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Home My WebLink About11-195APRIL 26, 2011 11 -195 RESOLUTION (CARRIED 6 -0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVAL OF SPECIAL EVENT / BADGER STATE OUTBOARD ASSOCIATION / UTILIZE MENOMINEE PARK FOR THEIR SHAKE THE LAKE / SEPTEMBER 3 & 4, 2011 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted to Badger State Outboard Association (Jon Evans) to utilize Menominee Park Saturday, September 3, 2011 from 11:00 a.m. to 5:00 p.m. and Sunday, September 4, 2011 from 11:00 a.m. to 5:00 p.m. for their Shake the Lake event 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 none APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK GENERAL EVENT INFORMATION Official Name of Special Event: 6 h a ke. /'l L ,:�Jc�e- Start Date: 9/4)u End Date: 9/Y A l b P 11& ON, de y on �I1 � EVENT DATE U MON TUE WED THUR FRI a6 � SAT SETUP TIME 1Y00A1 v"\ E START TIME H A 4tn STOP TIME $ Pm S Pm TEAR DOWN / CLEAN UP COMPLETED `7 PM Location of Event: Estimated Attendance (daily & total): 9 5 - 0/ 500 to rc. l Number of Booths: - Organization(s) Sponsoring Event: (including addresses) 0 A+ c.k i C ,� evenk. L/ FM' CITE;Z'S 6 Briefly describe your event. Be sure to include the purpose of the event and all planned activities. ti ,{ I HJt�� Cafe IC;.je( 13co ftSSOLtC�;Ci / A SAne��o�eG 7 C)�n�b CC rc� book f C.0 nw 4 A10n- Dro� 11 C- � / 54Cn» C!� bJ 17o�n, r S�ra�2 Un��o ,{ _ e vc A ' APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Primary Contact: Daytime Telephone: `? Zii • Y ' y --t , Cell Phone: 9 zo - Z Fs�l yt1'L Fax: Email: Address: Al ; 3 y 8 City: State: L,',) Zip Code: .-q 9 y 7 Secondary Contact: Evc AS k Daytime Telephone: 9 ;?a - yao - ;1 51 Cell Phone: 9 go - 11.70- a 151 Fax: Email: 31 (, y7 0 vc, �,c � Address: 3 2 0 m ,- k C - � - City: Ake VA C State: 6,,) 1 Zip Code: 5q 9s6 Onsite Primary Contact: Dc°.ve 14-c v q Cell phone: 9;0 128y - y v y- Fax: Email: Address: N ;� 3 y S (,J tc,,, kk r k &- -- City: State: L, I Zip Code: _S - q 9 �-/ 7 Onsite Secondary Contact: - j — C r E V o-, s Cell phone: 2 ;0 - Y-20 - --2 SI Fax: Email: 316 92 akaa . co.-, Address: go Mar C4 City: l��a ^OL,ti. State: LJ I Zip Code: SY 95 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) 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) l Barricades (Approval from City Clerk's office if in right of way) 6 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 /o Solid waste and recycling services K Event insurance ❑ Public safety & security / EMS services Electrici�r /Generators o Fire extinguishers 'X Advertising with banners or signs ❑ Drinking water ❑ Grey water and grease removal ❑ Weather contingencies • LP Gas • Tent Heating Space Intentionally Leff Blank i APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Special Event Public Safety and Security Plan Name of Event: 7 tcc % * ,/ " (-( <6 Location of Event: l" r' Date of Event: G� Time the Event is to Open: � ✓J "FO Sponsor of the Event: 131kz -E,2 27AT< t�7✓�r� �� (� Estimated Attendance (daily and total): _ _ 2 15� J—A /Z Emergency Contact Information: Name: ,i e 4A& ,0 Daytime Phone Numbe . o - 2 8 y - Cell Number: say"R a3 C6 vt Name: Euao 5 Daytime Phone Number: 9.)cG - y,?0 - ai S l Cell Number: Name: QL, c I L A r,.-, 15 Daytime Phone Number: 9-�6 - , -2 �?q - 4j S3 Cell Number: 61 �7' Primary Location of Event Staff at Event Site: �'— Z-a6 (LUC�C Emergency Notification of the Public The public will be notified of safety and /or security issues in the following manner: 10 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Emergency Medical Services Name of Provider: 20 Contact Person / Telephone Number: Location of Provider at Event Site: 6-n aztu C c. , o W�- Fire Protection Name of Provider: Contact Person / Telephone Number: Location of Provider at Event Site: Number of Fire Extinguishers: Location of fire access roads: Security Name of Provider: Contact Person / Telephone Number: Location of Provider at Event Site: Location of Missing Persons Station: Event Parking Locations: 11 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Severe Weather Contingency Shelter Locations: Have you confirmed that the locations will be open and available? Who will determ if your l (� event is canceled or held? Phone r number: D 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 12 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Other Yes No have reviewed and have considered the Contingency Plan information provided by the City of Oshkosh along with this application (pages 11, 12) have reviewed and understand the City's Insurance requirements for Special Events as described in this document (pages 13, 14, and 15) I am enclosing the event's Public Safety Site Plan (see page 9) I 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 request approval of them. 3 /a EZ �ovn L1G�y� S Sa� Date (print name) (print title with organization) 13 Provide any other information that you feel should be considered 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, sr , severe storms, tornadoes, etc. a. If the weather forecast includes bad weather, will the event be cancelled ?' If so, how will attendees be notified? P1q 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? /t9,ot' 2. Medical Issues r►�' -� 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? O-T% d. If applicable, is there adequate shade to prevent heat stroke? Will water be provided? Where? oj /U11tA-t-Z 3. Crowd Control a. Who will monitor the barricades? CArYx n ' Y u -C 'z � 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. 14 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? cj' I c. If applicable, what will security officials do if non - paying attendees breach the gate or perimeter? 0 ) 11 &Xl r 6 d. If a complaint is received, for example, for loud musi , 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? 19 c. Who will conduct clean up? CO kL d. Remember to maintain fire lanes and access roads. e. Appoint one person to oversee and take responsibility for the event. Who? P f. Will an adequate amount of restroom facilities be provided? Where? t �r g. Is there adequate safe parking provided ?�r ? , . U Space Intentionally Left Blank 15 SPECIAL EVENT INDEMNIFICATION AND HOLD HARML AGREEMENT (Medium and High Risk Events) EVENT: ORGANIZER: - C o %,T,00A1,d 4-j5O , 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, /L �i �4 % � i!S(�2 aZ1�`.^� 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 Gv� J'UO.Vn S (print name of organizer) L (date) (signature) (title) (print name) (print title) (date) (signature) (title) (print name) (print title) 17 Proposal for Oshkosh Regatta. 2011 Badger State Outboard Association (BSOA) proposes a two -day event of outboard motorboat races at Oshkosh, WI (Miller's Bay) on September 3rd and 4 2011.The event is sanctioned by APBA (American Power Boat Association) and shall consist of various classes and divisions of outboard race boats. The two -day event will include testing of race boats from 11:30 am to 12:00 pm with racing starting after 12:00 pm until finished no later than 7:00pm. BADGER STATE SHALL BE RESPONSIBLE AS FOLLOWS: 1. To conduct the races and handle all race related duties, such as: A. Secure APBA Sanction and Insurance Liability coverage B. Selection of Officials C. Setting out and removing the course (buoys) D. All race equipment, such as buoys, anchors, rope, scales, flags, timing equipment, starting clock, communication radios, etc E. Handle all race entry income and disperse all expense and award monies. 2. A minimum of three (3) patrol and safety boats. BSOA will arrange for divers if required. 3. Erect a suitable judge's stand and inspection area. Only authorized personnel by the Race Director or Referee is allowed. 4. Erecting a suitable P.A. system for race announcing and local advertisements. 5. Race event schedule - race schedule will be determined by the race committee after all entries are in. The water will be opened periodically for traffic if required. BSOA reserves right to cancel regatta if in the judgement of race officials, weather or water conditions are prohibitive. 6. Coast Guard - BSOA will make the necessary arrangements with the Coast Guard on Federal waters. 7. Arrangements for ambulance to be at race by 11:30 am each morning and it is expected to be on site until 7:00 pm, if necessary (unless local sponsor agrees to secure ambulance services). The ambulance is not to be on call for non -boat race usage and a second ambulance is to be available on 15 minutes notice if the first ambulance must leave with an injured driver. 8. BSOA is currently planning to provide food and beverage concessions. The organization may contract these services through local nonprofit community organizations. BSOA will work with Park Department to ensure all regulatory requirements are met for sale of food and alcoholic beverages. 9. BSOA may work with a local nonprofit community organization to provide live musical entertainment after the races. PARK DEPARTMENT WILL BE RESPONSIBLE AS FOLLOWS: 1. BSOA will work with Park Department to secure all necessary park, river/lake, ramp etc. permits to allow event to happen. 2. Provide sufficient space to permit drivers to launch their boats and adjust their motors, including the race site. 3. Provide sufficient space for Judges Stand (approx. 120 sq ft ) and inspection at waters edge (approx. 40 sq ft) 4. Provide sufficient space for overnight accommodations for motorhomes, vans, cars and tenting. 5. Provide sufficient rest room facilities for spectator convenience. 6. Provide barricades for use of traffic control. Badger State Outboard Association, Inc. :: o ' ' -rV 0 h 5 Representative Phone Number g,/O - 2) s i pa e Ik k" k Representative Phone Number 9,;7,o - Zzi - yy y 2