Title
Eken Park Neighborhood Association/NorthStreet Neighborhood Association has requested the use of EKEN PARK for the event Eken Park Festival on Saturday, August 2024, from 11:00 am to 8:00 pm
Body
Annual community event, for the Eken Park and North Street Neighborhoods. Looking to relocate to Eken Park from a Street Use locations.
Madison Parks staff proposes the following conditions for the Board of Park Commissioner’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.
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).
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: Amani Latimer Burris - district12@cityofmadison.com <mailto:district12@cityofmadison.com>
Police staffing: Contact Madison Police, mpdevents@cityofmadison.com to discuss scheduling staff, if required. Organizer must abide by all requirements detailed in the plan/contract with the Madison Police Department. There are fees for this service.
Setup: Organizer will contact the East Parks Maintenance Supervisor, Spencer Werner, at
swerner@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.
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: Organizer will apply for a Temporary (Picnic Beer) License
(https://www.cityofmadison.com/sites/default/files/city-ofmadison/
clerk/documents/licensing/alcohol/TempBeerWine.pdf) from the Clerk's Office. There is a charge for this license.
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) 266-6033. Please make checks payable to City Treasurer and mail to: City of Madison Parks Division/330 E Lakeside St/Madison, WI 53715. If you applied online, you will receive notice of fees due via email. Follow the instructions in the email to remit payment online.
Setup: Organizer will be responsible for ordering and paying for enough portable toilets for the event, based on expected attendance.
Temporary Structures: If using temporary structure(s) that are staked into the ground (e.g. tents, stages, inflatable structures, etc.), organizer will contact Digger’s Hotline (811) approximately ten days before 8.17.24. There is a fee (s) for temporary structures. Event organizer is responsible for removing service flags in the park that were placed from the Digger’s Hotline call.
Vending: Organizer will furnish the Parks Office with a complete list of vendors at least two weeks in advance. All food vendors will hold current Health Department permits, and will follow all Health Department requirements for the preparation and serving of food. There is a fee(s) for a vending permit.
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 from 11:00am to 8:00pm. 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.
• Noncompliance 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.
Day-of-Event Marketing: Organizer is allowed to have signage in the PARK on the day-of the event.
If you require assistance or experience any unforeseen issues during your event, please contact the Park Rangers at (608) 235-0448.
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.
Organizer is responsible for all cleanup after event. If city resources are required for cleanup, the organizer will be billed for those costs.
Parks staff will review the event for compliance to the established conditions and determine what remediation (if any) is needed and/or establish considerations for future events.
Estimated Fees
Additional Hours of Amplification $90.00
Beer/Wine Sales Permit $700.00
Event Scheduling Fee - Low $200.00
One Time Application Fee $60.00
Public Amplification 2 $150.00
Temporary Structures with Shelter $110.00
Vending - Multiple Vendors $845.00
Tentative Total $2,155.00