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Home My WebLink About11-284JUNE 28, 2011 11 -284 RESOLUTION (CARRIED 7 -0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVAL OF SPECIAL EVENT / WINNEBAGO COUNTY FAIR ASSOCIATION / UTILIZE SUNNYVIEW EXPOSITION CENTER FOR WINNEBAGO COUNTY FAIR / AUGUST 2, 3, 4, 5, 6 & 7, 2011 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted to Winnebago County Fair Association (Tom Egan) to utilize Sunnyview Exposition Center, Tuesday through Sunday, August 2, 3, 4, 5, 6 & 7, 2011, from 9:00 a.m. to 1:00 a.m. each day, for their Winnebago County Fair, 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 Name of Soecial Event: EVENT SUN MON TUE WED THUR FRI SAT DATE SETUP TIME START TIME STOP TIME TEAR DOWN v / CLEAN UP COMPLETED - Location of Event: , ` � 4 Estimated Attendance (daily & �G oz)z Number of Booths: Organ iz tion(s) Sponsoring Event- �� / rind- �G:G/)�CSlih�l�� %, /,/ �l- . �i/��r�i..�i • %`i? (including addresses) . MAY I Y 2011 Lt , 6 J Start Date: C,. s End Date: Briefly describe your event. Be sure to include the purpose of the event and all APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Primary Contact: Daytime Telephone: Cell Phone: Fax: P�� Email: Address City: c o / - 7 / c State: Z.- Zip Code: , S S � r 11__D " Secondary Contact: z f - /J Daytime Telephone: qz 1k Cell Phone: 5 2o Fax: Email: Address: City: State: /J r Zip Code: / Onsite Primary Contact: Cell phone: Fax: Email: Addres _ loo Cf ✓ Yo City: Y s` I /? State: O Zip Code: Onsite Secondary Contact: Cell phone: Fax: Email: 1 Address: City: 3s,4 State: Y L :L Zip Code: _S jai NOTE Either the primary or secondary onsite contact must be present onsite at all times during the event. 7 1 �1 O O G pt I o U 1 D L� W fr MN El CL 91lI� •w i E �� v' o- ' � �� air ��` � r " �� ' ^" �s A3 a f o r- le `�� 3 }�� Sy nc Cr``t � �� aR p i a • y'*�" r y '-�� 4� ,�� r.c , .� ,� "t�° ;j, eF N"�*jv �� "d�� m `i��°•x E�.: ��" �i _: �� Q c APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK SPECIAL EVENT CHECKLIST (please check all boxes that apply) Is your event a: o''Festival / Music Concert io- Religious / ducational ❑ Rally / Memorial ❑ Street / Block Party ❑ Parade / Fun Run / Walk -a -Thou ❑ March utilizing any Public Property ❑ Public Assembly for Political Purpose ❑ Sport Tourn ment (Fishing, Soccer, etc.) tether r ,>r Location of event: 2- or other public property • Public street, sidewalk, alley, or right of way • Private property Will you have a3-Alcoholic beverages (Additional permit required from City Clerk) iii—Food & non - alcoholic beverages (Additional permit required from Health D pt.) m -food related sales and /or display booths (No additional permits required) u-7ent and /or Canopy (Additional permit required from Inspections Dept.) (Digger's Hotline must be contacted minimum of 3 days before digging) e- Generator(s) and /or additional electrical facilities (Additional permit required from Inspections Dept.) ❑ Fires or Candles (Additional permit required from Fire Dept.) p�Fireworks (Additional permit required from Fire Dept.) m�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) I APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK P-Amplified Sound 2-Animals included or allowed in event (animals must be licensed and have proof of vaccination) r,�-Cooking Equipment (Fire Department approval required) We have made arrangements for rr Restroom and hand washing facilities u —Solid waste and recycling services m�Event insurance 2-'Public safety & security / EMS services P Electricity / Generators dFire extinguishers o-'Advertising with banners or signs ❑ Drinking water u- water and grease removal ❑ Weather contingencies ❑ LP Gas ❑ Tent Heating Space Intentionally Left Blank APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Name of Event: Location of Event: Date of Event: fi <_�i_,s 1,:--,2 ` Time the Event is to Open; Sponsor of the Event: U' ?/) �z " -a C,� i A Estimated Attendance (daily and total): �✓ f�� Emergencv Contact Information: Name: Daytime Phone Number: x. Cell Numb h - ,Z - 2S- Name: / ;r 0a.) "21 Daytime Phone Number: Cell Number -,57L-2) - 7 Name: #e r Daytime Phone Number: Cell Number: Primary Location of Event Staff at Event Site: Emergency Notification of the Public 10 The public will be notified of safety and /or security issues in the following manner: APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Emergency Medical Services / v Name of Provider: 4�6-1-< 5 Contact Person/ Telephone Number Aelz- Location of Provider at Event Site: :G� ��rn�� G�� ' ; 6r :� Fire Protection l Name of Provider: C/S��v,S` f`�f e— Z)eo Contact Person / Telephone Number: %// Location of Provider at Event Site: Number of Fire Extinguishers: Location of of fire access roads: (2 h / �� C' Securit Name of Provider: Contact Person / Telephone Number: Z ✓ D 4 ems- e'� -� Location of Provider at Event Site: CG 1 0 Location of Missing Persons Station: �' �� L%`I r G � Z:�' Event Parkin Locations: 9 i ` 11 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Severe Weather Contin enc S"Iter Locations: Have you confirmed that the locations will be open and available? Who will det j rmine if -you r e�e�t_is ca 'I or h Id? Phone number: 'I . r�s� I %vim 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 PROPOSAL Hy lei Je9 tSC — ice f3U*+erCup C E C3er� ► n WI S�q a3 PROPOSAL SUBMITTED TO: WORK TO BE PERFORMED AT: PROPOSAL NO. - SHEET NO. DATE NAME WtAneloa,Ap Cou✓► ADDRESS y, �� ADDRESS CITY, STATE > /_ S / L CITY,STATE DATE OF PLANS PHONE NO. ( Quo) - We hereby propose to furnish the materials and perform the labor necessary for the completion of L� L49 20- r 1 0l, k e rre s n ►n 0- ill CA rw-6 UIPA T F 4Q r an } + ►rn 0 IF i r�5 All material is guaranteed to be as specified, and the above work to be performed in accordance with the drawings and specifications submitted for above work and completed in a substantial workmanlike manner for the sum of: Dollars ($ ) with payments to be as follows ` (� Any anention or deviation Irom above specilicahons involving extra coats Respectfully submitted- will be executed only upon wriden order. and will become an extra charge over and above live estimate. All agreements contingent upon strikes, acc+dsnts. or delays beyond our COnllol. _ Per Note - This proposal may be withdrawn by us if not accepted within days. ACCEPTANCE OF PROPOSAL The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorize do the work a specified. Payments will be made as outlined above. SIGNATU DATE SIGNATURE a .d 9450 Winnebago County Fair 2011 Plan For Event Security 1. POLICE PROTECTION A. The Winnebago County Sheriff Office (WCSO) may have a temporary office located in the SE corner of the Expo Building. B.WCSO will patrol the grounds 24 hours /day starting Tuesday at 6:00 P.M. C.WCSO may assist in getting people into the grounds from approximately 5:00 P.M. to 7:00 P.M. on County Y. They may also assist by running the lights at Hwy 76 and Hwy Y after the main show ends. D.WCSO will assist the Fair Board when handling unruly spectators. 2. EMERGRNCY MEDICAL SERVICES A. First Aid Station will be located near main entrance of Expo Building. B. When an ambulance is needed, call 911 and give all pertinent information. Have a board member, security or someone responsible meet ambulance at main gate and direct them to proper location. Remind ambulance drivers to shut off sirens so the animals aren't spooked. C. Oshkosh Fire Department Ambulance will be on hand for needed Grandstand Events. 3. EVACUATION A. Evacuation on grounds or building(s) will be at the discretion of The Fair Board. B. Use public address system to make announcement stating what the emergency is and asking people to leave in a timely and safe fashion. C. WCSO will assist with evacuating people out of fairgrounds as quickly as possible. 4. SEVERE WEATHER A. Shelters Utilize the following areas in cases of severe thunderstorms. 1. Expo Building 2. Under Grand Stand 3. Any Barn 4. Bathroom located by barns B. The following are approved tornado shelters. 1. Bathrooms in Expo Building 2. Bathrooms by barns C. Whenever a severe thunderstorm warning or tornado warning is issued, the Fair Board (Executive Board) will determine what steps to take such as: 1. Cancel fair activities 2. Seek shelter 3. Evacuate grounds 4. Maintain status quo The undersigned have reviewed and hereby approve the Winnebago County Fair Event Security Plan. President WCFA Security Director WCSO Expo Manager Date Date Date Date APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Other Provide any other information that you feel should be considered Yes No V� V 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) 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 change 'Ind request approval of them. Date (print name) __ (print title with organization) 11 n 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. 1 n 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 Left Blank I SPECIAL EVENT INDEMNIFICATION AND HOLD HARML AGREEMENT (Medium and High Risk Events) - - EVENT: 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. E ORGANIZER / c (print netme pf or (anizer) /-/A�10 (print name) (print title) (date) (signature) (title) (print name) (print title) 17