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Home My WebLink About11-339JULY 26, 2011 11 -339 RESOLUTION (CARRIED 6 -0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVAL OF SPECIAL EVENT / UW- OSHKOSH AND UW- OSHKOSH FOUNDATION TO UTILIZE CITY STREET FOR UW- OSHKOSH SAGE HALL DEDICATION (EAST ENTRANCE — HIGH AVENUE) / SEPTEMBER 23, 2011 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted to UW Oshkosh and UW Oshkosh Foundation (Art Rathjen) to hold UW Oshkosh Sage Hall Dedication (East Entrance — High Avenue) on Friday, September 23, 2011, from 9:00 a.m. to 11:00 a.m. 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 D 77 �}��F�°2ICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY �^ T CLERK GENERAL EVENT INFORMATION Official Name of Special Event: UW Oshkosh Sage Hall Dedication Start Date: Sept. 23, 2 011 End Date: Sept. 23, 2 011 Briefly describe your event. Be sure to include the purpose of the event and all planned activities. The University of Wisconsin Oshkosh will d edicate its first state - funded academic building (in 39 years) during the morning of September 23, 2011. It is anticipated that over 400 quests, state dignitaries, alumni, staff an members of the Oshkosh community will be in a ttendance. EVENT SUN MON TUE WED THUR FRI SAT DATE SETUP TIME 4 -5 pm START TIME 9 am STOP TIME 11 am TEAR DOWN 11 am / CLEAN UP to 1 pm COMPLETED Location of Event: East entrance of Sage Hall (High Street). Estimated Attendance (daily & total): Booths: 400 total Number of Organization(s) Sponsoring Event: UW Oshkosh & UW Oshko Foundation (including addresses) 800 Algoma Blvd, Oshkosh, WI 54901 842 Algoma Blvd, Oshkosh, WI 54901 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Primary Contact: Art Rathj en Daytime Telephone: 920 .424.7121 Cell Phone: 314.498.2800 Fax- 920.424.7 Email: r athjena@uwosh.edu '� •- � � -fib � � ��' Address: 842 Algoma Blvd City: Oshkosh State: wz Zip Code: 54901 Secondary Contact: Joe LeMire Daytime Telephone: 920.424.1212 Cell Phone: 92 0 .312.2193 Fax Email: lemirej@uwosh.edu Address: 800 Algoma Blvd City: Oshkosh State: WI Zip Code: 54901 Onsite Primary Contact: same as primary contact a bove Cell phone: Fax: Email: Address: City: _ Zip Code: Onsite Secondary Contact: same as secondary cont act above Cell phone: Fax: Email: Address: City: State: Zip Code: NOTE Either the primary or secondary onsite contact must be present onsite at all times during the event. State: 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.) X Other Building Dedication Location of event: g ark or o h r ublic street, i ewalk, alley, or right of way rivate 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) X Barricades (Approval from City Clerk's office if in right of way) 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 Event insurance Public safety & security / EMS services ❑ Electricity / Generators • Fire extinguishers • Advertising with banners or signs ❑ Drinking water ❑ Grey water and grease removal )< Weather contingencies (Tent) ❑ LP Gas ❑ Tent Heating Space Intentionally Left Blank APPLICATION RETURNED TO SPECIAL CITY CLERK M'T — TO B S ecial Event Public Safetu an Securi Plan Name of Event: Oshkosh Sa e Hall Dedication Location of Event: East Entrance of sage Hall Date of Event: september 2 , 2011 Time the Event is to Open: 9 00 AM Sponsor of the Event: uw Oshkosh Foundation Estimated Attendance (daily and total): 400 Emer enc Contact Information: Name: Art Rathj en Daytime Phone Number: 9800424' 7121 Cell Number: Name: Joe LeMire Daytime Phone N Number: 2193 920.424.1212 Cell Number: Name: Daytime Phone Number: Cell Number: __ Primary Location of Event Staff at Event Site: East Entrance of Sage Hal Emer enc Notification of the Public The public will be notified of safety and/or security issues in the following manner: - Public Address system (location on stage platform) stem - BRG Mass Communication Sy APPLICATION FOR SPECIAL EVENT PERMIT— TO BE RETURNED TO CITY CLERK Emergency Medical Services Name of Provider: city of Oshkosh Fire Department Contact Person / Telephone Number: BC Jim Austad - 920.236. Location of Provider at Event Site: N/A UW Oshkosh police will also assist and have AED's in their squad cars. The Student Rec & WeeT o f ied staff also have AED' s and CPR /AED Fire P rotection and First Aid c Name of Provider: cit of Oshkosh Fire Department Contact Person /Telephone Number: Chief Timothy Franz - 920.236. Location of Provider at Event Site: N A Number of Fire Extinguishers: 5+ within immediate location Location of fire access roads: All roads on route are accessible Securit Name of Provider: UW Oshkosh Police Contact Person /Telephone Number: Chief Joe LeMire - 920.424.1 Location of Provider at Event Site: on campus Location of Missing Persons Station: 80o Al oma Blvd, Oshkosh, WI 54901 Event Parking Locations: UW Oshkosh Lots 7, 7a, 8, 13, 27 & 35 APPLICATION FOR SPECIAL EVENT PERMIT— TO BE RETURNED TO CITY miz CLEKA Severe Weather Contingency Shelter Locations: Lobby of Sage Hall & Kolf Arena Have you confirmed that the locations will be open and available? Yes Who will d"RichardeH nwellsceied�Or held? 4 . o200e number: Chancellor Public Safety Site Pla 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 N/A 2. Location of first aid stations N/A 3. Location of information / ticket booths N/A ® Boundaries of the event 5. Location of fences N/A (g ates must be numbered) N/A Location of exits and gates Location of Fire extinguishers Location of severe weather shelters .9. Location of Fire / EMS access road N/A Location of security staff 11 Location of emergency contact event personnel Location of assembly area and approximate occupant amounts 13 Location of event parking 14 Location of barricades 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 with hopes of receiving app roval, Univ ersity Police Chief Joe LeMire, will immediately contact OPD Officer Matt Harris to arrange road closures and review schedule of activities surrounding this special event request. Foundation President, Art Rath'en and Vice Chancellor, Tom Sonnleitner will also keep City Manager, Mark Rolloff, apprised of all activity developments. 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) 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 Ev ee t t I ill promptly notify the City of Oshkosh of these changes a qu st a p val of them. 6 I 1 ; - Jal Art Rathjen, Fou da ion President Date (print name) (pn tle with 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 Left Blank SPECIAL EVENT INDEMNIFICATION AND HOLD HARMLESS AGREEMENT (Medium and High Risk Events) EVENT: UW Oshkosh Sage Hall D edication ORGANIZER: U Oshkosh 800 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. inconsideration for the City's approval of the Special Event, UW Oshkosh , 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 Art R athjen (print name of organizer) T r+- D�tl�-icn tion Pr esident (print title) (date) (signature) (title) (print name) (print title) c� t 0 — 4-, 0 a S rL ic v � �b i 5. 5 x a�