Fillable Watermelon Pickers Fest River & Roots Festival Single Day Event SEP Application 2021 2022 2023 (Clarke County Government)

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Watermelon Pickers Fest River & Roots Festival Single Day Event SEP Application 2021 2022 2023 (Clarke County Government)

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F1211-06B
Page 1 of 9
Revised 10/19/2010
County of Clarke
Special Event Permit Application
Code of Clarke County Chapter 57
Name of Event
Location of Event
Applicant Name and Organization if applicable [Please Print]
Applicant/Organization Address [Please Print]
Telephone No.
Email Address
Date[s]:
Event No.:
If submitting application for multiple events, please number [1, 2, 3, etc.]
Estimate the number of Attendees (Maximum expected)
Total expected over entire timeframe, not the maximum at any one time. When calculating the number of persons attending an
event, Code 57-2: Persons Attending an Event – The number of participants and spectators that is the cumulative total number of
people entering the site of a Special Event on an Event Day. For Events with multiple consecutive Event Days, the Day with the
greatest number of persons attending shall be used to determine whether an Event is Small, Medium, or Large.
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Yes No Multiple Events: Note: Multiple Event applications for special event permits may be submitted together
for a single parcel of property.
Yes No Multiple Year [3-Year Limit – Current Year plus two]: Note: No application for a special event may be
filed more than one year before an event is to be held or before the first Event Day for applications for
multiple special event permits, except for an application for a special event that is substantially the
same as a special event that has been previously approved and conducted.
For Multiple Years
1. For a previously approved multi-year event, any change in the size, scope, date, location
or change in ownership of property or management of the event constitutes cause for
review. There is a $100 Fee for review.
2. Applicants approved for more than a single event shall be required to sign an agreement
prepared by the County attorney agreeing to the conditions set forth and further agreeing
to provide the County Administrator with written notice, not less than 30 days in advance
of each subsequent event that contains the names and current contact numbers of all:
Event management personnel,
Vendors,
Caterers,
Public safety providers, and/or
Contracted services
Yes No Has this/these event[s] been previously approved by the Board of Supervisors?
Watermelon Pickers Fest; River and Roots Festival, Single Day Event TBD
1352 Tilthammer Mill Road, Boyce, VA 22620
Shepherds Ford Productions, LLC
PO Box 462, Berryville, VA 22611
540-955-1621
mail@shepherdsford.com
Sept 16-18, 2021; June 24-26, 2021; TBD
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3,500
F1211-06B
Page 2 of 9
Revised 3/11/2013
Type
Event
No. Events In Application
Fee
Small Special Event – Special Events for
150 to 499 persons attending five [5] or
fewer event days per calendar year.
One [1] Event Application
$100
Two [2] or More Events In An
Application Up to Five [5]
$100 1st Event Application
$50 Each Event 2-5 / Each
Year 2-3
Medium Special Event – Special Events for
150 to 499 persons attending with six [6] or
more event days in a calendar year.
One [1] Event in Application
$100
Two [2] or More Events In An
Application
$100 1st Event Application
$50 Each Event 2-9 / Each
Year 2-3
+ Cost of Public Hearing
Notice
Medium Special Event – Special Events for
500 to 999 persons attending
Each Event Application
$250
$100 Each Year 2-3
+ Cost of Public Hearing
Notice
Large Special Event – Special Events of
1000 or more persons attending an event.
Each Event Application
$500
$100 Each Year 2-3
+ Cost of Public Hearing
Notice
Instructions and Notes:
Make checks payable to Clarke County Treasurer.
Attach check or receipt from the Treasurer with this form and include with application. If submitting for two or
more events, attach to first event application only.
Payment of the Special Event Permit Fee shall not eliminate or substitute for any requirement for any
business license or any other permit(s) that may be required by any federal, state, or local statutes,
ordinances, rules, or regulations. Applicants are responsible for insuring that all such permits, licenses, and
certificates are obtained from the appropriate authority.
Fees paid are non-refundable and not transferable to other activities
An application for a Small Special Event shall be submitted at least 30 calendar days before the date of the
Event to allow for review of the application.
An application for a Medium or Large Special event shall be submitted at least 120 calendar days before the
date of the Event in order to allow for review of the application.
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Medium and Large Events – attach drawing depicting the following: Small Event: Not required.
(a) The areas for performances or activities and for grandstands or seats, showing the location of all aisles for
pedestrian travel and other crowd-control measures.
(b) All physical facilities existing or to be constructed on the premises, including, but not limited to, fences, ticket
booths, grandstands, and stages.
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F1211-06B
Page 3 of 9
Revised 3/11/2013
(c) The location, capacity, and nature of all temporary lighting, sound, and public address facilities.
(d) The location, capacity, and nature of all temporary water, toilet, and all other public health-related facilities.
(e) Vehicle ingress, egress, and parking plan, to include emergency vehicle access.
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All Special Events shall comply with the following terms, conditions, and requirements, unless express exception
is requested and granted in any permit issued. The Administrator may waive any of the following for Small
Special Events based on circumstances unique to the proposed event.
Instructions: Answer all the following. Enter NA if you do not think issue is applicable. If completing the form on
a computer place your answers in the blanks provided. If completing the form manually, attach a
separate piece of paper and answer the questions in order.
Note: Application is complete only when the applicant has provided all applicable approvals
to County Administration.
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a) Event hours. Unless specifically approved by the reviewing entity, no stage presentation, music, dance, or
other performance or activity shall take place at a special event between the hours of 12:00 am and 7:00 am.
Date(s) and time(s) of the event:
If multiple days, which day do you anticipate to have the highest attendance and an estimate of attendance:
b) Admission regulated. The applicant shall regulate admission by ticket or other means acceptable to the
County, so as to insure that the number of persons attending an event does not exceed the number allowed
by terms of the permit. Copy of Ticket or badge of admission Attached OR
Statement of the plan for controlling admission to the event:
c) Limits to attendance. The applicant shall not sell, give, or distribute a greater number of tickets than the
number that the permit allows to attend. The applicant shall not admit any persons to an outdoor event if such
admission would result in a greater number of persons present than allowed by the permit. Total number of
tickets to be offered for sale:
p) Liability insurance. The applicant shall provide evidence of adequate liability insurance. A certificate of
insurance providing coverage in an amount of at least $1 million dollars, naming the County of Clarke as an
additional insured, and showing the date(s) of the event, shall have been received by the Administrator
before an application is approved.
Certificate of insurance attached. No Yes
r) Permission for Entry. F1211-06D Attached. The applicant shall provide written permission for the
Administrator, designee, all duly constituted law enforcement officers to enter the property at any time during
the Special Event to determine compliance with the approved permit and the provisions of this chapter.
See SFP Event Plan (attached).
Saturday for each event respectively.
See SFP Event Plan (attached).
3,500
F1211-06B
Page 4 of 9
Revised 3/11/2013
Adjoining Property Owners.
Attach a copy of the notice sent to all adjoining property owners. [F1211-06C provides an example of the
information required in the notice to adjoining property owners] Notice shall be sent to all adjacent property
owners on the same date as the application is filed with the Administrator. The address for such owners
shall be that found in the records of the Commissioner of the Revenue or, for properties not located in
Clarke County, an equivalent source.
Attach a list of all adjacent property owners, with addresses.
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Note: The Health Department must approve your plans for the following items. It is best you talk to the Health
Department before you submit your plan to ensure it will be approved. Contact: 540-955-1033; 100 North
Buckmarsh Street, Berryville, VA 22611
The Event Permit cannot be approved until after the Health Department has approved the plan.
Check here if you have submitted your written plan to the Health Department
and have their letter of approval attached to your application.
Approval attached
Check here if you have not submitted your plan to the Health Department.
Note: County Administration will submit your application to the Health
Department for review; however, the Event Permit cannot be approved until
after the Health Department has approved the plan.
Not attached
d) Water supply. The applicant shall provide an ample supply of potable water for drinking and sanitation
purposes on the premises of the Special Event by providing to the satisfaction of the Health Department the
location and type of water facilities.
Statement of plan for providing water included with application including location and type of water facilities
included in plan:
e) Toilet and/or lavatory facilities. The applicant shall provide adequate toilet and/or lavatory facilities for
sanitation purposes on the premises of the Special Event to the satisfaction of the Health Department.
Statement of plan for providing sanitation facilities included in plan.:
f) Waste management. The applicant shall provide for the pickup and removal of refuse, trash, garbage, and
rubbish from the site of the event on a daily basis, or more often if required by providing to the satisfaction of
the Health Department the plans for pickup and removal of refuse and to clean up the premises and remove
all trash and debris there from within 48 hours after the conclusion of the event.
Statement of plan for garbage, trash and sewage disposal included in plan.:
k) Food & Beverage. The applicant shall provide for adequate preparation and provision of any food or
beverage for consumption during the Special Event to the satisfaction of the Health Department (and the
Virginia Alcohol Beverage Control Board, if alcoholic beverages are to be served) with a plan for preparing
and providing food and beverages).
See SFP Event Plan (attached).
See SFP Event Plan (attached).
See SFP Event Plan (attached).
F1211-06B
Page 5 of 9
Revised 3/11/2013
Statement of plan to provide adequate preparation and provision of any food or beverage for consumption
included in plan.
Will alcoholic beverages be served? No Yes If yes:
Virginia Alcohol Beverage Control Board Notice/Approval Date:
Approval attached.
Contact: www.abc.virginia.gov; 2901 Hermitage Road, P.O. Box 27491, Richmond, VA 23261
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Note: The local Fire & Rescue Company must approve your plans for the following items. It is best you talk to
your local Fire and Rescue Company before you submit your plan to ensure it will be approved. Contact
your local fire & rescue company. [Blue Ridge, Boyce, John Enders, or Shenandoah Farms]
The Event Permit cannot be approved until after the local fire and rescue company has approved the
plan.
Check here if you have submitted your written plan to the local fire and
rescue company and have their letter of approval attached to your
application.
Approval attached
Check here if you have not submitted your plan to the local fire and rescue
company. Note: County Administration will submit your application to the
local fire and rescue company for review.
Not attached
g) Medical facilities. Adequate on-site medical facilities and emergency medical transport vehicles shall be
provided to the satisfaction of the Chief of the Fire and Rescue Company providing service to the location at
which the Special Event is to be held.
Statement of plan to provide adequate on-site medical facilities and emergency medical transport vehicles
included in plan:
h) Fire protection. The applicant shall provide for adequate fire protection to the satisfaction of the Chief of the
Fire Department providing service to the location at which the Special Event is to be held.
Statement of plan to provide adequate fire protection included in plan.
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Note: The Sheriff must approve your plans for the following items. It is best you contact him before you submit
your plan to ensure it will be approved. Contact: 540-955-1234; 100 North Church Street, Berryville, VA 22611
The Event Permit cannot be approved until after the Sheriff has approved the plan.
Check here if you have submitted your written plan to the Sheriff and have
his letter of approval attached to your application.
Approval attached
See SFP Event Plan (attached).
Will provide before event.
See SFP Event Plan (attached).
See SFP Event Plan (attached).
F1211-06B
Page 6 of 9
Revised 3/11/2013
Check here if you have not submitted your plan to the Sheriff. Note: County
Administration will submit your application to the Sheriff for review.
Not attached
i) Traffic and parking control. The applicant shall provide for adequate ingress, egress and parking for the
Special Event to the satisfaction of the Sheriff, the State Police and the Virginia Department of
Transportation.
Statement of plan to provide adequate ingress and egress included in plan.
State Police Notice/Approval Date:
Approval attached.
Contact: 540-869-2000; 3680 Valley Pike, Winchester, Virginia 22602
Statement of plan to provide traffic Control devices, signage, cones, barricades or other activities to take
place within the public right-of-way.
VDOT Notice/Approval Date:
Approval attached.
j) Security. The applicant shall provide adequate on-site security for the entire duration of a Special Event to the
satisfaction of the Sheriff with a security plan.
Statement of plan to provide adequate on-site security included in plan.
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Note: The Building Department must approve your plans for the following items. It is best you contact the
Building Department before you submit your plan to:
Obtain approval of the actual event; AND
Apply for any necessary permits and schedule any necessary inspections. Prior to the event being
opened to the public or participants, applicable permits and inspections must be complete. These
include, but not limited to: portable lighting, electrical systems, gas systems, tents, portable
structures, amusements ride including inflatables and climbing walls. Also, the Building Department
inspects emergency vehicle access.
Contact: 540-955-5112; 101 Chalmers Court, Suite B, Berryville, VA 22611
The Event Permit cannot be approved until after the Building Department has approved the plan.
Check here if you have submitted your written plan to the Building
Department and have their letter of approval attached to your application.
Approval attached
Check here if you have not submitted your plan to the Building Department.
Note: County Administration will submit your application to the Building
Department for review; however the applicant is responsible for obtaining any
necessary Building Department permits and scheduling any/all inspections.
Not attached
Building Department Guidelines for Special Events Permits:
The following are issues that need to be described or addressed on special events permit applications:
See SFP Event Plan (attached).
See SFP Event Plan (attached).
See SFP Event Plan (attached).
F1211-06B
Page 7 of 9
Revised 3/11/2013
Tents - Any tent greater than 900 square feet in size will require a Building Permit and inspections prior to the
event. Inspection shall be arranged to be done during normal business hours Monday through Friday at
least the day prior to the event. The event application should provide diagrams or layouts of the location of
the tent(s). All tents shall be fire retardant treated with the appropriate approval label on the tent and shall
have a mounted and posted fire extinguisher (5 lb. ABC min.) located in each tent. If the tent is enclosed, it
shall have two (2) forms of exit that are labeled and illuminated if the event occurs after daylight. If the event
will occur after daylight hours, emergency lighting shall be provided.
Electrical Systems – Any temporary or portable electrical distribution systems shall require an Electrical Permit
and inspections prior to the event. All portable or temporary systems shall be Ground Fault Interrupter
Circuit (GFIC) protected. Trailer mounted generators shall be provided with ground rods and grounding
conductors appropriate for the generator output requirements. All equipment shall be listed and labeled for
the application (weather resistant). No portable generators are allowed inside any tents or trailers where
persons would normally enter. A description of the electrical distribution system shall be provided with the
special event application.
Gas Appliances – All gas appliances including cooking and heating appliances shall be inspected including leak
tested prior to the event. No gas cylinders will be allowed inside tents or occupied trailers or structures. All
gas cylinders shall be secured in areas not normally used by the public. All gas equipment shall be in good
working order and shall meet requirements of the Virginia Fuel Gas Code.
Lighting – Information pertaining to the temporary lighting systems shall be provided with the special event
application including output wattage and generation system. Lighting system shall be located not to project
excessive lighting off of the premises and not to blind any moving traffic on or of the event property. Any
lighting pointing to the property boundary shall be shielded and downcast.
Inspections – Arrangement for inspections shall be scheduled to occur prior to opening of the event during
normal business hours between Monday and Friday. Required inspections shall be scheduled at least
twenty-four (24) hours prior to the expected inspection. If special times and arrangements are required, prior
approval will need to be arranged with the Clarke County Building Department.
l) Lighting/Illumination. If lighting is to be utilized, such lights shall be located, or such shielding devices or
other equipment shall be utilized so as to prevent unreasonable glow beyond the property on which the event
is located.
Will outdoor lighting be utilized? No Yes
m) Temporary Structures. All necessary building permits shall be obtained before the event occurs for any
temporary structures such as tents or amusement rides. Will temporary structures be utilized? No Yes
Type[s] of temporary structures:
o) Communication system. If the premises are without adequate communications systems, the applicant shall
make arrangements, approved by the County, to provide for substitute, additional, or alternate means of
communication with public safety and other government officials.
Will substitute, additional, or alternate means of communication be utilized? No Yes If yes:
Plan for adequate communications systems included with application.
p) Necessary Safety Services. The operator of the Special Event shall provide any services necessary to
provide appropriate levels of safety over and above what public agencies determine that they are able to
provide. Additional Safety Services Required? No Yes If yes:
Tents and generators
See plan
F1211-06B
Page 8 of 9
Revised 3/11/2013
List safety services:
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Use this area for additional information, if applicable:
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By my signature below, I affirm that I have read and agree to abide by the following terms and conditions.
Further, I affirm that the information provided in this application is true and accurate to the best of my
knowledge.
§ 57.4 (a) Submission and Acceptance. No application shall be submitted, or accepted, unless presented on
the required forms along with all additional required plans, documents, approvals, fees, and other material
required by this ordinance.
§ 57.7 (m) Sound. Applicant agrees to comply with the Clarke County Code Chapter § 120 that regulates noise.
§ 57.7 (p) Setbacks. The approving entity may establish setbacks from property lines, rights of way, and access
easements to the site of public assembly or parking for participants or spectators for a Special Event as
determined necessary by the approving entity depending on site characteristics, the type of event, the
anticipated number of participants and spectators, and the impact on adjacent property owners.
§ 57.7 (r) Other laws and rules. The applicant shall comply with all federal, state and local laws, ordinances and
regulations, including zoning ordinance provisions and any special use provisions applicable to the property.
§ 57.3 (b) Other Permits and Responsibility: The permit required by this ordinance, or the exemptions provided
herein, shall not eliminate or substitute for any requirement for any business license or any other permit(s)
F1211-06B
Page 9 of 9
Revised 3/11/2013
which may be required by any federal, state, or local statutes, ordinances, rules, or regulations. Applicants are
responsible for insuring that all such permits, licenses, and certificates are obtained from the appropriate
authority.
§ 57.8. Deposit. I am aware that a deposit may be required. As a condition of granting the permit, the
Administrator or the Board may require the payment of a deposit to cover anticipated public clean-up costs,
law enforcement costs, and/or emergency services costs beyond what is usual and customary. The applicant
shall be responsible for such costs in excess of any deposit, and the applicant shall be refunded any portion
of a deposit not needed to cover such costs.
§ 57.9. Permit not transferable. I am aware that this permit is not transferable.
§ 57.10. Revocation or suspension of permit. I am aware that this permit may be revoked for suspended A
permit issued under the provisions of Chapter 57 may be revoked or suspended by the entity that approved
the permit. The Sheriff or his/her designee may temporarily suspend the permit pending consideration, by the
entity that approved the permit, of action to revoke or suspend a permit. Such action by the approving entity
or the Sheriff or designee may be taken for any of the following reasons:
a) Any violation of one or more of the requirements or any violation of one or more of the terms and
conditions of a permit issued hereunder.
b) Any material misrepresentation in the application for a permit.
c) Any change in the ownership of the location of the permitted event, unless there is provided a signed
statement from the new owner to confirm that the new owner has given permission for the specific Special
Event to be held.
d) Any material change in the condition of the facilities or ability of contracted organizations to provide
required services or equipment.
e) Any state of emergency, disaster, hazardous weather condition, or other threat to the public health,
safety, and welfare that has been declared or is anticipated to occur such that continuation of the event is
deemed to be an undue or unnecessary risk to the participants, general public, or public safety providers.
f) Upon revocation or suspension of the permit, the permitee shall immediately cancel and/or terminate the
event and provide for orderly dispersal of those in attendance.
Applicant Signature
Date
Printed Name
Note: Application is complete only when the applicant has provided all applicable approvals to
County Administration.
10/09/2020
Trevor Creany
click to sign
signature
click to edit
F1211-06A Page 1 of 1 Revised: 1/29/2010
County of Clarke
Application Special Event Permit
Code of Clarke County Chapter 57
Section I Determination: Permit is required for any assembly, attraction, ceremony, event, festival,
gathering, circus, carnival, or show at which rides, games, competitions, attractions, music, dance,
or other performing arts are engaged in by participants or provided as entertainment by
professional or amateur performers or by prerecorded means that meet the following criteria:
Question Yes No Action
A. Does it occur within the corporate
limits of the Town of Berryville or the
Town of Boyce or the Berryville
Annexation Area?
If yes, permit not required by Clarke
County. Check with the appropriate local
government.
B. Is it to be held on property owned by
the United States of America, the
Commonwealth of Virginia, or the
County of Clarke, or in a permanent
enclosed structure?
If yes, permit not required by Clarke
County. Check with the appropriate
governmental agency to ensure
compliance with its rules and regulations.
C. Is it to be held on a private parcel of
land fewer than six acres?
If yes, event is not allowed on parcels of
fewer than six acres.
D. Is the function planned for fewer than
150 people?
If yes, A permit shall not be required for an
assembly with less than 150 persons
attending the event on a parcel of 6 or
more acres (or adjoining parcels with the
same owner that have a total area of six or
more acres).
E. Does it involve the raising, charging,
donating or re-couping of funds?
If no, special event permit is not required.
Note: Such an assembly shall not include demonstrations, parades, rallies, marches, or picketing activities.
If you answered No to all questions A, B, C, D, and Yes to question E, a special event
permit application is required. Use Special Event Permit Application Form F1211-01B
X
X
X
F1211-06D
Page 1 of 1
Revised: 1/29/2010
County of Clarke
Application Special Event Permit
Code of Clarke County Chapter 57
Right of Entry Permission Form
I,
the applicant for a special event permit as
Permit Applicant’s Name [Please print legibly.]
required by Article II of Chapter 57 of the Code of Clarke County, Virginia, that event
titled:
shall take place on
at
Specify Date[s]
Event Location and/or Address
in Clarke County, Virginia, and I,
Landowner or Leaseholder’s Name
the landowner/ leaseholder of such event location, give our permission for the County
Administrator, the county's lawful agents or duly constituted law enforcement officers to
go upon the aforementioned property where the special event will take place at any time
for the purpose of determining compliance with the provisions of Article II of Chapter 57
of the Code of Clarke County, Virginia. This permission shall specifically include the
period of set up and shut down of the event.
We understand that any of the above-referenced officials shall have the right to revoke
any permit issued under the aforementioned article upon noncompliance with any of its
provisions and conditions.
Permit Applicant
Event Location Owner/Leaseholder
Secondary Signature[s] If Applicable
Secondary Signature[s] If Applicable
Permit Applicant
Event Location Owner/Leaseholder
Shepherds Ford Productions, LLC
Watermelon Pickers Fest
September 14-19, 2021
Steve Niswander
Shepherds Ford Productions, LLC
Shepherds Ford Productions, LLC
PO Box 462, Berryville, VA 22611
Phone: 540-955-1621
Email: mail@shepherdsford.com
www.shepherdsford.com
2021 Event Plan
Name of Event
1) River and Roots
2) Watermelon Pickers Fest
3) Single Day Events
Location of Event
1352 Tilthammer Mill Road
Boyce, VA 22620
Dates:
1) June 24 - June 26, 2021 (Similar weekend in June 2022 and 2023)
2) September 16 - September 18, 2021 (Similar weekend in September 2022 and 2023)
3) TBD
Estimate the number of Attendees (maximum expected):
1) 1,500 - 2,000
2) 3,500
3) 500 - 3,500 depending on the event.
Page 1 of 4
§ 57.7. Special Event Requirements
General Information:
a) Event hours.
Dates and Times:
1) 9/16-18/2021, 10am-11:59pm, overnight camping
2) 6/24-26/2021, 10am-11:59pm, overnight camping
3) TBD - 10:00 am- 11:59pm
Highest attendance and an estimate of attendance:
1) Saturday, September 18: Estimated 3,500 attendees
2) Saturday, June 26: Estimated 1,500-2,000 attendees
3) 3,500
b) Admission regulated.
Statement of the plan for controlling admission to the event:
A limited amount of tickets will be sold online in accordance with the event permit limits
to attendance. Shepherds Ford Productions ticket booth staff will scan tickets and control
entry to the event. All attendees will be required to wear a wristband the entire time they
are on site.
c) Limits to attendance.
Total number of tickets to be offered for sale: 3,500 tickets for sale for each day of the event with
a maximum attendance with staff and performers of 3,750.
p) Liability insurance.
Certificate of insurance, with County of Clarke Virginia listed as an additional insured, will be
submitted to the Clarke County Administrator before the event date.
r) Permission for Entry.
See attached written Permission for Entry letter signed by Steve Niswander (property owner) and
Shepherds Ford Productions, LLC.
Adjoining Property Owners.
See attached copy of the notice sent to all adjoining property owners.
See attached list of all adjacent property owners, with addresses.
Page 2 of 4
Health Department Notice and Approvals:
See attached SFP written plan submitted to the Health Department.
d) Water supply.
The property has multiple wells with potable water. Patrons are encouraged to bring their own
water. Bottled water will be available for purchase through multiple food vendors on site.
e) Toilet and/or lavatory facilities.
The event will supply portable toilets to comply with the rate of 1:75 attendees, with 1:500
handicap units provided, as per the Health Department requirements.
f) Waste management.
Waste Management Services will provide, at minimum, daily waste removal.
k) Food & Beverage.
All food vendors will be state licensed mobile units. A list of contact information for each
vendor and a copy of the vendor’s current state licence certificate will be provided to the County
Health Department prior to the event.
Alcoholic beverages will be sold at this event. A banquet license will be applied for
throughVirginia ABC.
Local Fire & Rescue Company Notice and Approvals
See attached SFP written plan submitted to John H. Enders Fire Company and Rescue Squad.
g) Medical facilities.
A tented area with unobstructed egress to the county road will be provided for the emergency
medical personnel and transport vehicle. Medical personnel will be on site during the day and
peak evening hours as per the directions of the Chief at Enders Volunteer Fire and Rescue (see
SFP letter attached).
h) Fire protection.
Event staff will be instructed as to the location and proper use of on-site fire extinguishers and
water supplies. All personnel will be instructed to utilize the County 911 system in the event of a
large fire emergency.
Page 3 of 4
Sheriff's Notice and Approvals
See attached SFP written plan submitted to the Sheriff.
i) Traffic and parking control.
See attached letters to the Sheriff, VDOT and State Police.
j) Security.
See attached letter to the Sheriff, VDOT and State Police.
Building Department Notice and Approvals
See attached SFP written plan submitted to the Building Department.
I) Lighting/Illumination.
Outdoor lighting will be utilized.
m) Temporary Structures.
Types of temporary structures: Tents
o) Communication system.
Substitute, additional, and/or alternate means of communication will be utilized. Event staff will
be equipped with portable radios for on site communication.
p) Necessary Safety Services.
Additional safety services are not required for these events.
Page 4 of 4
Adjoining Property Owners
(of 1352 Tilthammer Mill Road, Boyce, VA 22620)
John Hoel
416 Berry St SE
Vienna, VA 22180
(Tax Map # 30 A 84)
Belinda L Burwell & James Klenkar
PO Box 288
Millwood, VA 22646
(Tax Map # 30 A 82A)
TRS BURWELL VAN LENNEP FOUNDATION
℅ JEROME H GARVER JR
1391 Tilthammer Mill Rd
Boyce, VA 22620
(Tax Map # 31 A 3)
Adjoining Property Owner
Special Event Notice
October 9, 2020
Belinda L Burwell & James Klenkar
PO Box 288
Millwood, VA 22646
This notice is to advise adjoining property owners that a special event application has
been forwarded this day to the County of Clarke, Virginia for the following event to be
conducted at:
1352 Tilthammer Mill Rd, Boyce, VA 22620
Name of Events: River and Roots Festival; Watermelon Pickers Fest
Dates and Times of Event:
River and Roots Festival:
Tuesday, June 22 , 2021; 9am-11pm; Camping only. No events.
Wednesday, June 23, 2021; 9am-11pm; Camping only. No events.
Thursday, June 24, 2021; Gates open 9am. Music from 12pm to 12am.
Friday, June 25, 2021; Gates open 9am. Music from 12pm to 12am.
Saturday, June 26, 2021; Gates open 9am. Music from 12pm to 12am.
Sunday, June 27, 2021; Campers pack up and leave. No events.
Watermelon Pickers Fest:
Tuesday, Sept 14, 2021; 9am-11pm; Camping only. No events.
Wednesday, Sept 15, 2021; 9am-11pm; Camping only. No events.
Thursday, Sept 16, 2021; Gates open 9am. Music from 12pm to 12am.
Friday, Sept 17, 2021; Gates open 9am. Music from 12pm to 12am.
Saturday, Sept 18, 2021; Gates open 9am. Music from 12pm to 12am.
Sunday, Sept 19, 2021; Campers pack up and leave. No events.
These events will feature musical performances by both grammy winning national acts
as well as regional and local talent. Musical performances will end no later than
12:00am each night. This is a multi-day music festival which includes musical
performances, educational workshops by the performers, mandolin, acoustic guitar, and
band contests as well as on-site camping, children's activities and food and craft
vending. We are expecting a maximum of 3,500 attendees. Alcohol will be sold at this
event. The main stage has been located in such a way as to minimize the noise level for
the neighbors.
If you have questions, concerns or would care to review the full text of the application,
please contact the following by October 25, 2020.
Shepherds Ford Productions, LLC
PO Box 462, Berryville, VA 22611
mail@shepherdsford.com
540-955-1621
If you are unable to reach the person listed above at the address or telephone number
listed above, you may contact the County Administrator at 540-955-5175.
Regards,
Shepherds Ford Productions, LLC
Adjoining Property Owner
Special Event Notice
October 9, 2020
John Hoel
416 Berry St SE
Vienna, VA 22180
This notice is to advise adjoining property owners that a special event application has
been forwarded this day to the County of Clarke, Virginia for the following event to be
conducted at:
1352 Tilthammer Mill Rd, Boyce, VA 22620
Name of Events: River and Roots Festival; Watermelon Pickers Fest
Dates and Times of Event:
River and Roots Festival:
Tuesday, June 22 , 2021; 9am-11pm; Camping only. No events.
Wednesday, June 23, 2021; 9am-11pm; Camping only. No events.
Thursday, June 24, 2021; Gates open 9am. Music from 12pm to 12am.
Friday, June 25, 2021; Gates open 9am. Music from 12pm to 12am.
Saturday, June 26, 2021; Gates open 9am. Music from 12pm to 12am.
Sunday, June 27, 2021; Campers pack up and leave. No events.
Watermelon Pickers Fest:
Tuesday, Sept 14, 2021; 9am-11pm; Camping only. No events.
Wednesday, Sept 15, 2021; 9am-11pm; Camping only. No events.
Thursday, Sept 16, 2021; Gates open 9am. Music from 12pm to 12am.
Friday, Sept 17, 2021; Gates open 9am. Music from 12pm to 12am.
Saturday, Sept 18, 2021; Gates open 9am. Music from 12pm to 12am.
Sunday, Sept 19, 2021; Campers pack up and leave. No events.
These events will feature musical performances by both grammy winning national acts
as well as regional and local talent. Musical performances will end no later than
12:00am each night. This is a multi-day music festival which includes musical
performances, educational workshops by the performers, mandolin, acoustic guitar, and
band contests as well as on-site camping, children's activities and food and craft
vending. We are expecting a maximum of 3,500 attendees. Alcohol will be sold at this
event. The main stage has been located in such a way as to minimize the noise level for
the neighbors.
If you have questions, concerns or would care to review the full text of the application,
please contact the following by October 25, 2020.
Shepherds Ford Productions, LLC
PO Box 462, Berryville, VA 22611
mail@shepherdsford.com
540-955-1621
If you are unable to reach the person listed above at the address or telephone number
listed above, you may contact the County Administrator at 540-955-5175.
Regards,
Shepherds Ford Productions, LLC
Adjoining Property Owner
Special Event Notice
October 9, 2020
TRS BURWELL VAN LENNEP FOUNDATION
℅ JEROME H GARVER JR
1391 Tilthammer Mill Rd
Boyce, VA 22620
This notice is to advise adjoining property owners that a special event application has
been forwarded this day to the County of Clarke, Virginia for the following event to be
conducted at:
1352 Tilthammer Mill Rd, Boyce, VA 22620
Name of Events: River and Roots Festival; Watermelon Pickers Fest
Dates and Times of Event:
River and Roots Festival:
Tuesday, June 22 , 2021; 9am-11pm; Camping only. No events.
Wednesday, June 23, 2021; 9am-11pm; Camping only. No events.
Thursday, June 24, 2021; Gates open 9am. Music from 12pm to 12am.
Friday, June 25, 2021; Gates open 9am. Music from 12pm to 12am.
Saturday, June 26, 2021; Gates open 9am. Music from 12pm to 12am.
Sunday, June 27, 2021; Campers pack up and leave. No events.
Watermelon Pickers Fest:
Tuesday, Sept 14, 2021; 9am-11pm; Camping only. No events.
Wednesday, Sept 15, 2021; 9am-11pm; Camping only. No events.
Thursday, Sept 16, 2021; Gates open 9am. Music from 12pm to 12am.
Friday, Sept 17, 2021; Gates open 9am. Music from 12pm to 12am.
Saturday, Sept 18, 2021; Gates open 9am. Music from 12pm to 12am.
Sunday, Sept 19, 2021; Campers pack up and leave. No events.
These events will feature musical performances by both grammy winning national acts
as well as regional and local talent. Musical performances will end no later than
12:00am each night. This is a multi-day music festival which includes musical
performances, educational workshops by the performers, mandolin, acoustic guitar, and
band contests as well as on-site camping, children's activities and food and craft
vending. We are expecting a maximum of 3,500 attendees. Alcohol will be sold at this
event. The main stage has been located in such a way as to minimize the noise level for
the neighbors.
If you have questions, concerns or would care to review the full text of the application,
please contact the following by October 25, 2020.
Shepherds Ford Productions, LLC
PO Box 462, Berryville, VA 22611
mail@shepherdsford.com
540-955-1621
If you are unable to reach the person listed above at the address or telephone number
listed above, you may contact the County Administrator at 540-955-5175.
Regards,
Shepherds Ford Productions, LLC
October 9, 2020
To: James Royston, II, Building Official
101 Chalmers Court, Suite B
Berryville, VA 22611
Dear Mr. Royston,
This letter is to inform you that Shepherds Ford Productions is filing a special event
permit application with Clarke County to host Watermelon Pickers Fest and River & Roots
Festival at 1352 Tilthammer Mill Road, Boyce, VA 22620 on Sept. 16-18, 2021 and June 24-26,
2021 respectively. As required in the application, I am informing you of our lighting plan and
tent inspections.
Site lighting and generators will be provided through a local rental outlet. We will apply
for the proper permits to accommodate any generator inspections as needed.
A temporary building permit will be acquired for any tent that covers more than 900 sq ft.
I will not be able to include this permit with my application as I am submitting it more than 4
months prior to the erection of the tents and, therefore, prior to your ability to perform an
inspection.
If you need to contact me either for clarification of or amendment to this plan please do
so as soon as possible at 540-955-1621. I am submitting the application to the County
Administrator for consideration at the next available Board of Supervisors meeting. .
If this plan fulfills all the requirements for your department’s approval, please send an
approval email or letter to Brianna Taylor at the County Administration Office
<btaylor@clarkecounty.gov>. Again, thank you for your assistance in these preparations.
Sincerely,
Shepherds Ford Productions, LLC
From : Angie Cather <acather@clarkecounty.gov>
Subject : Re: Watermelon Pickers Fest, River & Roots Festival, Single-day Event 2021, 2022, 2023
To : Brianna Taylor <btaylor@clarkecounty.gov>
Cc : Michelle Shayeb <mshayeb@clarkecounty.gov>
Zimbra btaylor@clarkecounty.gov
Re: Watermelon Pickers Fest, River & Roots Festival, Single-day Event 2021, 2022, 2023
Thu, Oct 15, 2020 10:41 AM
Hello Brianna,
The Building Dept. acknowledges receipt of the Special Events application submitted and is prepared to issue any necessary permits.
Angie Cather - Office Manager/Permit Technician
Clarke County Building Department
101 Chalmers Crt, Suite B
Berryville, VA 22611
(540) 955-5112
acather@clarkecounty.gov
From: "Brianna Taylor" <btaylor@clarkecounty.gov>
To: "Matthew Blacklock" <matthew.blacklock@vsp.virginia.gov>, "Clarissa Bonnefond" <clarissa.bonnefond@vdh.virginia.gov>,
"Bobby Boyce" <Bobby.Boyce@VDOT.Virginia.gov>, "Brian Lichty" <blichty@clarkecounty.gov>, "Jamie Royston"
<jroyston@clarkecounty.gov>, "acather" <acather@clarkecounty.gov>, "Tony Roper" <troper@clarkecounty.gov>, "Travis Sumption"
<tsumption@clarkecounty.gov>
Cc: "trevor creany" <trevor.creany@gmail.com>
Sent: Tuesday, October 13, 2020 11:51:59 AM
Subject: Watermelon Pickers Fest, River & Roots Festival, Single-day Event 2021, 2022, 2023
Good Afternoon All,
Following up via email to letters sent out by Shepherds Ford Productions, LLC, Trevor Creany on October 9, 2020. Attached to this
email is a pdf of the special event permit application- large event for Watermelon Pickers Fest, River and Roots Festival, and a single-
day event for 2021, 2022, and 2023. Code of Clarke County, Chapter 57: Special Events allows 45 days for response, the 45-day
deadline will be Friday, November 27, 2020.
Medium or Large Special Event. Upon receipt of a complete Medium or Large Special Event permit application,
- The County Administrator shall forward the completed application to the:
• Clarke County Building Official,
• Clarke County Sheriff,
• Chief of the Fire and Rescue Company serving the location, and
• Local offices of the Virginia Departments of Health, State Police, and Transportation for comment and/or agency approval.
The public agency shall respond with comments and/or agency approval within 45 calendar days. Failure to respond within 45
calendar days shall be deemed approval by the agency.
Please respond by Friday, November 27, 2020.
Thank you,
Brianna R. Taylor
Deputy Clerk to the Board of Supervisors
Conflict of Interest Officer
Employee Support Coordinator
County of Clarke
101 Chalmers Court, Suite B
Berryville, Virginia 22611
540-955-5175
Zimbra https://mail.clarkecounty.gov/h/printmessage?id=51510&tz=America/N...
1 of 1 10/15/2020, 10:42 AM
October 9, 2020
To: Brian Lichty
Fire & EMS Director
101 Chalmers Court, Suite B.
Berryville, VA 22611
Dear Mr. Lichty,
This letter is to inform you that Shepherds Ford Productions is filing a special event
permit application with Clarke County to host Watermelon Pickers Fest and River & Roots
Festival at 1352 Tilthammer Mill Road, Boyce, VA 22620 on Sept. 16-18, 2021 and June 24-26,
2021 respectively.
The events will begin on Thursday afternoon with a limited schedule and low attendance.
Friday and Saturday will be full days of music and activities, with performances ending no later
than 11:59 pm. Our attendance this year is expected to peak around 3,500 for Watermelon
Pickers Fest and 1,500-2,000 for River & Roots Festival. On-site camping offered for the
duration of each event.
Our plan is to contract a professional event medical team, “Bear Care Medical,” to
provide around the clock team coverage for the entire event. Their staff are all professionally
trained and certified for EMS. They have worked well with Clarke County EMS on several
events. We believe this approach minimizes the burden on the county personnel and meets the
requirements to provide adequate medical services. We have worked with Bear Care Medical to
construct a plan that we hope will meet with your approval.
If you have any questions or require clarification please contact me at 540-955-1621 or
reply to <mail@shepherdsford.com>.
If this plan adequately meets the requirements for medical services. Please send an
approval email or letter to Brianna Taylor at the County Administration Office
<btaylor@clarkecounty.gov>. Thank you for your attention to this matter.
Sincerely,
Shepherds Ford Productions, LLC
A: Type Event Score B: Venue Score
Classical performance
2
Indoor
1
Public exhibition
3
Stadium
2
Pop/Rock concert
5
Outdoor in confined location Park etc
2
Dance event
8
Other outdoor, eg Festival
3
Equestrian 2
Widespread public location in streets
4
Marine
3
Temporary outdoor Structures
4
Motorcycle display
3
Includes overnight Camping
5
Aviation
3
B- Your Choice 3
Motor sport
4
State occasions
2
C. Stand /Seat
Score
VIP visits/summit
3
Seated
1
Music festival
3
Mixed
2
Pyrotechnic display
4
Standing
3
New year celebration
7
C- Your Choice 2
Demonstrations/ Political events
*Low risk of disorder
2
D. Audience profile
Score
*Medium risk of Disorder
5
Full mix, in family groups
2
*High risk of disorder
7
Full mix, not in family groups
3
Predominantly young adults
3
Predominantly children and
teenagers
4
A- Your Choice 3
Predominantly elderly
4
Full mix, rival factions
5
D- Your Choice 2
Table 1 Ratio Score 10
E: Past history Score F: Expected numbers Score
*Good data, low casualty rate
previously (< 1%)
-1 <1000 1
*Good data, medium casualty rate
previously (1%-2%)
1 <3000 2
*Good data, high casualty rate
previously (> 2%)
2 <5000 8
*First event, no data
3 <10000 12
E- Your Choice -1
<20000 16
<30000 20
<40000 24
<60000 28
<80000 34
<100000 42
<200000 50
<300000 58
F- Your Choice 8
Table 2 Ratio Score 7
Estimation of Emergency Medical Care Resources at
Special Events
Table 2 Event Intelligence- e,f
9
*Opposing factions involved
Table 1 Event Nature- a.b,c,d
EVENT: Watermelon
Pickers Fest -3 events
DATES: Sept. 16/18,
2021, June 24-26,
Daily Population: 3500
G: Expected queuing
Score
H: Time of year (outdoors) Score
Less than 2 hr.
1
Summer
2
More than 3 hr.
2
Autumn
1
More than 12 hr.
3
Winter
2
G- Your Choice 3
Spring
1
H- Your Choice 2
I: Proximity to nearest hospital
Score
J: Profile of definitive care Score
Less than 30 min by road
0
Choice of A & E departments
1
More than 30 min by road
2
Large of A & E departments
2
I- Your Choice 0
Small of A & E departments
3
J- Your Choice 0
K: Additional Hazard Indicators
Score
L. Additional On-Sight Facilities
Score
Carnival
1
Suturing
-2
Helicopters
1
X-ray
-2
Motor sport
1
Minor surgery
-2
Parachute display
1
Plastering
-2
Street theatre
1
Psychiatric/GP facilities
-2
Other- Model Rockets
1
First Aide/Triage
-2
K- Your Choice 0 L- Your Choice 0
TABLE 3 SCORE RATIO 5
22
APPARATUS/ FACILITY #UNITS
# PERSONNEL
Command Posts
ALS Transports
BLS Transports
1 2
Roving ALS
1 1-1.5
Roving BLS
First Aide Stations
1 3
Mobile Hospital
Fire Engine Type I
Fire Tanker
Specialty Unit:
Specialty Unit:
Specialty Unit:
TOTALS:
3 5
FEMA IS-15 Special Event Contingency Planning
Requirement as per sheet 2 (below)
TOTAL VALUE
Table 3 Event Factors- g-l
October 9, 2020
To: Clarissa Bonnefond
100 North Buckmarsh Street
Berryville, VA 22611
Dear Clarissa Bonnefond,
This letter is to inform you that Shepherds Ford Productions is filing a special event
permit application with Clarke County to host Watermelon Pickers Fest and River & Roots
Festival at 1352 Tilthammer Mill Road, Boyce, VA 22620 on Sept. 16-18, 2021 and June 24-26,
2021 respectively.
Please see below our plan to address the concerns of the Health Department.
1) Water supply: The property has multiple wells with potable water. Patrons are
encouraged to bring their own water. Bottled water will be available for purchase through
multiple food vendors on site.
2) Toilet and/or lavatory facilities: The event will supply portable toilets to comply with the
rate of 1:75 attendees, with 1:500 handicap units provided, as per the Health Department
requirements.
3) Waste management: Waste Management Services will provide, at minimum, daily waste
removal.
4) Food & Beverage: All food vendors will be state licensed mobile units. A list of contact
information for each vendor and a copy of the vendor’s current state licence certificate
will be provided to the County Health Department prior to the event.
5) ABC: Alcoholic beverages will be sold at this event. A banquet license will be applied
for throughVirginia ABC.
The special event application will be submitted for consideration by the Board of
Supervisors at their next available meeting. If you have any questions, you can reach Trevor
Creany at 540-336-4596 or trevor.creany@gmail.com. If this plan is adequate, please reply with
your approval so that I may include your approval with the permit application.
Sincerely,
Shepherds Ford Productions, LLC
October 9, 2020
To: Anthony W. Roper, Sheriff
100 N. Church Street
Berryville VA, 22611
Dear Sheriff Roper,
This letter is to inform you that Shepherds Ford Productions is filing a special event
permit application with Clarke County to host Watermelon Pickers Fest and River & Roots
Festival at 1352 Tilthammer Mill Road, Boyce, VA 22620 on Sept. 16-18, 2021 and June 24-26,
2021 respectively.
The application is requesting 3,500 tickets. Our attendance this year is expected to peak
around 3,500 for Watermelon Pickers Fest and 1,500-2,000 for River & Roots Festival. We will
provide professional security during the entire event, with a minimum of two security personnel
at the times of low attendance and six or more during the peak hours of the event. We have
designed the security program so to maintain high visibility of our trained and certified
personnel. We are able to accurately track tickets sold and persons on site at any time. All guests
are informed of the rules and expectations. Alcohol will be sold at this event and a permit will be
acquired through VA ABC. As always the presence of your on-duty deputies is welcomed and
appreciated. We have included the right to enter agreement in our permit to assure the county of
this.
All festival promotional materials will encourage use of Rt. 50 as the primary approach to
the festival. Event staff and additional signs will direct traffic into the entrance. The ticket booth
will be positioned so that there is ample room for vehicles to line up without blocking
Tilthammer Mill Road. Vehicle traffic within the event site will be reduced by the addition of a
separate parking area for day parking. These plans will greatly improve traffic flow and
pedestrian safety. The performance area will have restricted access and be limited to foot or
logistical traffic only.
All event staff working with traffic will be provided with some type of safety vest and
light. In addition all event staff will be instructed how to contact the appropriate emergency
services should the need arise. VDOT and the State Police are also being informed of this event
and I will define our needs with them directly. In previous years, it was determined that no
additional measures were needed.
I am submitting the application for consideration by the Board of Supervisors at their
next meeting. If you have any questions, you can reach me at 540-955-1621 or
<mail@shepherdsford.com>.
If this plan fulfills all the requirements for your department’s approval, please send an
approval email or letter to Brianna Taylor at the County Administration Office
<btaylor@clarkecounty.gov>. Again, thank you for your assistance in these preparations.
Sincerely,
Shepherds Ford Productions, LLC
From : Tony Roper <troper@clarkecounty.gov>
Subject : Re: Watermelon Pickers Fest, River & Roots Festival, Single-day Event 2021, 2022, 2023
To : Brianna Taylor <btaylor@clarkecounty.gov>
Cc : Matthew blacklock <matthew.blacklock@vsp.virginia.gov>, clarissa bonnefond
<clarissa.bonnefond@vdh.virginia.gov>, Bobby Boyce <Bobby.Boyce@VDOT.Virginia.gov>, Brian
Lichty <blichty@clarkecounty.gov>, Jamie Royston <jroyston@clarkecounty.gov>, Angie Cather
<acather@clarkecounty.gov>, tsumption <tsumption@clarkecounty.gov>, Trevor Creany
<trevor.creany@gmail.com>
Zimbra btaylor@clarkecounty.gov
Re: Watermelon Pickers Fest, River & Roots Festival, Single-day Event 2021, 2022, 2023
Fri, Oct 16, 2020 09:23 AM
Good day, Ms. Taylor,
The application and plan addresses all areas of concern for the Sheriff's Office and I endorse approval.
Let me know if need anything further.
Thanks
From: "Brianna Taylor" <btaylor@clarkecounty.gov>
To: "Matthew blacklock" <matthew.blacklock@vsp.virginia.gov>, "clarissa bonnefond" <clarissa.bonnefond@vdh.virginia.gov>, "Bobby
Boyce" <Bobby.Boyce@VDOT.Virginia.gov>, "Brian Lichty" <blichty@clarkecounty.gov>, "Jamie Royston"
<jroyston@clarkecounty.gov>, "Angie Cather" <acather@clarkecounty.gov>, "Tony Roper" <troper@clarkecounty.gov>, "tsumption"
<tsumption@clarkecounty.gov>
Cc: "Trevor Creany" <trevor.creany@gmail.com>
Sent: Tuesday, October 13, 2020 11:51:59 AM
Subject: Watermelon Pickers Fest, River & Roots Festival, Single-day Event 2021, 2022, 2023
Good Afternoon All,
Following up via email to letters sent out by Shepherds Ford Productions, LLC, Trevor Creany on October 9, 2020. Attached to this
email is a pdf of the special event permit application- large event for Watermelon Pickers Fest, River and Roots Festival, and a single-
day event for 2021, 2022, and 2023. Code of Clarke County, Chapter 57: Special Events allows 45 days for response, the 45-day
deadline will be Friday, November 27, 2020.
Medium or Large Special Event. Upon receipt of a complete Medium or Large Special Event permit application,
- The County Administrator shall forward the completed application to the:
• Clarke County Building Official,
• Clarke County Sheriff,
• Chief of the Fire and Rescue Company serving the location, and
• Local offices of the Virginia Departments of Health, State Police, and Transportation for comment and/or agency approval.
The public agency shall respond with comments and/or agency approval within 45 calendar days. Failure to respond within 45
calendar days shall be deemed approval by the agency.
Please respond by Friday, November 27, 2020.
Thank you,
Brianna R. Taylor
Deputy Clerk to the Board of Supervisors
Conflict of Interest Officer
Employee Support Coordinator
County of Clarke
101 Chalmers Court, Suite B
Berryville, Virginia 22611
540-955-5175
Zimbra https://mail.clarkecounty.gov/h/printmessage?id=51633&tz=America/N...
1 of 1 10/16/2020, 9:27 AM
October 9, 2020
To: Mr. Bobby Boyce
14031 Old Valley Pike
Edinburg, VA 22824
Cc: 1st Sergeant Matthew C. Blacklock
Virginia State Police
3680 Valley Pike
Winchester, VA 22602
Dear Mr. Boyce and 1st Sergeant Blacklock,
This letter is to inform you that Shepherds Ford Productions is filing a special event
permit application with the County of Clarke Virginia to host Watermelon Pickers Fest and River
& Roots Festival at 1352 Tilthammer Mill Road, Boyce, VA 22620 on Sept. 16-18, 2021 and
June 24-26, 2021 respectively.
As required by Clarke County application for Special Event Permit, I am writing to
request your approval for our traffic safety plan. In past years, the VDOT has not indicated the
need for any extra requirements for this event. I believe that this will be true of this year’s event
as well. I am submitting the permit application for consideration by the Clarke County Board of
Supervisors at their next meeting, and would appreciate you providing your approval. Thank you
for your consideration of this matter.
Event size: We are requesting a permit for a maximum attendance of 3,500. We are expecting the
attendance to be 3,500 at Watermelon Pickers Fest and 1,500-2,000 at River & Roots Festival.
Event Description: Watermelon Pickers Fest and River & Roots Festival are three-day traditional
music events including performances by local and national musicians, workshops for all ages in
music, dance, scenic river protection and environmental stewardship, and includes food and craft
vendors and on-site camping. Performances are scheduled each day from early afternoon to no
later than 11:59pm.
As it pertains to ingress and egress, 1352 Tilthammer Mill Road, Boyce, VA 22620 is
located in an isolated location in Clarke County, Virginia. Traffic is directed to approach and
depart the campground via US 50 to Tilthammer Mill Road. We will position the ticket booth
more than one hundred yards off Tilthammer Mill Road so as to eliminate the possibility of
vehicles becoming backed up onto the main road.
If you have any questions, require the implementation of other procedures you can reach
me at 540-955-1621 or <mail@shepherdsford.com>. If this plan fulfills all the requirements for
your department's approval, please send an approval email or letter to Brianna Taylor at the
County Administration Office <btaylor@clarkecounty.gov>. Again, thank you for your
assistance in these preparations.
Sincerely,
Shepherds Ford Productions, LLC
1Cl.'1Mml>
Zlmbra
Cllltce County -
RoUlle
621
-
wate1111elon
Picken
Fest.
River•
Roots
Fallval,
Slngle-
day
Event
2021, 2022.
2023
From :Arthur
Boyce
<bobby.boyc:e@vdot.virginia.gov>
Mon,
oct 19, 2020 01:50
PM
subject :
Clarke
county-
Route
621 -
Watermelon
Picbrs
Fest.
P"'
River
&
Roots
Festival,
Single-day
Event
2021, 2022,
a>
2 attathments
2023
To :
Brianna
Taylor
<bmylor@darkecounty.gov>
Cc
:
Rhonda
Funkhouser
<Rhonda.Funkhouser@vdot.virginia.gov>
Dear
Ms.
Taylor:
COMMONWEALTH
of
VIRGINIA
Dl!PARTllll!HT
OF
TRAHIPORTA110N
stallrtOnn:d~
Land
Dewlopmelrt
14031
Old
\l8ley
Pili»
Edinburg,
VA
22824
We
have
reviewed
the
above
subject
Event
Pennlt
AppllcaUon
for
years
2021,
2022,and
2023
for
Impacts
to the
local
roadway
system.
We
have
no objects to the
pn>posed
events,
pn>Vlded
nolhlng
Impedes
through baffle or creates a
backup
onto
Route
621.
We
appredat.e
the
r.ounty's
efforts
to
Include
VDOT
In
the
early
plannlng
stages
for events.
If
you
have
any
questions
or
need
further
lnfarmaUon,
please
do not
hesitate
to
give
me
a
call.
lhanks,
Ul,&Fe
voar-
Land
Dewlopment
Engineer
Shenandoah,
Fredl!ftdc,
aartce,
&
Wam!n
Clultles
14031
Old
VBlley
Pike
Edlnlug,
VA
22824
(510)98+5631
Fl'Dm:
lllianna lllylor c
btaylor!'!ll<:lartemun
tv...9!1li>
Sent:
Tuesday, October
ll,
2020 11:52
AM
To: Matthew Blacilodt
illia.g
Qp
;
clartssa
bonnefond
@
rissa.b<>nnefgnd@vdb.vi1$1inja
.
gov>
;
Bobl:rl.Bcl)re@VOOI.Yi1$1inia.ggy
:
erran
udlty
<blidlty@dartemunty.g
oV>
;
Jamie
Royston
<j
ro.yston@c!ark:ecount;y.
goy>;
Angle
Cather
cacatti
er@darkemynty.g
av>
;
Tony
Roper
ctroperilldarkemm>ty.
goy>;
Travis
Sumption
htipl;/lmailcladmcGunl)<OO~o\>llilll
Qa'lid"51887'm='
111tica1N
...
_Ycfk
10/1912020
Zimbra
<
tsUmP-tion@clarkecounty..!.gov
>
Cc: Trevor creany <
trevor.creany_@gmail.com
>
Subject: Watermelon
Pickers
Fest,
River
&
Roots
Festival, Single-day
Event
2021, 2022, 2023
Good Afternoon All,
Following up via email to letters sent out by Shepherds Ford Productions, LLC, Trevor Creany
on October 9, 2020. Attached to this email
is
a
pdf
of
the special event permit application-
large event for Watermelon Pickers Fest, River and Roots Festival, and a single-day event
for
2021, 2022, and 2023. Code
of
Clarke County, Chapter 57: Special Events allows 45 days for
response, the 45-day deadline will
be
Friday, November 27, 2020.
Medium or Large Special Event. Upon receipt
of
a complete Medium or
Large Special Event permit application,
- The County Administrator shall forward the completed application to the:
• Clarke County Building Official,
• Clarke County Sheriff,
• Chief
of
the Fire and Rescue Company serving the location, and
• Local offices
of
the Virginia Departments
of
Health, State Police, and
Transportation for comment and/or agency approval. The public agency shall respond with
comments and/or agency approval within 45 calendar days. Failure to respond within 45
calendar days shall be deemed approval by the agency.
Please respond by Friday, November 27, 2020.
Thank you,
Brianna
R.
Taylor
Deputy Clerk
to
the
Board
of
Supervisors
Conflict
of
Interest
Officer
Employee Support Coordinator
County
of
Clarke
101
Chalmers Court, Suite B
Berryville, Virginia
22611
540-955-5175
Watermelon Pickers Fest River
a.
Roots Festival Single Day Event
SEP
- Application Large Event
2021
2022
2023.pdf
1
MB
https:l/mail.clarkecou nty.gov/h/printmessage?id=51987 &tz=America/New_ York
212
Clarke
County
Government
TllEASUREllS
OFFICE
101
Chalmers
Ct
Berrw1lle.
VA
22611
(540)
95~1-5150
Welcome
00:11:16-00o:J
Juilee
C,
10/28/2020
04:50PM
MISCELLANEO!JS
Description:
Other
Perml
lsi
Fees
&
L·Jcennes
(OTHFEEl
Other
Permits,
Fees
I<
Licenses
(OTHFEE)
2021
Item:
OTHFEE
1 @
700.00
Other
Permits,
Fees
&
Licenses
(
OTHF
EE)
700,
Oli
Description: Credit
Card
Fees
·Cmmter
(CllOFEE
l
Credit
Car·d
Fees
·Countei
(CRDFEE)
2021
Item:
CRDFEE
l @
11.50
Credit
Card
Fees
·Counter
lCRDFEE)
17.50
Subtota'I
Total
EXTERNAL
CC
Ref
Nl1mber
V
95256G
Change
due
7rt
.50
717
.50
tr/
.50
117
.'.ill
0.00
Pa.id
by:
SHEPHEl!D'S
FOHO
PRIJDUCrIONS
Thank
you
for
your
payment
CUSTOMER
COPY
The Board of Supervisors of Clarke County will
conduct a public hearing in the Berryville Clarke
County Government Main Meeting Room, 101
Chalmers Court, 2nd Floor, Berryville, VA, on
Tuesday, December 15, 2020 at 6:30 pm to hear
public comment on the following matters:
PH 2020-05:
Revised 2020 Recreation
Component Plan. The Recreation Component
Plan is an implementing component plan of
the Clarke County Comprehensive Plan and
was originally adopted on August 18, 2015.
The purpose of the Plan is to address the
recreational needs of the community and
describe existing resources, how they will
be protected and promoted, and the steps
that should be taken to insure the continued
viability and enhancement of these resources
for present and future generations. The revision
is being conducted as a five-year review of the
Plan and is limited to documenting changes to
recreational resources, programs, and facilities
that have been added or modified since the
Plan’s adoption, and incorporating resources
that are not addressed in the current Plan.
No changes are proposed to the Plan’s Goals
(Chapter II) or Strategies (Chapter III).
PH 2020-06: Watermelon Pickers Fest, River &
Roots Festival, Single-day event Special Event
Permit Application, Large Event (1000+) at
1352 Tilthammer Mill Road, Berryville (31-A-
2) for years 2021, 2022, 2023. Applicant/Event
Director: Shepherds Ford Production LLC/
Trevor Creany.
Copies of the revised 2020 Recreation
Component Plan and related documents are
available to the public in the Clarke County
Planning Department, and copies of the special
event permit application is available to the
public in the County’s Administrator’s Office,
101 Chalmers Court, during regular working
hours.
Any person desiring to speak on the above
matters should appear at the appointed time
and place. Written copies of statements are
requested but not required. Clarke County does
not discriminate on the basis of handicapped
status in admission to its programs and
activities. Accommodations will be made for
handicapped persons upon prior request.
Chris Boies,
County Administrator
Public Hearing Notice
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Watermelon Pickers Fest River & Roots Festival Single Day Event SEP Application 2021 2022 2023 (Clarke County Government)

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