Title
Request from Ragnar Events LLC for the use of Olin Park for Ragnar Relay Chicago 2018, May 18-19, 2018.
Body
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. Organizer must notify area alder(s) 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:
3. Sara Eskrich - district13@cityofmadison.com
4. Organizer will submit a certificate of insurance covering this activity which names the City of Madison as Additional Insured. (If beer will be sold, this certificate must include liquor liability.)
5. Ragnar Events, LLC will apply for a Temporary Class B license from the Clerk’s Office and a Beer Selling Permit from Madison Parks for the event.
6. 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/>. If no closure or parking removal, organizer will apply for a Parade Permit <https://www.cityofmadison.com/trafficengineering/paradepermit.cfm>
7. 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.
8. Organizer will submit a detailed parking/traffic plan for the event. There is no event parking in the boat launch sites. Organizer will post the agreed upon parking regulations on their website and registration forms.
9. Organizer will be responsible for ordering and paying for enough portable toilets for the event, based on expected attendance.
10. Organizer will pick up keys for shelters and/or bathrooms in the Parks office a few days before 5/18/2018, in exchange for a refundable $300.00 deposit.
11. Organizer will leave a $3000.00 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. This can be done via check or charge, but it must be separate from your invoice payment.
12. All fees will be paid and deposits made at least two weeks before the event. We accept cash, check, or charge (VISA or MasterCard).
13. If using temporary structure(s) (e.g. tents, stages, inflatable structures, etc.), organizer will contact Digger’s Hotline (811) approximately ten days before 5/18/2018 and will get the Ticket Number for the location to the Parks Office.
14. A PA1 permit will be issued for amplification. Sound shall be limited to 75 decibels (dB) 125’ from the source. Amplification will be allowed from 9:00am to 9:00pm. Amplification before 8:00am is not be permitted.
15. No glass containers are permitted in the park.
16. There is no driving or parking of vehicles on grass.
17. 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. 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
Shelter Reservation: $2000.00
Temporary Structure $ 300.00
Vending $ 845.00
Beer Sales $ 700.00
PA Permit: $ 120.00
Total $4765.00