HomeMy WebLinkAbout11-193APRIL 26, 2011 11 -193 RESOLUTION
(CARRIED 6 -0 LOST LAID OVER WITHDRAWN )
PURPOSE: APPROVAL OF SPECIAL EVENT / PAINE ART CENTER AND
GARDENS / UTILIZE PAINE ART CENTER AND CONGRESS
AVENUE FOR THEIR FAIRE ON THE GREEN / JULY 10, 2011
INITIATED BY: CITY ADMINISTRATION
NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of
Oshkosh that approval is granted to Paine Art Center and Gardens (Doris Peitz) to utilize
Paine Art Center and Congress Avenue, on Saturday, July 10, 2011, from 9:00 a.m. to
4:00 p.m.; for their Faire on the Green, 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
Street Department --
Barricades / Signs ($105 preliminary estimate)
APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY
CLERK
GENERAL EVENT INFORMATION
Official Name of Special Event: Faire on the Green
Start Date: July 10, 2011
End Date: July 10, 2011
Briefly describe your event. Be sure to include the purpose of the event and all
planned activities.
Faire on the Green is a free fair featuring the works of approximately 200 vendors of art and fine crafts.
The Paine has organized this annual event for more than ten years. The event will also feature food
vendors and live entertainment. Proceeds of the event support the Paine which offers art exhibitions,
garden displays, and educational programs for the community and surrounding areas.
EVENT
DATE
SUN
MON
TUE
WED
THUR
FRI
SAT
SETUP TIME
5— 9 am
4-7 m
START TIME
9 am
STOP TIME
4 pm
TEAR DOWN
/ CLEAN UP
COMPLETED
Approx
6 pm
Location of Event:
Paine property located on Congress Avenue between Algoma Blvd. and Elmwood
Avenue as well as in the street of Congress Avenue.
Estimated Attendance (daily & total): 10,000 people Number of Booths: approx. 200
Organization(s) Sponsoring Event:
Paine Art Center and Gardens
(including addresses)
1410 Algoma Blvd._
Oshkosh, WI 54901_
APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY
CLERK
Primary Contact: Doris Peitz
Daytime Telephone: 920 - 235 -6903 ext. 22
Cell Phone: 920 - 517 -0288
Fax: 920 - 235 -6303
Email: dpeitz @thepaine.org
Address: 1410 Algoma Blvd.
City: Oshkosh State: WI Zip Code: 54901
Secondary Contact: Aaron Sherer
Daytime Telephone: 920 - 235 -6903 Ext. 26
Cell Phone: 920 - 312 -8905
Fax: 920 - 235 -6303
Email: asherer @thepaine.org
Address: 1410 Algoma Blvd.
City: Oshkosh
State: WI Zip Code: 54901
Onsite Primary Contact: Doris Peitz
Cell phone: 920 - 517 -0288
Fax: 920 - 235 -6303
Email: dpeitz @thepaine.org
Address: 1410 Algoma Blvd
City: Oshkosh
State: WI Zip Code: 54901
Onsite Secondary Contact: Linda Glander
Cell phone: 920 - 203 -4400
Fax: 920 - 235 -6303
Email: Iglande @thepaine.org
Address: 1410 Algoma Blvd
City: Oshkosh
State: WI Zip Code: 54901
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:
x ;;est'va / 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
x Public street, sidewalk, alley, or right of way
x Private property
Will you have:
❑ Alcoholic beverages
(Additional permit required from City Clerk)
x Food & non - alcoholic beverages `(Not the Pame)
(Additional permit required from Health Dept.)
x Non -food related sales and/or display booths
(No additional permits required)
e-n :. n .,.. •r�a• a—sF ., �,-�- --'^ , r: ^��-°
x Tent and/or Canopy only pop u� s; approxi mate ly .10x; 10 m size
(Additional permit required from Inspections Dept.)
(Digger's Hotline must be contacted minimum of 3 days before digging)
x Generator(s) and /or additional electrical facilities (Not pr therP aine)
(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)
x Barricades
(Approval from City Clerk's office if in right of way)
APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY
CLERK
x Amplified Sound
x Animals included or allowed in event ( N otYpr ovid'ed b pi th Pain
(animals must be licensed and have proof of vaccination)
x Cooking Equipment ( Nof provdetlb the Pain
(Fire Department approval required)
We have made arrangements for:
x Restroom and hand washing facilities
x Solid waste and recycling services
x Event insurance
x Public safety & security / EMS services
x Electricity / Generators
x Fire extinguishers
x Advertising with banners or signs
x Drinking water
❑ Grey water and grease removal
x Weather contingencies
❑ LP Gas
❑ Tent Heating
Space Intentionally Left Blank
APPLICATION FOR SPECIAL EVENT PERMIT —
TO BE RETURNED TO CITY CLERK
Special Event Public Safety and Security Plan
Name of Event: Faire on the Green
Location of Event: Paine property located on Congress Avenue between Algoma Blvd.
and Elmwood Avenue as well as in the street of Congress Avenue.
Date of Event: July 10, 2011
Time the Event is to Open: 9:00 a
Sponsor of the Event: Paine Art Center and Gardens
Estimated Attendance (daily and total): 10,000
Emergency Contact Information:
Name: Doris Peitz
Daytime Phone Number: 920 - 235 -6903 ext. 22
Cell Number: 920 - 517 -0288
Name: Linda Glander
Daytime Phone Number: 920 - 235 -6903 ext
Cell Number: 920 - 203 -4400
28
Name: Steve Faust
Daytime Phone Number: 920 - 235 -6903 ext. 37
Cell Number: 920 - 420 -7461
Primary Location of Event Staff at Event Site: On the grounds of the event or at the
primary location of the Paine Carriage House at 1408 Congress Avenue
Emergency Notification of the Public
The public will be notified of safety and /or security issues in the following
manner:
Microphones will be positioned on a stage where entertainment will be performed that
can be used to notify the public. Also, staff and volunteers can cover the ground if
necessary to inform the public.
APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY
CLERK
Emergency Medical Services
Name of Provider: City of Oshkosh Emergency Medical Services
Contact Person / Telephone Number: 911
Location of Provider at Event Site:
Fire Protection
Name of Provider: City of Oshkosh Fire Department
Contact Person /Telephone Number: 911 or non emergency: 920 - 236 -5240
Location of Provider at Event Site:
Number of Fire Extinguishers: One
Location of fire access roads: Algoma Blvd and Elmwood Avenue
Securi
Name of Provider: Oshkosh Auxiliary Police prior to event. The Paine staff will be during
the event.
Contact Person / Telephone Number: Emergency contact persons listed above
Location of Provider at Event Site: Grounds of event
Location of Missing Persons Station: Paine information booth
Event Parking Locations: Street parking and Paine parking lot. Possibly church parking
lot if allowed
APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY
CLERK
Severe Weather Contingency
Shelter Locations:
Family Discovery Gallery located in the lower level of the Mansion of the Paine Art
Center and the Basement of the Carriage House of the Paine Art Center
Have you confirmed that the locations will be open and available? Yes
Who will determine if your event is canceled or held? Phone number:
Aaron Sherer at 920 - 235 -6903 ext 26, cell 920 - 312 -8905 / Doris Peitz at 920 - 235 -6903
ext 22, cell 920 - 517 -0288
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
2. Location of first aid stations
3. Location of information / ticket booths
4. Boundaries of the event
5. Location of fences
6. Location of exits and gates (gates must be numbered)
7. Location of Fire extinguishers
8. Location of severe weather shelters
9. Location of Fire / EMS access road
10. Location of security staff
11. Location of emergency contact event personnel
12. Location of assembly area and approximate occupant amounts
13. Location of event parking
14. Location of barricades
15. Location of generators
16. Location of temporary roadways
APPLICATION FOR SPECIAL EVENT PERMIT
— TO BE RETURNED TO CITY CLERK
Other
Provide any other information that you feel should be considered
Our request is as such:
1. That both Algoma Boulevard (between New York Avenue and Congress Avenue) and Congress
Avenue (between Algoma Boulevard and Elmwood Avenue) be closed from 5 a.m. until 9 a.m.,
the time that the event begins while vendors unload their items at the start of the day and again
from 4 - 5 p.m. while vendors load their items at the end of the day.
2. Once the event begins, we would like Congress Avenue (between Algoma Boulevard and
Elmwood Avenue) to remain close to allow for festivities in the street as well as maintain the
safety of those who wish to enjoy the event and the Paine grounds.
3. We understand it is necessary for Algoma Boulevard to remain open during the hours of the
event to allow for traffic to move freely on Algoma Boulevard. However, we are requesting that
the east lane be coned off as a loading lane, allowing vehicles the capability to park briefly along
the terrace so they may pick up the items they may have purchased during the day. This would
still allow for two lanes of traffic, the center and west lanes to remain open on Algoma Boulevard.
4. In addition, we are requesting that handicap parking be allowed on the east side of Algoma
Boulevard between New York Avenue and the area of the event and that signs be placed
indicating such.
5. Barricades would be requested to close off streets as well as the Paine's parking lot on Elmwood
and the two entrances to the Public Museum's parking lot until the time the Museum opens.
Yes No
x I have reviewed and have considered the Contingency Plan
information provided by the City of Oshkosh along with this
application (pages 11, 12)
x I have reviewed and understand the City's Insurance
requirements for Special Events as described in this document
(pages 13, 14, and 15)
— x_ I am enclosing the event's Public Safety Site Plan (see page 9)
_x_ I am enclosing other information that I believe is necessary or
helpful to describe the planned event
SIGNATURE
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 th I will promptly notify the City of Oshkosh of these
changes,pnd request gWpval of them. / _ /^
ty'n Q - J r r . X CGV 6 ✓B Pi a it r Date
(print name) (print title witli organization)
APPLICATION FOR SPECIAL EVENT PERMIT — FOR REVIEW ONLY
CONTINGENCY PLAN
Event sponsors should review and consider the following issues when
they are planning or preparing for an event. Many of these issues are required
by one or more regulations, or are components of larger regulations.
Considering other issues which may not be required should contribute to the
planning and operation of the event. Developing responses to these questions
should result in more productive and fruitful discussions with the various
departments with the City during their review of the Special Event Application.
1. Weather related issues: rain, snow, severe storms, tornadoes, etc.
a. If the weather forecast includes bad weather, will the event be cancelled?
If so, how will attendees be notified?
b. Develop a plan for the sudden onset of severe weather. Where will the
people go and who is designated to assist in their safe arrival at the safe
refuge place?
c. Is there an area of safe refuge in case of a tornado?
2. Medical Issues
a. Where will ambulance access to the event be in case one is needed?
b. Who will conduct crowd control in the event of a medical emergency?
c. Will a first aid station, with trained first aid provider, be provided at
the event? Where?
d. If applicable, is there adequate shade to prevent heat stroke? Will
water be provided? Where?
3. Crowd Control
a. Who will monitor the barricades?
b. Who will work the entry gates? Maintain egress and access?
c. Who will patrol the area to prevent incidents from getting out of
control?
d. Develop a plan for those patrolling the crowd of what to do if they
encounter unruly behavior. Have communications equipment.
APPLICATION FOR SPECIAL EVENT PERMIT— FOR REVIEW ONLY
4. Security
a. Will there be Police Officers providing security? If so, contact the Police
Department for applicable requirements or guidelines relating to the number
necessary.
b. If volunteers or private agencies provide security, will they have appropriate
phone numbers for EMS, Fire, and Police?
c. If applicable, what will security officials do if non - paying attendees breach
the gate or perimeter?
d. If a complaint is received, for example, for loud music, how and who will
handle the complaint?
e. Provide communications equipment. Portable radios, cell phones, and
access to land lines.
f. If applicable, secure monies in an area not accessible to the attendees.
5. Event Logistics
a. Where will there be, or will there be, a staging area for support staff?
b. What time will the crowd be disbursed and by whom?
c. Who will conduct clean up?
d. Remember to maintain fire lanes and access roads.
e. Appoint one person to oversee and take responsibility for the event. Who?
f. Will an adequate amount of restroom facilities be provided? Where?
g. Is there adequate safe parking provided? Where?
Space Intentionally Leff Blank
SPECIAL EVENT
INDEMNIFICATION AND HOLD HARMLESS AGREEMENT
(Medium and High Risk Events)
EVENT: Faire on the Green
ORGANIZER: Paine Art Center and Gardens
1410 Algoma Blvd, Oshkosh, WI 54901
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 Paine Art Center and Gardens,
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
Paine Art Center & Gardens Inc.
(print name of organizer)
I da
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(print name) (print title)
(date)
(signature) (title)
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