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Request from On Ice Promotions, LLC to hold the Bucky's Rentals Pond Hockey Classic and Winter Carnival on January 24 through January 26, 2014 at Vilas Park.
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On Ice Promotions, llc., requesting the use of Vilas Park and Vilas Lagoon Ice Rink on January 24, 25, 26, 2014 for a Youth and Adult Pond Hockey Tournament.
Parks Staff recommends approval, with the following conditions:
1. Aldermanic notification (already done).
3. Organizers will continue to monitor ice and park conditions with Lisa Laschinger up until and through the event to ensure safe usage for participants and to protect the park areas during the event.
4. City of Madison Parks staff have complete authority to cancel the event based on unsafe conditions within the park.
5. Park fees will be paid at least one week prior to the event.
6. Organizer will post a $3,000 damage deposit with the Parks Division prior to the event and acknowledges that this organization will be responsible for any and all actual renovation costs which may result from this event. Organizers agree that some damage may not become apparent until sometime in Spring when the impact on the turf areas of the park can be assessed.
7. Organizer will provide a certificate of insurance covering this event, including liquor liability, and naming the City of Madison as "additional insured."
8. Organizer understands that permanent painting or marking of public streets, sidewalks, paths, trees, or signs is not permitted.
9. Organizer understands that no parking on the grass areas is allowed, will convey this to participants, and will have a volunteer to monitor and assist with parking at the park.
10. Organizer will submit a parking plan to the City before the event. This plan will outline the communication and enforcement plan for proper parking areas. Organizer will submit an off site location with shuttle service plan to negate the parking impact on the neighborhood.
11. Organizer will be responsible for providing an appropriate amount of portable toilets at the event and near the beer tent.
12. Organizer will be responsible for full clean-up of the park after the event.
13. Organizer will follow all Parks and Police requirements for the sale of beer, including a double-fenced beer garden, licensed bartenders, and security.
14. In connection with the tents that will be set up in the park, organizer will contact Digger's Hotline approximately 10 days before the race, and will then provide the ticket number to the Parks Office.
15. Amplification will be allowed for a band from 6pm - 9pm on Friday and Saturday only, and also for announcements no earlier than 8am and no later than 10 pm on any day of the tournament. The sound must be kept at a reasonable level at all times, and particularly early in the morning.
16. Organizer will follow the safety and security plans submitted in the application.
17. If any food is prepared on site, organizer will follow Public Health requirements and regulations for food safety.
18. Organizer will provide extra trash barrels (or rent them from Parks) for the beer tent and activity areas.
19. Organizer understands that the Vilas Shelter Warming House is used as a public warming house area and operated by the City of Madison for concession and skate rentals. Organizer will keep this area clear and accessible to the public.
20. Any additional work outside of normal park operations duties at the park will be billed to organizer at the standard labor rate (estimated at $33/hour).
Please find application materials attached.
Estimated Fees (to be finalized based on 2014 fees):
Scheduling Fee $ 200
Special Ice Rental Fee($435/day) $ 1,305
Amplification Permit $ 100
Temporary Structures (2) $ 400
Temporary Structures $ 120
(Consecutive Days - $30/day)
Umbrella Vending Permit $ 845
Beer-Selling Permit $ 500
TOTAL EST. FEES: $ 3,470
Plus Direct Staff billing at $33/hour est.