Park Event Permit
Madison Parks is committed to keeping our parks welcoming, accessible, and enjoyable for everyone. Special events play an important role in how our community gathers, celebrates, and connects.
A Park Event permit may be required if your event:
- Expects more than 250 attendees
- Charges admission or requests donations
- Includes vending or any exchange of money
- Involves fundraising
- Requires extensive use of park space
- Is open to and promoted broadly to the general public
Exceptions: Private gatherings among friends, clubs, or small groups, even if shared on social media, do not need a permit unless they meet any of the other criteria above.
Budget for Your Event
Fees
Park Event permit fees - see standard Park Event permit fees
Additional Fees
Shelter & Field Reservations
- Shelter Reservations: If you will be using a park shelter during your event, you will need to pay for the shelter reservation fee. Fees vary based on location and reservation hours.
- Athletic Fields & Courts: If you need to use any reservable athletic spaces in a park during your event, you will need to pay for those spaces to be reserved.
Disc Golf Tournaments
- Disc Golf Course Reservations: Disc golf courses can be reserved through the Park Event Permit for sanctioned tournaments only.
- Requires a Park Event permit application
- All tournament participants must also have a disc golf permit
| Type | Cost |
|---|---|
| Application Fee | $60 (non-refundable) |
| Application Late Fee (less than 30 days before event) | additional $30 (non-refundable) |
| Disc Golf Course Reservation Fee (1/2 day) | $150 |
| Disc Golf Course Reservation Fee (full day) | $300 |
| Additional Permit Fees (temporary structures, amplified sound, vending) | See Permit Fees |
Damage or Clean Up Fees
Park events are responsible for all clean up and any damage that was incurred from the event.
Fees cover Parks' staff costs for clean-up and damage repair.
| Type | Cost |
|---|---|
| Labor for Clean-Up and/or Damages | $68 per hour |
| Materials Used for Repair or Clean-Up Such as paint, construction materials, etc. | at cost |
Incidentals
Additional fees may apply for services or violations that fall outside your permit or reservation, such as staff assistance, missed steps, or unpermitted use.
| Type | Cost |
|---|---|
| Picnic Table Unlock/Re-lock | $50 |
| Failure to Re-lock Facility After Use | $25 |
| Lock Out Fee (failure to pick up key for shelter & Ranger staff unlock) | $75 |
| Failure to Purchase a Permit (Amplification, Temporary Structure, Vending, etc) | $30 plus cost of permit |
| Facility or Parks Use Outside Reserved / Permitted Hours | $80 |
| Ranger Staffing (per hour) | $50 |
| Amplified Sound Outside PA Permit Hours | $50 |
Changes or Cancellations
| Type | Policy |
|---|---|
| Event Cancellation - More than 30 days prior | More than 30 days prior: 100% refund of permit fees, less the non-refundable application fee & a $50 processing fee |
| 30-11 days prior: 85% refund of permit fees, less the non-refundable application fee & a $50 processing fee | |
| 10-1 days prior: 50% refund of permit fees, less the non-refundable application fee & a $50 processing fee | |
| Day-of event: no refund | |
| Transfer of Date or Location | More than 30 days prior: 100% refund of permit fees, less the non-refundable application fee & a $50 processing fee |
| 30-11 days prior: 85% refund of permit fees, less the non-refundable application fee & a $50 processing fee | |
| 10-1 days prior: 50% refund of permit fees, less the non-refundable application fee & a $50 processing fee | |
| Day-of event: no refund | |
| Cancellation meeting Severe Weather Service Criteria | 85% refund of permit fees. less the non-refundable application fee |
Determine the Location
Pick a Park and Determine Availability
The City of Madison is home to over 290 parks.
- Find a Park - you can search for a park by amenities (restrooms, parking lots, playgrounds, shelters), name or location
- Email madisonevents@cityofmadison.com or call 608-266-6033, to check availability for your event's date and location.
Of note: Madison Parks with restrooms are winterized approximately, early October - late April, and cannot be opened early or closed late for events due to weather and staffing levels.
Application Steps
-
Meet Application Deadlines
Contact madisonevents@cityofmadison.com with event details to see if you will meet the application deadline requirement.
Deadline Type of Event 6 months (180 days) Require Board of Park Commission or Subcommittee approval:
- New, large park events; based on complexity and size.
- Returning large park events; with past permit violations or significant changes from the previous year.
3 months (90 days) Require Board of Park Commission approval:
- Applying for an extension of park hours or amplification, past 10:00pm.
2 months (60 days) - Returning Park Events with no significant changes.
- New Park Events that are small, not very complex and do not have extensive setup.
- New Park Events that are requesting serving or selling alcohol.
Applications that do not meet these deadlines are subject to an additional $30 late application fee. Some events may be denied if there is not ample time to get permit approval.
-
Apply for the Park Event Permit
Apply Online*Preferred Method*
-OR- Submit the PDF application to madisonevents@cityofmadison.com.
- Expecting less than 1000 people - Park Event permit application
- Expecting more than 1000 people - Park Event permit application
A non-refundable, $60 application fee is required when submitting your application.
Any remaining, applicable fees will be invoiced and issued with the permit.
Required Information
- Event schedule - including setup, load-in, event hours & clean up
- Site map - must include:
- event perimeter (any fencing, entry, exit)
- temporary structures (stages, tents, portable toilets, inflatables, etc) - including dimensions
- vendors, beer/wine tent(s)
- Route map (if applicable) - including water stations, portable toilets, use of bike paths, etc.
- Trash/Recycling Plan
- Accessibility Plan (template in application)
- For help: Contact Rebecca Hoyt, Disability Rights and Services Specialist, at rhoyt@cityofmadison.com
- Emergency Action Plan (template in application)
For help: Contact Scott Strassburg, Madison Fire Department, at sstrassburg@cityofmadison.com
-
Permit Approval
- Park's staff will reach out with any questions as we process your permit.
- If Board of Park Commission (or subcommittee) approval is required, Park's staff will notify you of next steps.
- Conditional approval is required before promoting, marketing, or advertising the event.
- You can expect your permit 60-30 days before your event, depending on when the application was received.
Additional Important Information
Public Notification Requirements
Some park events require the event organizer to contact residents or alders.
If a new event, that requires Board of Park Commission and/or Facilities, Programs and Fees Subcommittee approval
The applicant shall send a copy of the application to the alder(s) and neighborhood association(s) for the requested location, as well as the date and time of the committee meeting when the application will be reviewed.
All events that are open to the public
The applicant will notify the alder(s) of the event approval
and provide event details, including day-of-contact information.
Additional Licensing or Permits May Be Needed
Events with large tents, food and/or merchandise vending, and beer/wine service may require additional licensing and permitting, through other agencies.
Reach out to the indicated agency below for specific questions on any additional licensing or permitting for your event.
Madison Fire Department (MFD): 608-266-4420 | fire@cityofmadison.com
Licenses and Permits - please review to see if your event plans require additional licenses or permits through Madison Fire Department.
- Large tents, over 400 square feet
- Tents with walls
- Outdoor assemblies with fencing or enclosed on two sides
- Bonfire component - a General Burning Permit PDF is required if the event does not comply with MGO 34.307 PDF
City Clerk's Office: 608-266-4601 | clerk@cityofmadison.com
If you are serving or selling beer/wine at the event, you will need a Temporary B Picnic License, through the City Clerk's Office.
- Temporary B Picnic License PDF is required for public events that are serving or selling beer/wine on public property
- Temp B FAQ PDF
Public Health of Madison Dane County (PHMDC): 608-242-6515 | Leadmin@publichealthmdc.com
Event coordinators are responsible for assuring food safety at their event, including that all vendors have proper PHMDC licensing. Review the information at Licensing & Food Establishments. Under Transient Food and Farmers' Market Vendors - scroll down to Information for Event Coordinators.
Information for Event Coordinators
- Identify and resolve potential public health concerns before the event.
- Make sure vendors complete their license application(opens in a new window)PDF and pay fees.
- Educate vendors about food safety requirements.
- Provide a Health Department representative at vendor meeting(s) if requested.
Events with food and/or beverages must complete and send the following to PHMDC at least 14 days before the event:
State of Wisconsin - Department of Revenue: 608-264-4582 | DORTempEvents@wisconsin.gov
Event organizers must submit the S-240 Form (PDF) for any event with vendors selling food, merchandise, or other items. The form is due within 10 days after the event.
General Park Rules
All park event organizers must be aware of and adhere to all Madison Park's rules.