|
The Parks Division maintains over
260
parks, 10 beaches, 4 premiere golf courses, the State Street Mall Concourse,
Olbrich Botanical Gardens, Goodman Pool, Warner Park Community Recreation
Center, and 14 conservation parks. The
Madison Parks Division is an extensive operation with a wide variety of park
users and neighbors.
The primary mission of the Parks Division is to
provide citizens and visitors with open space and facilities for recreation and
relaxation. Part of that mission is to provide opportunities for community
special events that promote the vitality of Madison. However, we do not approve
special events that would cause undue inconvenience to park users or
neighborhoods or could be dangerous to event participants or to the parkland.
The Special Events website and packet was
developed to assist you, the Event Organizer, through the permit process.
As the Event Organizer it is your responsibility to ensure that event
participants are provided with a safe and enjoyable event.
It is also your responsibility to make sure that the parkland, other park
users and the surrounding park neighborhood are also safe and not unduly
impacted. It is our goal to assist
you in planning a safe and successful event.
All Special Events will need to submit a cover
letter and special event packet application in order for the event to be given approval.
n New
Special Events
If you are organizing a new event, your event
request will require approval from the Madison Park Commission. It is
imperative that you plan your event far enough in advance to have time to obtain
approval. The Park Commission meets once a month, on the second Wednesday of the
month. Proposals submitted less than 30 days prior to a special event will not
be considered.
n Returning
Special Events
If the plans for your event differs significantly
from the previous year's event, your event may require Park Commission
approval. Examples of changes that require prior approval are: expansion of
venue, gated admission, selling beer, additional stages, increased anticipated
attendance. It is your responsibility as the Event Organizer to allow for
appropriate planning time to secure the Park Commission approval as well as any
additional permits.
Special Event Requirements
Site & Route Plan
To ensure proper review of your
event, please attach a site and route plan (if applicable). These site and route
plans may be blueprints, CAD drawings, or legible sketches.
Site and route plans
should include, but are not limited to, the following information: location of
tents, stages, fencing, vendors, portable toilets, beer gardens, dumpsters,
placement of vehicles, exit location for outdoor events that are fenced, clear
signage, accessible paths for wheelchairs as well as ample disabled parking, and
any other related event components not listed above.
Please feel free to
include a narrative of the event with the site and route plan.
Safety & Security Plan
As an Event Organizer, you are required to provide a
safe and secure environment for your event. This is accomplished through sound
planning. The Safety and Security Plan should include, but is not limited to the
hiring of private security companies and licensed professional emergency medical
services, crowd control, venue safety, communication plan in case of an
emergency, etc. These plans will be reviewed at the Street Use Meeting by City
of Madison Police and Fire Department representatives who may make additional
recommendations.
Notification Requirements
Large Public Events of three (3) or more blocks,
10,000 or more estimated attendees and any event requiring bus detours or
significant traffic rerouting shall send a copy of the street use permit
application to the alderperson(s) of the aldermanic district(s) where the street
closure is requested and to the area neighborhood association within five(5)
days of filing the application.
In addition, the Event Organizer
shall provide written notice of the event to each occupant on the street(s) to
be closed, prior to the event. The notification shall include contact
information for the Event Organizer. The purpose of the notification shall be to
exchange information and receive public comment about the details of the event.
The Event Organizer shall keep a record of all public comments and provide them
at the Street Use Staff Team meeting when the application is reviewed. If a
Street Use Permit is granted, the Event Organizer shall also promptly notify any
merchants or building occupants identified by the Street Use Staff Team. The
Event Organizer shall provide the Staff Team a copy of the written notice(s).
Certificate of Insurance Information
Please note that insurance requirements depend upon
the risk level of the event. If your event will include selling alcohol,
vending, run/walk component, fireworks, and/or the attendance is expected to
exceed 300 people, the City of Madison may require a "Certificate of
Insurance" from your or your parent organization's insurance company. As
the Event Organizer, you shall submit a general liability insurance policy
certificate in the amount of $1,000,000 naming the City of Madison and its Parks
Division as an Additional Insured Party. The City of Madison Risk Manager must
receive this certificate 30 days prior to the event date. This official
certificate may be mailed or faxed. City Risk Manager, 210 MLK JR. Blvd, Rm 406,
Madison, WI 53703; Phone (608)266-5965; Fax (608)267-8705.
Event Set up and Take
Down As the Event Organizer it is your responsibility to
make proper arrangements for set-up and clean up of your event. This includes
making proper reservations of the park and park shelter, and sufficient event
staff and volunteers to set up, clean up and safeguard the park and the park
property during your event. Some events will be required to pay a Damage
Deposit or Surety Bond prior to the event.
|
Special Events in Madison
Parks
|
