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Request from Race Day Events for the use of Central Park and Yahara River Pier as stations on the Humdinger 5K route on Saturday, October 13, 2018.
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A number of issues have been raised regarding this event. Please see the attached memo from Madison Parks Superintendent for details.
Madison Parks staff proposes the following conditions for the Board of Park Commissioner’s consideration:
1. THE APPLICANT FOR A PARK EVENT PERMIT SHALL AGREE TO INDEMNIFY, DEFEND, AND HOLD THE CITY AND ITS EMPLOYEES AND AGENTS HARMLESS AGAINST ALL CLAIMS, LIABILITY, LOSS, DAMAGE, OR EXPENSE INCURRED BY THE CITY ON ACCOUNT OF ANY INJURY TO OR DEATH OF ANY PERSON OR ANY DAMAGE TO PROPERTY CAUSED BY OR RESULTING FROM THE ACTIVITIES FOR WHICH THE PERMIT IS GRANTED.
2. Notification: Organizer must notify area alder(s) at least 30 days prior to the event. Provide the alder with event information, including: location, date, schedule, activities, etc. The alder(s) to notify for this event is Marsha A. Rummel - district6@cityofmadison.com
3. Insurance: Organizer will submit a $1,000,000 certificate of insurance covering this activity that names the City of Madison as “additional insured.”
4. Street Use: If the event will close street(s) or remove parking, event organizer must apply for a Street Use Permit <http://www.cityofmadison.com/specialevents/streetEvents/>.
5. Setup: Organizer will contact the Central Parks Maintenance Supervisor, Chad Hughes, at cmhughes@cityofmadison.com at least 30 days prior to your event to review site plans. Organizer must abide by all recommendations/stipulations provided by the Maintenance Supervisor.
6. Setup: Organizer will be responsible for ordering and paying for enough portable toilets for the event, based on expected attendance.
7. Damage Deposit: Organizer will leave a $3,000.00 refundable damage deposit with the Parks Office and agrees to be responsible for any damage to the park that occurs as a result of the event.
8. Fee Due Date: All fees will be paid and deposits made at least two weeks before the event.
9. Organizer must comply with the “Central Park Staking Policy” in regard to placing temporary structures on the Great Lawn.
10. If Central Park Restrooms are open, access to the restrooms must not be restricted at any time.
11. Organizer is responsible for keeping attendees off railway right of way at all times. A plan must be submitted with the event application. If attendees are observed in the railway right of way, then Parks Division staff will take over enforcement of safety and organizer will be charged a rate of $75 per hour per staff for the remainder of the event. This cost will be taken out of the security deposit. Failure to keep attendees off the railway right of way will be taken under consideration of the event application in future years.
12. Vending: There will be no vending in Central Park or the Yahara River Pier sites.
13. Temporary Structures: There will be no temporary structures in Central Park or the Yahara River Pier sites.
14. Amplified Sound: There will be no amplified sound in Central Park or the Yahara River Pier sites.
15. Park Rules: No glass containers are permitted in the park.
16. Park Rules: No driving or parking of vehicles on grass.
17. Park Rules: No permanent marking of the parking lots, paths, sidewalks or streets is allowed. Chalk may be used, but not spray paint, spray chalk, or stickers.
18. Clean Up: Organizer is responsible for all cleanup after event. If city resources are required for cleanup, the organizer will be billed for those costs.
19. If you require assistance or experience any unforeseen issues during your event, please contact the Park Rangers at (608) 235-0448.
Estimated Fees
Application fee: $ 50.00
Park Event Scheduling Fee: $ 750.00
Tentative Total: $ 800.00