When
your neighborhood association plans to hold events (picnics, festivals, parades,
concerts, dances, fireworks displays, fundraisers, etc.), appropriate City
agencies must be notified and permits obtained in advance of your event. City
notifications and permits are required to ensure public safety and protect the
public interest. Depending on event activities, more than one permit may be
required.
v Prepare an event outline. Prepare an outline of the event that specifies place(s), day(s), time(s), activities, if and how you plan to raise funds at the event, and any required equipment (like tables, chairs, or tents).
v Review Event Permits Table and contact appropriate City agencies. The table on the following page indicates City agency contacts for event permits. Contact the City Clerk’s Office for more information.
City Clerk’s Office
City-County Building, Rm. 103
210 Martin Luther King, Jr. Blvd.
Madison, WI 53703
Phone: 266-4601 Fax: 266-4666
e-mail: clerk@cityofmadison.com
|
“The Broadway-Simpson Pride Festival,” explains Fannie Mims, President of the Broadway-Simpson Neighborhood Association (BSNA), “is a collaborative effort by BSNA, residents, property owners, businesses, service providers, institutions, and elected officials.” The annual Pride Festival held each Spring celebrates the achievements of people, especially youth, who have made improvements in their lives and the community. Organizing the festival, says Mims, requires dividing planning duties among many organizers. Festival organizers outline the day’s events, what will be required to make the event run smoothly, and what permits will be needed by when. Festival planning duties include: securing insurance coverage; obtaining food and solicitation permits; organizing games and activities for children; and soliciting donations of money, food, and raffle prizes from local residents and businesses. “The City Clerk’s Office is the best place to start,” says Mims, “when an organization is planning a neighborhood event. Since we spend time at the beginning to determine the permits we need, it leaves me and other organizers with plenty of time to plan out other parts of the Pride Festival instead of scrambling around at the last minute.” Obtaining event insurance is another important step. Events can be insured under an existing organization’s policy, such as the neighborhood association or another non-profit organization. The Broadway-Simpson Neighborhood Center covers the Pride Festival under its insurance policy. In addition to games for children, the Pride Festival features youth awards for achievements in school and the community, visits by the Oscar Mayer Weinermobile and a City fire truck, food cooked by neighborhood residents, hourly raffle drawings, and informational booths. BSNA has a booth to explain neighborhood association activities, accept donations, solicit membership sign-up, and distribute a neighborhood resource booklet. |
Fundraising helps neighborhood associations publish neighborhood newsletters, organize neighborhood events, and implement neighborhood improvement projects. Individuals and neighborhood associations are required to obtain appropriate City permits prior to fundraising activities. Permits are required for both soliciting (asking for donations) and selling (asking for money in exchange for goods or services) on both public and private property. Some fundraising permits require a fee, but most neighborhood associations qualify for a no-fee Group Solicitation Permit. Contact the City Clerk’s Office for more information.
v Prepare a fundraising plan. Identify how you plan to raise funds (i.e., by requesting donations and/or selling a product); where you plan to conduct fundraising activities (i.e., door-to-door, in a public park, or at a particular event); and the persons who will be involved in your fundraising activities.
v Contact the City Clerk’s Office. The City Clerk’s staff will help you obtain the required permits.
City Clerk’s Office
City-County Building, Rm. 103
210 Martin Luther King, Jr. Blvd.
Madison, WI 53703
Phone: 266-4601 Fax: 266-4666
e-mail: clerk@cityofmadison.com
|
Activity |
Permit |
Fee |
Deadline |
Agency to Contact* |
|
Events in a City Park |
Must contact Parks Division for approval/permits |
Fees generally required |
30 days |
Parks Division |
|
Equipment Rental for Park |
Permit(s) possibly required |
Fee(s) possible required |
10 days |
Parks Division |
|
Amplified Music in Park |
P.A. Permit |
$40 per 4 hours |
10 days |
Parks Division |
|
Park Shelter Reservation |
Must make advance reservation |
$48/day-weekends and holidays $30/half day-weekends and holidays $35/day-weekdays |
10 days |
Parks Division |
|
Tent or Canopy in park |
Temporary Structure Permit |
$95/day |
10 days |
Parks Division |
|
Tent or Canopy not in park |
Permit, Fire Inspection |
$0.01/sq.ft |
7 days |
Clerk’s Office |
|
Merchandise Sales or Donation Solicitations by Non-Profit Group** |
Group Solicitation Permit |
No Fee |
7 days |
Clerk’s Office |
|
Merchandise Sales by For-Profit Group or Individual |
Street Vendor License |
$60/yr/person $30/mo/person $10/day/person |
7 days |
Clerk’s Office |
|
Food Sales |
Temporary Restaurant License, Health Inspection |
$45/first day in calendar year; $10/each add’l day |
7 days |
Clerk’s Office and Public Health |
|
Alcoholic Beverage Sales |
Temporary Class B Retailer’s License |
$10/day |
3 days-outdoor 7 days-indoor |
Clerk’s Office |
|
Fireworks |
Fireworks Permit |
$50 per event |
10 days |
Clerk’s Office |
|
Bonfire |
Bonfire Permit |
$50 per event |
10 days |
Clerk’s Office |
|
Dancing |
Dance Hall License |
$25/day |
Requires Common Council Approval |
Clerk’s Office |
|
Street Closure |
Street Use Permit |
$50/day |
14 days for non-bus route street closure; 30 days for bus route street closure |
Clerk’s Office |
|
Parade, Walk, or Run in Street |
Parade Permit |
No Fee |
14 days |
Police Dept. |
|
100+ Chairs |
Tent Permit |
$50 per event |
10 days |
Fire Dept. |
|
Port-a-Potties |
No Permit, but need one handicapped-accessible stall |
No Fee |
In advance of event |
Public Health |
* For phone/fax numbers and e-mail/street addresses, see the City Agency Directory at the end of this publication
** Most neighborhood associations are considered non-profit by the City Clerk’s Office. This determination is made at the time of permit application at the City Clerk’s Office Above information is subject to change without notice.
Successful
Implementation: Annual Broadway-Simpson Pride Festival