Title
Request from R&R Production for the use of James Madison Park for The Great Midwest Hemp Festival, a cannabis rights festival, on Saturday, September 28 and Sunday, September 29, 2024.
Body
Madison Parks staff proposes the following conditions for the Facilities Programs and Fees Subcommittee’s consideration:
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.
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 are Julianne Bennett - district2@cityofmadison.com <mailto:district2@cityofmadison.com> and MGR Govindarajan - district8@cityofmadison.com <mailto:district8@cityofmadison.com>
Certificate of insurance is required: “Organizer shall provide evidence of a $1,000,000 per occurrence Commercial General Liability policy with the City of Madison, its officers, officials, agents and employees listed as additional insureds.” (If beer will be sold, this certificate must include liquor liability.)
MPD staffing: Madison Police Department staffing is required for this event, given the size, scale and activities of the event. Please contact Lt. Hannah and Ofc. Ott at mpdevents@cityofmadison.com <mailto:mpdevents@cityofmadison.com> to arrange for staffing.
MFD inspection: Organizer is responsible for scheduling a meeting and/or walk-through with the area Madison Fire Department Inspector to ensure event setup and food vendors understand and are adhering to Madison General Ordinance Fire Code. Contact Scott Strassburg, sstrassburg@cityofmadison.com <mailto:sstrassburg@cityofmadison.com>, to get the contact for the area inspector.
EMS staffing: If event is requesting City of Madison EMS staffing during the event, please contact Chief David Crossen at dcrossen@cityofmadison.com <mailto:dcrossen@cityofmadison.com> or (608) 266-4256 to arrange for this service. There are fees for this service.
Street Use: Organizer will apply for a Street Use permit for the march portion of the event or if requesting to post No Parking adjacent to James Madison Park. There are fees for this permit.
Setup: Organizer will contact the Parks Operations Manager, Chad Hughes, cmhughes@cityofmadison.com <mailto: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 Operations Manager.
Temporary Structures: If using temporary structure(s) (e.g. tents, stages, inflatable structures, etc.), organizer will contact Digger’s Hotline (811) approximately ten days before 9/27/24. Organizer is responsible for removing all utility flags that were a result of the Digger’s call. There is a fee(s) for temporary structures.
Setup: Organizer will submit a detailed parking/traffic plan for the event.
Setup: Organizer will be responsible for ordering and paying for enough portable toilets for the event, based on expected attendance.
Setup: Vehicles should remain off the grass as much as possible during the setup, event days and clean up. Organizer will be billed for any turf damage repair that is needed because of the event. A pre-event walk-through and post-event walk-through is required with Parks maintenance staff to assess any damage.
Setup: Organizer is responsible for cordoning off the portion of the parking lot that will be used for the event.
Alcohol: If alcohol will be sold at the event, organizer will request a permit for beer sales. There is a charge for this permit.
Alcohol: If alcohol is not permitted in the park, organizer must obtain a permit that allows alcohol consumption. There is a charge for this permit.
Alcohol: If alcohol will be sold at the event, organizer must obtain a Temp B Picnic License <https://www.cityofmadison.com/clerk/documents/Temp%20B.pdf>for the event.
Park Shelter(s): The James Madison Park shelter and Gates of Heaven shelter are blocked off during the setup and event days for The Great Midwest Hemp Festival; given access and parking will be blocked and so we don’t have conflicting events. There are charges for this requirement.
Paved Paths: Organizer must ensure there are ADA accessible pathways maintained through James Madison Park outside of the event perimeter. Inside the event perimeter, there must be ADA accessible paths to the entrance and exits, temporary structure, vendors and portable toilets.
Promotions: Organizer must post a parking plan on the event website for event attendees.
Promotions: Organizer will have a plan, approved by Madison Police and posted on sponsor website/event promotion, to address illegal activity occurring at the event and notify the participants. The Street Use Permit does not exempt events/organizers from any federal, state or local laws. If illegal activity occurs at the event, it is grounds to deny a park event permit for the event in the future.
Fee Due Date: All fees will be paid at least two weeks before the event. We accept cash, check, or charge (VISA or MasterCard). To make a credit card payment via phone, please call (608) 266-4711.
Please make checks payable to City Treasurer and mail to:
City of Madison Parks Division / 330 E Lakeside St / Madison, WI 53715
Vending: Organizer will furnish the Parks Office with a complete list of vendors at least two weeks in advance. There is a fee(s) for a vending permit. Organizer is also responsible for submitting vending information to Public Health of Madison and Dane County and the Wisconsin Department of Revenue (requirement information on the vending form page.)
Food Distribution: Food vendors are required to either have a transient food stand license <https://www.publichealthmdc.com/documents/transient_food_license_application.pdf> from PHMDC or must be operating out of a City Licensed Food Cart. It is the responsibility of the organizer to ensure these requirements are met.
Amplified Sound: A PA2 permit will be issued for amplification. Sound shall be limited to 95 decibels (dB) at the sound board or 125’ from the amplification source if no sound board is present. Amplification will be allowed:
Saturday, September 28 from 11:00 am to 9:00 pm
Sunday, September 29 from 11:00 am 4:30 pm.
Sound will be monitored by Parks staff with an octave band meter. If readings are above 95 dB during the measurement period, non-compliance action will commence. There is a fee(s) for a PA2 permit.
Non-compliance action
A warning will be given to comply with the conditions of the PA2 permit. If a second warning is required, a citation will be issued to the responsible party for violation of MGO 8.29. A third violation will result in the amplification being ordered to cease immediately.
Setup/Equipment in the Park overnight: Madison Parks is not responsible for any equipment or setup in the park overnight. Event must provide overnight security on those nights. Organizer must send the contact for the overnight security, once determined, to the Parks Division.
Park Rules:
• No glass containers are permitted in the park.
• No driving or parking of vehicles on grass.
• 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.
If you require assistance or experience any unforeseen issues during your event, please contact the Park Rangers at (608) 235-0448.
Organizer is responsible for all cleanup after event. If city resources are required for cleanup, the organizer will be billed for those costs.
Organizer is responsible for any damages to Park property as a result of the event, including the cost of aerating and seeding areas of the park impacted by the event as determined by Park’s maintenance staff.
Parks staff will review the event for compliance to the established conditions and true impact to the public and City’s operations. This review will determine what remediation (if any) is needed, establish considerations for future events and/or establish a requirement for Board of Park Commission or Facilities, Programs and Fees Subcommittee’s approval of future permitting.
Estimated Fees
Application Fee $50.00
Scheduling Fee $1500.00
Public Amplification 2 $420.00 (2 pa2 permits @ $150/ea + 4 additional hours @ $30)
Temporary Structures TBD ($110 / structure over 10’x10’)
Vending TBD ($845/ 8 vendors or $275/single or combo)
Beer Selling Fee $750.00 ($700 permit + $50/additional day)
Beer/Wine permit $55.00 (permit for alcohol free park)
Dumpster $375.00
Trash Barrels $300.00
James Madison Shelter $585.00 (Fri - Sun, full-day weekend reservation)
Gates of Heaven TBD
Tentative Total $4045.00 + TBDs