Title
Request by Gay Straight Alliance for Safe Schools for the use of Vilas Park on Sunday, October 15, 2017 for the GSAFE Trick of Trot 5K Walk/Run.
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 Sara Eskrich - district13@cityofmadison.com
3. Organizer will submit a certificate of insurance covering this activity which names the City of Madison as Additional Insured.
4. 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/>.
5. The Central Parks Maintenance Supervisor, Chad Hughes, at cmhughes@cityofmadison.com <mailto:cmhughes@cityofmadison.com> will review site plans for the event and advise if there are issues or concerns.
a. Organizer must abide by any recommendations/stipulations provided by the Maintenance Supervisor.
6. Organizer will leave a $1,000.00 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.
7. Organizer will pick up keys for shelters and/or bathrooms in the Parks office a few days before 10/15/2017, in exchange for a refundable $75.00 deposit.
8. All fees will be paid and deposits made at least two weeks before the event.
9. There will be no vending at this event.
10. Food Distribution: Organizer will follow all Health Department requirements and recommendations concerning food in the park.
11. Organizer will be responsible for ordering and paying for enough portable toilets for the event, based on expected attendance.
12. There will be no temporary structures at this event.
13. 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 11:30am.
14. Parking: For events at Gates of Heaven, Brittingham, Olin, and Vilas: if your reservation is longer than 3 hours and you require parking passes, they are available upon request. Parking Passes are only valid during the time of your reservation and must be placed in the windshield of the car in the parking area. Please contact the Parks Office at 264-9289 with any questions.
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: $200.00
Shelter Reservation: $175.00
PA Permit: $60.00
Total $485.00