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4 How do I apply? www.ci.middleton.wi.us City Clerk City Hall 7426 Hubbard Ave. Middleton, WI 53562 (608) 821-8350 Hours: M-F, 7:45A - 4:30P 1 City of Middleton Special Event Pamphlet ---PAGE BREAK--- 2 When is a Special Event Application NOT required? There are less than 200 participants and the event does not use public streets or close public trails. The event is to take place entirely on State, County, School District, or private property. The event is a sporting event that is to take place on property equipped with facilities designed for the purpose of accommodating such events. The event is a funeral procession. An alcohol license is issued covering the entire premises upon which the event is to be held. The event is organized, sponsored, or directed by the City of Middleton. What is a Special Event? A special event takes place on public property with 200 or more individuals taking part or attending, and all events involving the use of public streets or closure of public trails. “Participant” means only those persons actually taking part in the event, including, but not limited to, those sponsoring, organizing, promoting, or initiating the event; those invited to attend; those paying to attend; or those for whom the event is sponsored, organized, or initiated, including the general public. “Public Property” means streets, sidewalks, parkways, highways, roads, boulevards, avenues, alleys, plazas, parks, conservancies, medians, and any and all spaces dedicated to the public use or used in any way by the City for the benefit of the public. “Special Event” means any event requiring the closure of any street, road, highway or trail, or any concert show, performance, marathon, parade, race, walk, or any other such activity or gathering of persons, animals, or vehicles upon public property that is organized primarily for the purpose of amusement, athletic competition, charity, commemoration, education, or entertainment, Except for events that will require the closure or use of public streets, this definition shall only apply to events where 200 or more individuals are expected to participate. 3 Approval Process Application materials may be obtained from the City Clerk or online. Tour- ism and the Police can answer questions and facilitate your application. You are expected to consult with them. This is a universal application and some sections may not apply to your event. The Contact Information, Event Information, and Event Characteristic sections should always be completed. Other sections should be marked either “Yes” if applicable or “N/A” if not applicable. Some sections refer to additional permits that may be required for some events. Some of the more common additional permit application forms have been placed in the appendix for your convenience. Application materials, additional City permit applications, and all base permit and license fees should be submitted to the City Clerk at least forty-five (45) days before the event (120 days is recommended for a major event). Proof of insurance, if required, must be submitted to the Clerk at least seven days prior to the event. The Clerk will forward special event applications to the Police for review and recommendation to the License and Ordinance Committee. The Police will consult with any other City staff that may be warranted. The applicant may be asked to attend a planning meeting with City staff and/or, in some cases, be required to submit supplemental plans. The License and Ordinance Committee may approve, approve with conditions, or deny special event applications. The applicant may be required to reimburse the City for the actual costs it incurs, including costs for reviewing the applications, planning for and setting up for the event, and for providing any security, traffic control, crowd control or other emergency services personnel, or for the costs of any remedial actions. The Committee may waive or modify insurance requirements for purely private events. The determination of the License and Ordinance Committee may be appealed to the City Council.