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Request from the Tick Tock Timing & Sport Services, LLC for the use of Vilas Park on Saturday and Sunday, June 25 and 26, 2016 for the Madtown Triathlon.
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Madison Parks staff proposes the following conditions for the Board of Park Commissioners consideration:
• The applicant shall send a copy of the application to the alderperson, Sara Eskrich, district13@cityofmadison.com <mailto:district13@cityofmadison.com>, and to any neighborhood associations on file with the Department of Planning and Community and Economic Development, within thirty (30) days of receiving approval from the Park Commission. The notification shall include contact information for the applicant. The purpose of the notification shall be to exchange information and receive public comment about the details of the event.
• The applicant shall keep a record of all public comments and provide them to the Madison Parks Division.
• If the event will close street(s) or remove parking, event organizer must apply for a Street Use Permit.
• Organizer will provide a detailed Emergency Action Plan, approved by the Madison Fire Department, for the event.
• Special duty officers required for event. Call 608-267-8676 to arrange.
• Portions of the run and/or bike route that go through the Arboretum require a separate permit from the University of Wisconsin.
• Organizer must work with the Parks Division of Dane County Land and Water Resources Department regarding the water quality of Lake Wingra and making arrangements for aquatic plant harvesting for the swim route. If water quality does not allow the swim portion of the event to occur, the organizer will go to a bike-run-bike event.
• Organizer will contact the Central Parks Maintenance Supervisor, Lisa Laschinger, llaschinger@cityofmadison.com <mailto:llaschinger@cityofmadison.com>, at least 30 days prior to the event to review site plans.
§ Organizer must abide by all recommendations/stipulations provided by the Maintenance Supervisor.
• 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.
• 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.
• All fees will be paid and deposits made at least 30 days prior to the event. If payment is not received the event is subject to cancellation.
• Organizer will pick up keys for shelter in the Park Office a few days before the event, in exchange for a refundable $75.00 deposit.
• If using temporary structure(s) (e.g. tents, stages, inflatable structures, etc.), organizer will contact Digger’s Hotline (811) approximately ten days before 6/26/2016 and submit the Ticket Number for the location to the Parks Office.
• Organizer will furnish the Parks Office with a complete list of vendors at least two weeks in advance.
• Organizer will follow all of the Health Department’s requirements and recommendations concerning food in the park.
• Organizer is responsible for ordering and paying for enough portable toilets for the event, based on expected attendance.
• Attendees and organizers understand that there will be no driving or parking of vehicles on grass.
• No glass containers are permitted in the park.
• Organizers understand that no permanent marking of the parking lot, paths, sidewalks or streets is allowed - chalk may be used, but not spray paint, spray chalk, or stickers.
• HOURS OF AMPLIFICATION
§ 6/26/2016, Sunday, before 8am sound is limited to event announcements only at the designated starting area.
§ 8a-4:30p
SOUND LEVELS
§ Sound levels will be monitored at various places around event perimeter, particularly residential areas near the park. Sound levels are not to exceed 85 decibels within any 1/3 octave band as measured by Parks staff. If readings are above this level, and the organizers are told by Park Staff to comply, they must take action to correct the violation within 10 minutes. If the correction does not occur after 10 minutes, there will be a charge of $100.00 every 10 minutes the organizer is in violation of the amplification condition. Violation charges will be deducted from the event damage deposit.
§ A compliance report may be presented to the Park Commission and will be considered with future event applications.
• Organizer is responsible for all clean-up after event. If city resources are required for cleanup, the organizer will be billed for those costs.
• If you require assistance or experience any unforeseen issues during your event, please contact the Park Rangers at (608) 235-0448.
Estimated Fees (based on current fees / 2016 rates will apply)
Scheduling Fee $1500.00
Application Fee 50.00
Shelter Reservation (2 wknd days) 528.00
Amplification TBD
Temporary Structure 200.00 (2)
Vending 275.00 / vendor or $845 umbrella up to 7 vendors
Beer Selling 700.00
Total $3253.00