintaining appropriate physical distancing by placing the flyers in mail boxes and near doors/front entrances when possible.
5. Distribute the notification flyer by email to the following. Include a request that recipients share the information with their communities by posting it in common areas and also via newsletters, websites, social media, Next Door and word-of-mouth. Copy Jill Lis at firstname.lastname@example.org on all notification emails.
City Council offices that represent the impacted district(s). Find the City Council district map and contact information: 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.
Thank you for your careful attention to the event notification process.