City of Madison, Wisconsin | Legislative Information Center
Share to Facebook Share to Twitter Bookmark and Share
File #: 57892    Version: 1 Name: Request from University of Wisconsin - Madison American Society of Civil Engineers for the use of Vilas Park on April 3 and 4, 2020 for the setup, event, and take-down for the Great Lakes Student Conference.
Type: Communication Status: Approved
File created: 10/21/2019 In control: BOARD OF PARK COMMISSIONERS
On agenda: Final action: 11/6/2019
Enactment date: Enactment #:
Title: Request from University of Wisconsin - Madison American Society of Civil Engineers for the use of Vilas Park on April 3 and 4, 2020 for the setup, event, and take-down for the Great Lakes Student Conference.
Attachments: 1. Great Lakes Student Conference app.pdf

Title

Request from University of Wisconsin - Madison American Society of Civil Engineers for the use of Vilas Park on April 3 and 4, 2020 for the setup, event, and take-down for the Great Lakes Student Conference.

 

 

 

Body

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 are

Tag Evers - district13@cityofmadison.com <mailto:district13@cityofmadison.com>

 

Insurance:  Organizer will submit a $1,000,000 certificate of insurance covering this activity which names the City of Madison as “additional insured.”

 

Setup:  Organizer will contact the Central Parks Maintenance Supervisor, Chad Hughes, at cmhughes@cityofmadison.com <mailto:cmhughes@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.

 

Damage Deposit:  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.

 

Setup:  Organizer will be responsible for ordering and paying for enough portable toilets for the event, based on expected attendance.

 

Setup:  Organizer will post signs at the trailer loading parking lot prior to Friday, April 3, 2020 alerting the public that the lot will be closed.  Include the days and times that it will be closed to the public. 

 

Setup: Organizer is responsible for cordoning off the portion of the parking lot that will be used for the event.

 

Setup: Organizer will contact the Aquatics Supervisor at least 30 days prior to the event in regards to swim ropes and signage at the beach. Organizer must abide by all recommendations/stipulations provided by the Aquatics Supervisor.

 

Setup:  Organizer is responsible for cordoning off the portion of Vilas Beach that will be used for the event.

 

Park Use: Organizer will pick up keys for shelters and/or bathrooms in the Parks office a few days before 4/3/2019, in exchange for a refundable $50.00/key deposit.

 

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. / Madison, WI 53703

 

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 4/3/2020. There is a fee(s) for temporary structures.

 

Vending: There will be no vending at the event.

 

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 from 7:30am to 4:00pm.  There is a fee(s) for a PA1 permit.

 

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.

 

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:                                                                                                           $ 50.00

Park Event Scheduling Fee:                      $200.00

Shelter Reservation:                                                                $460.00 (1/2 day Friday, full day Saturday)

Amplified Sound 1 Permit:                                          $ 60.00

Temporary Structures                                                               $220.00 (2 structures)

Cleanup/Recycling receptacles                     $300.00

Dumpster:                                                                                                                              $300.00

Tentative Total:                                                                                     $1590.00