Loading...
HomeMy WebLinkAbout11-69FEBRUARY 22, 2011 11 -69 RESOLUTION (CARRIED 5 -1 P LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVAL OF SPECIAL EVENT / MIDWEST SPORTS EVENTS / UTILIZE CITY STREETS FOR THEIR OSHKOSH HALF MARATHON & 5K & LIONHEARTED KIDS RUN / APRIL 15 & 16, 2011 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted to Midwest Sports Events (Gloria West) to utilize Leach Amphitheatre on Friday, April 15, 2011, from 6:00 p.m. to 7:00 p.m., for their Lionhearted Kids' Run; and to utilize city streets for half- marathon route — N. Main Street, Algoma Boulevard, Cemetery /Wiouwash Trail, Rivermill Road, Arboretum Drive, Summit Avenue, Wisconsin Street Bridge, Witzel Avenue, N. Campbell Road, Taft Avenue, Josslyn Street, Fillmore Street, Bauman Avenue, trail (under bridge), Ohio Street, through South Park Avenue, W. 12 Avenue, Knapp Street, S. Main / N. Main Street and trail behind Convention Center; 5K route — N. Main Street, Algoma Boulevard, Wisconsin Street, Ohio Street, Witzel Avenue, N. Campbell Road, trail (under bridge), W. 7 th Avenue, S. Main /N. Main and trail behind Convention Center, on Saturday, April 16, 2011, from 7:30 a.m. to 11:45 p.m., for their Oshkosh Half Marathon & 5K, in accordance with the municipal code and the attached application, with the following exceptions /conditions: BE IT FURTHER RESOLVED that as a condition of approval, the Event Organizer shall pay the City's actual costs for extraordinary services. Cost Estimates for Extraordinary Services — April 16, 2011 Police Department -- Staffing ($240 - $480 preliminary estimate) Street Department -- Barricades ($275 - $350 preliminary estimate) APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK GENERAL EVENT INFORMATION Official Name of Special Event: Start Date: End Date: Briefly describe your event. Be sure to include the purpose of the event and all planned activities. S g- e- (DJ F o_c r�-E Arn � � i A� EVENT DATE SUN MON TUE WED ti yHUR � 5R1'I �A�II $' 0 6 a (a' -oo a y'-ooG SETUP TIME START TIME p t5c. STOP TIME TEAR DOWN / CLEAN UP COMPLETED Location of Event: L P,a Number of Estimated Attendance (daily & total): y1L�_�= acoc�, Booths: - i ov Organization(s) Sponsoring Event: gib r.� l�Sh�C..0.S j Lhri sk�r�e /inn Ce-n{<r, C an cf- 6Shkos� P uvnctne Soue 1y anti R aCe-i - S Accl'm 0 Ch dh0Cd (including addresses) �v1S �'u - I�1 l taw chi Ar De Qere Wk S'itt5 kc s'n 1►,►1 SLl Ct d 1 5'�lao1 js'►�l�csh, Vv 1 5 Ll q a i wj S3ia APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Primary Contact: Daytime Telephone: q ao - 338 - � - 7 Cell Phone: ciao - Sao a -I F 1 � S Fax: Rao -'Y,1 GF) - iq Email: aloria (a midyl st�lnrFseyenls.cr�► Address: 26 q Lavl ren e D City: L Pest State: Zip Code: 5 q It S Secondary Contact: Stc - kwil 1 Daytime Telephone: Cell Phone: qao - 1 � S1- 6 ) Le'l Fax: Email: '\arni Z m,du� c� �ocr-�se�rn�C. G rn J Address: :�o Lawrence Dr City: 6L Pzr, State: W 1 Zip Code: 514 11S Onsite Primary Contact: Ran w e-s, Cell phone: qau - Sy y - a 111 y Fax: Email: Address: ao q �a �rr�nc� Dr City: t) n re State: V t Zip Code: 5H H Onsite Secondary Contact: 1 p sk Cell phone: qao -- 5iPa - I lb bS Fax: Email: wtricL Address: A o `7 a u o c - e D r City: tlg Pue State: y 0 Zip Code: 5 S NOTE Either the primary or secondary onsite contact must be present onsite at all times during the event. APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK SPECIAL EVENT CHECKLIST (please check all boxes that apply) Is your event a: ❑ Festival / Music Concert ❑ Religious / Educational ❑ Rally/ Memorial ❑ Street/ Block Party Parade / Fun Run / Walk- a -Thon ❑ March utilizing any Public Property ❑ Public Assembly for Political Purpose ❑ Sport Tournament (Fishing, Soccer, etc ❑ Other Location of event: Park or other public property Public street, sidewalk, alley, or right of way ❑ Private property Will you have Alcoholic beverages (Additional permit required from City Clerk) 1( Food & non - alcoholic beverages (Additional permit required from Health Dept.) ❑ Non -food related sales and/or display booths (No additional permits required) Tent and /or Canopy (Additional permit required from Inspections Dept.) (Digger's Hotline must be contacted minimum of 3 days before digging) ❑ Generator(s) and/or additional electrical facilities (Additional permit required from Inspections Dept.) ❑ Fires or Candles (Additional permit required from Fire Dept.) ❑ Fireworks (Additional permit required from Fire Dept.) ❑ Activities in a park outside of normal operating hours (Waiver required from City Council) ❑ Barricades (Approval from City Clerk's office if in right of way) n APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Amplified Sound ❑ Animals included or allowed in event (animals must be licensed and have proof of vaccination) ❑ Cooking Equipment (Fire Department approval required) We have made arrangements for Restroom and hand washing facilities Solid waste and recycling services , �k Event insurance Public safety & security / EMS services �i Electricity / Generators iz Fire extinguishers Advertising with banners or signs Drinking water ❑ Grey water and grease removal ,i Weather contingencies ❑ LP Gas ❑ Tent Heating Space Intentionally Leff Blank 0 APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Special Event Public Safety and Security Plan Name of Event: Mara4hrr, -4 5' and LtDbic rlec k1as V_Ur, Location of Event: 'LPach Date of Event: 0 4 h-�t a o 11 - OLA11ULA00 Time the Event is to Open: OH 115 S' o d Fan. • CL - 530 a ly-, Sponsor of the Event: e��Br�c �}r1S C1u1� c� (SSbk�s_ 0,r%s -hre Ann Cvintr UShkcsF. Area 1Vuman2 Scue twnd Ra +!l�c�Sn Ch �d1�eGd Cancer Estimated Attendance (daily and total): 0 1 - t DO uti I ura �ro+ul 2c,-oa Emergency Contact Information: Name: G oti is Wt- Daytime Phone Number: �aa- 3�g - fa�1 Cell Number: Gay- Scow - 1 b,65 Name: �amie �tocicwell Daytime Phone Number: 9x© E - 8"191 Cell Number: Gao- bSi - tcilo� Name: Ra \tv eS f- Daytime Phone Number: 93o- Cell Number: Sao- 5yy - Primary Location of Event Staff at Event Site: Emergency Notification of the Public The public will be notified of safety and /or security issues in the following manner: S 0.`4Q r.n -er1 � AnOa B 1 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Emergency Medical Services Name of Provider: Aiit n t -+4 kea ice, Contact Person /Telephone Number: Earoah e d 1i Ira G a o - 6Q S - G Q �, o Location of Provider at Event Site: a=rena ak Lre low nn Fire Protection Name of Provider: Pre he Contact Person / Telephone Number: A ri a" ?e nd i nQa - � � (.0 - 5:) U a Location of Provider at Event Site: Noos �lr�et Number of Fire Extinguishers: NIA - ou--LA-e even' Location of fire access roads: C pur4 S� Securi Name of Provider: Even I n c Contact Person /Telephone Number: �r�r, �n „r#en ana nh�rcr gaQ- �B -���4f Location of Provider at Event Site: Te n+ Location of Missing Persons Station: Communico.tion - T - .e - r - %+ Event Parking Locations: Sep mcLp 11 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Severe Weather Contingency Shelter Locations: L e a ct e► Have you confirmed that the locations will be open and available? `I e. s Who will determine if your event is canceled or held? Phone number: Gloria \j\je, ac- 5c0a -i?�as Public Safety Site Plan Provide a schematic drawing of the event site location. The drawing must be legible and drawn to scale. The public safety plan must include the following items if they will be provided, or if they are required. 1. Location of booths, stages, and event structures Please see Map #1 & Map #3 2. Location of first aid stations Located within Medical Tent, please see Map #1 & Map #3 3. Location of information / ticket booths Please see Map #1 & Map #3 4. Boundaries of the event Please see Map #4 5. Location of fences N/A 6. Location of exits and gates (gates must be numbered) Please see Gate Locations Map (Map #2) 7. Location of Fire extinguishers Every building at the Leach Amphitheatre meeting all fire codes 8. Location of severe weather shelters City Center Hotel 9. Location of Fire / EMS access road Court Street 10. Location of security staff Communications Tent, please see Map #1 & Map #3 11. Location of emergency contact event personnel Communications Tent, please see Map #1 & Map #3 12. Location of assembly area and approximate occupant amounts Leach Amphitheatre, Maximum Occupancy 3000 people 13. Location of event parking Please see Map #3 14. Location of barricades NIA 15. Location of generators N/A 16. Location of temporary roadways N/A APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Other Provide any other information that you feel should be considered \ S ite O.4 . T A - S ( � A A pp-e n j i y i ►�, cL� S J Yes No ✓ I have reviewed and have considered the Contingency Plan information provided by the City of Oshkosh along with this application (pages 11, 12) I have reviewed and understand the City's Insurance requirements for Special Events as described in this document (pages 13, 14, and 15) V -1, I am enclosing the event's Public Safety Site Plan (see page 9) am enclosing other information that I believe is necessary or helpful to describe the planned event SIGNATURE I am allowed to sign this application on behalf of the event sponsor. The information contained in this application for a Special Event permit is true, correct, and complete to the best of my knowledge. If there are any changes to the Special Event, I agree that I will promptly notify the City of,.Oshkosh of these changes and requ "st'approval of them. - -`` C d ori o, e OZA " MiAv S7oris E ve rts Date (print name) (print title with organization) 13 SPECIAL EVENT INDEMNIFICATION AND HOLD HARML AGREEMENT (Medium and High Risk Events) EVENT: O'hkosh lwa , Nlara.�h :n 5K ORGANIZER: The event organizer agrees that it, and not the City, will be solely responsible for all incidents related to the event. This responsibility of the organizer to the City includes but is not limited to the actions of the event organizer, its officers, employees, agents, and volunteers, along with event vendors, contractors, subcontractors, participants, and visitors. In consideration for the City's approval of the Special Event, the organizer of this event agrees to indemnify and hold harmless the City of Oshkosh, and its officers, council members, agents, employees, and authorized volunteers, from, for, and against and agrees to defend the same from and against, any and all suits, claims, grievances, damages, costs, expenses, judgments and/or liabilities, including costs of defense and reasonable attorneys fees, and further agrees to pay any settlement entered into or on behalf of, or judgment entered against, the foregoing individuals and/or entities. The event organizer shall abide by the City's insurance requirements for the event, including the addition of the City of Oshkosh, and its officers, council members, agents, employees, and authorized volunteers as additional insured's for the event. The individual(s) signing this agreement has the authority to enter into this agreement on behalf of the organizer(s) of the Special Event. EVENT ORGANIZER 1 LWeS� S,"As !.ven� (print name of organizer) (date) E 'tilti '�x uhvc p�t�c (signature) (title) Gloria we--S ENew - hve. Dfre (print name) (print title) (date) (signature) (title) (print name) (print title) 17 Appendix A Saturday, April 16th, 2011 7:30 a.m. Downtown Oshkosh Catch "Spring Fever" during the 7th Annual Oshkosh Half Marathon, 5K Run /Walk and Kids Run, which offers scenic diversity from the historic homes to the river. There will even be themed water stations to get you motivated and massage therapists to ease those aching muscles after you cross the finish line! Don't forget about the kids. In addition to the Half Marathon, Relay and the 5K, is the Lionhearted Kids' Run on April 15th. Proceeds from the event benefit the Boys and Girls Club of Oshkosh, Christine Ann Domestic Abuse Services, Inc. and the Oshkosh Area Humane Society. Oshkosh Half Marathon, SK & Kids' WEEKEND SCHEDULE OF EVENTS Friday, April 15 Leach Amphitheatre 6 p.m. Kids Run Start Saturday, April 16 City Center Hotel (1/2 block from finish at Leach Amphitheatre) 5:30 a.m. -7:15 a.m. - Registration & Packet Pick- Up 7:30 a.m. - Half Marathon, Relay & 5K START (Intersection of Ceape and Main St) 1 Appendix A DISTANCES Half Marathon or Relay 13.1 miles 5K Run /Walk (3.1 miles) Lionhearted Kids' Run (distances age appropriate for children) THE COURSES Half Marathon & SK Course Registration, start and finish are all next to each other and within 1 blocks walking distance! The course begins at the City Center Hotel and turns south on Main Street along the river. It proceeds through South Park, continues on Ohio St. crosses the new Wisconsin Avenue Bridge and then through UW Oshkosh on Algoma Boulevard. The route continues past the historic Paine Art Center and Oshkosh Public Museum. It catches the Wiowash Trail, then heads south on the river -front trail to the Wisconsin Avenue Bridge. The final mile goes through the heart of downtown Oshkosh, catches the river trail behind the Convention Center and finishes inside the Leach Amphitheatre. The 5K course starts and ends at the same points as the Half Marathon. EVENT RULES AND INFORMATION 1. Course cut off time: 4 hours and 15 minutes after the start of the race. 2. Chip Pick -Up is the morning of the event during the registration times. 3. To get your chip, you must have your bib number. Lost timing chips are the responsibility of the participant. Timing company charges $50. 4. We do not give refunds nor do we transfer fees from one race to another. 2 Appendix B Safety Manual I. Precautionary Preparations a. Winter and Spring Season i. Training programs offered for first time and experienced runners to improve their running skills and familiarize them with the course ii. Full -time staff available to answer questions iii. Prepare a detailed hydration, coning, volunteer and police plan b. Three weeks before event i. Resident letters sent out to all addresses on the course notifying them of the race ii. Business letters sent out to all businesses on the course iii. Church letters sent out to all churches on the course c. Two weeks before event i. Courses checked for accurate distance ii. Course marked with spray chalk at turns and mile markers d. One week before event i. All volunteers and those employed by the event are sent letters 1. Information regarding tasks 2. Important numbers to call in case of an emergency 3. Directions of when to call 9 -1 -1 versus Race Communications Director ii. Contact Cards with important numbers made and handed out to necessary personnel iii. E -mails sent notifying participants of when course talks will be provided to help them familiarize themselves with the course before the event iv. Host a volunteer party to meet each volunteer and give specific instructions regarding their volunteer position, hand out t- shirts, flags, etc... e. Friday of the event i. Course Talks 1. Presentation of what to expect, how to prepare for the race and rules of the race 2. Overview of the course ii. Clinic Talks 1. Informative talks geared towards improving runnin skills II. Communications Emergency Service a. Location i. The Communications Tent will serve as the main central command station and will be located within the Leach Amphitheatre grounds (see attached map) b. Personnel i. MSE Communications Director 1. Will contact all key personnel in the morning to check in 2. Conducts a radio check with all staff in the morning ii. On -site medical personnel c. Gear i. Radios ii. Cell phones iii. Safety Manual Appendix B iv. Enlarged map of run course v. Contact card Ill. Emergency Care Plan a. Emergency Designated Locations i. Incident Command Post (see II.a for more details) b. Finish Line Emergency Location i. The Medical Tent will be located near the finish line within Leach Amphitheatre (see attached map) 1. The Medical Tent is 10' x 10' 2. The tent will be staffed with a sufficient Medical Team ii. The medical staff will have a contact card and radio iii. The medical staff, medical kit and AED will be in this location throughout the entire event iv. All staff members are instructed as to where the AED is located c. Course Emergency Plan i. The volunteers on the course will determine if a runner needs immediate medical attention; in which chase they will dial 9 -1 -1, as well as notify the Incident Command Post ii. If a runner needs a ride back to the park due to minor injury or fatigue, the volunteers will call the Incident Command Post who will radio an MSE Emergency Vehicle to go out and assist the athlete on the run course iii. If necessary, the athlete will be brought to the Medical Tent at the Finish Line Emergency Location d. Finish Line Emergency Plan i. Volunteers at the finish line will be trained to recognize when medical attention is needed ii. Water, food and electrolyte replacement will be available at the finish line as a first line of defense iii. Athletes who do not respond to volunteer aid will be taken to the Medical Tent for further evaluation e. Medical Emergency Plan i. The Medical Tent will be located near the finish line within the Leach Amphitheatre (for additional details refer to III.b.) ii. Information regarding the location and services of the Medical Tent will be announced to the athletes the day before and the morning of the event iii. EMS located at the Fire Station across the street from the event site will be notified of the event to be aware that their services may be required iv. In case of an emergency, the injured athletes will be taken by EMS to Affinity Health Care Services IV. Weather Related Issues a. In the case of inclement weather (rain, snow, severe storms, tornadoes, etc...) the race director reserves the rights to postpone the race start b. Options to be considered i. Postpone race start time if there is lightning and/or tornado warning c. Communications Plan in the event of postponement 2 Appendix B i. All personnel (police, fire, medical, etc... ) will be notified of any delays by the Director of Communications ii. Volunteers Directors will be notified by the Volunteer Coordinator iii. Athletes will be notified through PA Announcements d. Designated weather safety area — City Center Hotel V. Official Vehicle Support a. Lead Bike i. Will have on yellow vest and sign on back indicated "Lead Runner" ii. Will stay approximately 50 feet ahead of the first runner iii. Will provide the MSE Communications Director with constant updates as to where the lead vehicle is to then be relayed to law enforcement on the course b. SAG Vehicle i. Will have hazard lights flashing and a large yellow light on top of the car to be easily identified by law enforcement and volunteers ii. A large sign reading SAG will be attached to the hood and the back of the vehicle iii. The SAG vehicle indicates to law enforcement the position of the final athlete iv. When volunteers and law enforcement see the SAG vehicle they know they are released from their position c. Official Vehicles i. Will have signs indicating that they are Official Race Vehicles ii. Will have hazard lights flashing to indicate to law enforcement that they are Official Race Vehicles iii. These vehicles go out on to the course when they have been radioed or called to help an athlete on the course iv. They will help athletes to the best of their ability and will transport athletes back to the race site if necessary. v. Each driver will have a cell phone and radio. vi. They will be given destination points and the easiest means to get to those points VI. Sign, Cone, Volunteer Placement a. An Excel chart is created ahead of time indicated each intersection along the course i. Indicates the time the fastest and slowest athlete will approach the intersection ii. Indicates if a cone, sign, volunteer(s) or Public Safety Official will need to be at the intersection iii. This is done in agreement with the Race Officials and the City of Oshkosh Police Department ahead of time. b. Intersections on the course will have large "arrow" sign. i. Signs indicate to participants to turn left or right at an intersection ii. The signs are 3' x 3' with a large red arrow iii. Placed 100 feet ahead of the intersection and are located at ground level as to not impede any visibility for cars or traffic c. Mile markers are posted at every mile d. If cones are being used to create a designated "run lane" sign is placed in cone EXAMPLE: "Runners Stay Right of Cones" e. Signs along the course will be put up about the event 2 weeks before to indicate to communities that an event will be taking place 3 Appendix B f. Volunteers will be taught how to marshal traffic previous to the event i. They will be given colored t -shirts with the event logo on them ii. Volunteers and directors will be provided with important numbers to contact in case of an emergency iii. All volunteers on corners have large flags iv. Volunteers give reports as to traffic flow at the end of the race Intersections turn arrows cones �- -� I t r ( turn arrows 100 ft ahead of corners Right turn T T T T T T turn arrows ® 100 ft ahead of corners Left turn Cones alongside of road apprx every 1/10 mile to indcate the course 4 Ma. I l I, ti TRU..K g C LANE J C ATION - — - - - -- - -- - �' o ti TEN EEG �❑ P,� .. -- SIP I o BLDG. W _ rvl FINISHED FLOOR FL9�5 ELEV. iw:io g - - -- - L • participants come ins rom side fe - - -- BEER )� If ITRAILER ' 1 1 _ FRONT HOIFE STRI,GTURUR E GONG. PAD _ - -. FOR YIP — _ TRew -H FOR r F'ERFORHANGE GONiROL WIRING iP 4 Cr) m= M o-p #2 Gate Locations (Number on Inside of gates) M&r#3