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Request from Badger Track Club for the use of Yahara Hills Golf Course from Tuesday, December 10 through Sunday, December 15, 2019 for the setup, event, and take-down for 2019 USATF National Olympic Cross Country Championships.
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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 is:
Michael J. Tierney - district16@cityofmadison.com
Insurance: Organizer will submit a certificate of insurance covering this activity which names the City of Madison as Additional Insured.
Park Use: A planning meeting will be scheduled with Madison Parks Staff, Madison Parks Golf Operations Supervisor, USATF, and Badger Track Club in spring and late September to discuss and review event details and conditions for the event.
Setup: Organizer will coordinate event activities with Madison Parks Golf Operations Supervisor, Theran Steindl, tsteindl@cityofmadison.com and Ranger Staff to determine schedule, signage and staffing for closing the Yahara Hills Golf Course.
Setup: Madison Parks Golf Operations Supervisor will work with the organizer to agree upon final routes for the different races. Madison Parks Golf Supervisor will have final approval of those routes.
Setup: Organizer will contact the East Parks Maintenance Supervisor, Kristin Mathews, at kmmathews@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.
Setup: Organizer will work with Madison Police Department to create and 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.
Damage Deposit: 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.
Fee Due Date: All fees will be paid and deposits made 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) 264-9289.
Please make checks payable to City Treasurer and mail to:
City of Madison Parks Division/ Room 104 / 210 Martin Luther King, Jr. Blvd. / Madison, WI 53703
Temporary Structures: Organizer will furnish the Parks Office with a complete list of temporary structures and their sizes at least 30 days before the event.
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 12/10/19 and will get the Ticket Number for the location. There is a fee(s) for temporary structures.
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.
Food Distribution: Organizer will follow all Health Department requirements and recommendations concerning food in the park.
Amplified Sound: A PA1 permit will be issued for amplification. Sound shall be limited to 75 decibels (dB) 125’ from the source. Amplification will be allowed on 12/13/19 from 10am to 3pm and on 12/14/19 from 8am-4pm. There is a fee(s) for a PA1 permit.
Ranger Staffing: Park Rangers will be assigned to the event to monitor and provide assistance for unforeseen issues during the events. There will be charges for this service.
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.
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
Application Fee $50
Scheduling Fee $750
PA1 $120 (2, 6 hour PA1 Permits @ $60/ea)
Temporary Structure TBD ($220 for first one over 10x10, $110 each after)
Vending $275
Trash Barrels $150
TOTAL $1,565-$2,225
AFTER EVENT FEES
Ranger Staffing TBD
(Golf Course Reservation fees of $3000 were included with the November WI USATF meet. This fee covers both the November and December meets.)