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Request from United States Amateur Tug of War Association for the use of Olin Park on September 1-2, 2018 for the 40th Anniversary U.S. Invitational Tug of War, with set-up on Friday, August 31.
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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.
BEFORE EVENT
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 alders to notify for this event are:
Sheri Carter - district14@cityofmadison.com
Sara Eskrich - district13@cityofmadison.com
Insurance: Organizer will submit a certificate of insurance covering this activity which names the City of Madison as Additional Insured. If beer/wine will be served or sold, this certificate must include liquor liability.
Setup: Organizer will contact the Central Parks Maintenance Supervisor, Chad Hughes, at cmhughes@cityofmadison.com prior to your event to review site plans. Organizer must abide by all recommendations/stipulations provided by the Maintenance Supervisor.
Setup: Event set up may begin on Friday, August 31, 2018, but may not interfere with set up for marathon relay station in the Rimrock parking lot. There will be no Tug of War set up in the east end parking lot of Olin Park until after 1pm on Saturday, September 1, 2018.
Setup: If using temporary structure(s) (e.g. tents, stages, inflatable structures, etc.), organizer will contact Digger’s Hotline (811) approximately ten days before 9/1/2018
Setup: Organizer will be responsible for ordering and paying for enough portable toilets for the event, based on expected attendance.
Parking: Organizer will submit a detailed parking/traffic plan for the event. Included in the parking plan will be that there is no event parking in the boat launch or Pavilion parking lots at Olin Park. No event Parking in the east (Rimrock) lot prior to 1pm on Saturday, September 1. Organizer will post the agreed upon parking regulations on their website and registration forms.
Damage Deposit: Organizer will leave a $5000.00 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 / 210 Martin Luther King, Jr. Blvd., Room 104 / Madison, WI 53703
DURING EVENT:
Park Use: On Saturday, September 1, no event activity, including any additional set up or warm up drills for participants, will occur in the park before 12pm, noon.
Food Distribution: Organizer will follow all Health Department requirements and recommendations concerning food in the park.
Alcohol: No beer may be sold, served or consumed in Madison Parks parking lots.
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.
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.
AFTER EVENT
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
Event Scheduling Fee $750
Temporary Structure w/o shelter $210
Amplified Sound PA 1 $120 (two days)
Vending-Single vendor $325 (two days)
Beer/Wine Sale Permit $750 (two days)
Total Estimate $2,205