HOST AT CATAMOUNT

If you represent a business, organization, or educational institution and wish to bring clients, groups, programs, or students to Catamount OFC, we encourage you to reach out to us well in advance. Our team is eager to assist you in identifying any necessary applications, fees, and permits to ensure a smooth and enjoyable visit for your group. Please contact us directly to start planning your experience at Catamount.

The Catamount Outdoor Family Center (COFC) operates on the Catamount Community Forest (CCF) which is a Town of Williston Forest. As a License Holder with the town, COFC has a specific event process we must comply with.

Step 1. Identify your Event or Visit type from the list below.

1) A Temporary Event Permit (“TEP”) will be required for events/visits that exceed any one of the following thresholds or criteria:

1. Event attendance of over 225 people, which includes but is not limited to all event participants, attendees, staff and volunteers.
2. Events at the property of over 50 people between the hours of 10pm and 7am.
3. Events that involve overnight camping.
4. Events that involve the service of alcohol.
5. Events that involve a tented area greater than 1,200 square feet.

3) A Group Visit Application is required for an organized class, program, or groups wanting to use Catamount’s trails and the CCF for their program or activity.

A group of friends or family walking, birding, biking or skiing would NOT require this process, as those are considered normal use. The Group Visit Application process is for happenings that exceed normal use. Examples include school sledding/ hiking groups, outside programs or camps, organized outings and parties, team practices or company retreats. The main purpose for this process is to avoid overcrowding with multiple group visits on the same date. Additionally, Certificates of Liability Insurance are required as per our Conservation Easement.

2) A Large Event Application will be required for events/visits that do not meet TEP requirements but exceed normal use.

1. Event attendance between 25-224 people, which includes but is not limited to all event participants, attendees, staff and volunteers.
2. Events at the property that are under 50 people between the hours of 10pm and 7am.
3. Events with no overnight camping.
4. Events with no service of alcohol.
5. Events that involve a tented area less than 1,200 square feet.

4) Donation Based Offerings & Fundraisers can be offered at Catamount OFC too!

For donation based offerings and fundraisers, please reach out to us in advance to discuss options and planning logistics.  Catamount OFC strives to lower barriers to access and support those in our community who are dedicated to giving back. We are happy to work with you to make your fundraiser or donation based event a possibility while meeting our non-profits needs. Depending on the size and nature of the event, you will follow processes for event types 1-3 with a different payment breakdown and potential for partnering on insurance requirements. Reach out to learn more!

For folks looking to visit multiple times a season or year round, we charge an admin deposit to hold those listed dates. If the entity bringing the group is utilizing additional Catamount resources (rentals, fire, indoor space, or other facilities) then additional fees would be accrued. We provide special group and educational rates, so it is advantageous to contact us early to secure the best pricing.

For Large Events type 1, 2 and potentially 4 listed above, please review the Large Event Timeline below.

Step 2. Contact us and tell us about what you hope to offer

  • Email programs@catamountoutdoor.org
  • Include event description, goals, size, date(s) and timeframe.
  • Be ready to schedule a meeting, call, or visit to continue planning.

Step 3. Complete Application-Catamount OFC staff will send over the appropriate application based on the details you share with us.

Be ready to submit the following with your application:

  • COI’s (Certificate of Liability Insurance) listing both the Town of Williston & the Catamount Outdoor Family Center as Additionally Insured. 
  • S3 From (if tax exempt)
  • Possible Admin Fee or Event Deposit

Depending on the nature of your event, you may be asked to submit additional items, including but not limited to:

  • COFC Fee Check List
  • Site map
  • Schedule for the event

Step 4.

Once the event or visit coordination has been finalized, Catamount OFC will send over your final contract to sign.

COFC Parking Message

All events at COFC that will exceed the parking capacity of 75 vehicles will need to have parking accommodations in place. COFC is not responsible for these parking accommodations.

  1. Minimum of 2 parking attendants to park vehicles efficiently and direct others to overflow parking options. Must maintain Emergency Vehicle Access by only allowing parking on the Northside of Governor Chittenden Rd.
  2. Messaging to participants must include verbiage about carpooling if possible.

Helpful Resources

Recent events:

  • RTF Fat Bike Rally
  • Spring Launch Party
  • VTYC Scrimmage
  • ECCC Bermie Senders
  • GMCX 2023
  • FOTW Spoketacular
  • RUTFest 2023

Large Event Planning Timeline

COFC recommends our Event Holder Applications be submitted to us as far in advance as possible to ensure a smooth planning process for all involved. The TOW requires that Temporary Event Permit Applications be submitted a minimum of 45 days in advance of the event date. With that, we recommend the follow timeline event planning.

  1. Review all information on this page and communicate event interest with the COFC event staff via email at least 3-6 months prior to the event date.  We recommend scheduling a meeting or site visit for this step. Although we can help plan over email, we are limited in the amount of admin time we can divest into potential events and meetings allow us maximize this time. 
  2. Complete and return the appropriate application as far in advance as possible but a minimum of  2 months prior to the event date.  Include your S3 form (if tax exempt), COI’s, & non-refundable deposit with your application.
  3. If a Temporary Event Permit is required by the TOW (see outlined thresholds above),  Catamount will submit the TEP applcation to the town on your behalf. This is viewed by the Town Manager who can approve it or send it to be review by the Selectboard at the next meeting that has space on its agenda. If the latter occurs, you may be asked to attend this Selectboard meeting to clarify any concerns town officials may have regarding the proposed event. If a TEP is not required, planning continues between the event organizer and COFC event staff.
  4. If additional permits are needed for food, alcohol, vendors, or capacity limits you must ensure that all permits are in place and proof be submitted to COFC staff no later than 45 days prior to the event so proper notification can be provided to the Town of Williston per the Temporary Event Ordinance.
  5. ~Event is non-refundable after the 30 day mark~
  6. Event organizers must send proof of parking accommodations, if applicable, ASAP after the event has been approved but no less than 3 weeks in advance.
  7. Any additional requests MUST be communicated to COFC’s event staff at least 3 weeks prior to the event date. This includes trail marking, alternative courses, mowing, grooming, ATV assistance, race set-up & take down, etc. COFC staff reserves the right to accept or decline requests at their discretion.
  8. Final Event Contract must be signed by COFC and the Event Holder asap after planning is completed but a minimum of 2 weeks in advance of the event.
  9. Final invoice will be sent out after the event date and must be paid within 30 days upon receipt.

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