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 SPECIAL EVENTS - Street Use Permit

What is Street Use Permit? || Application Procedure || Site & Route Plan || Safety & Security Plan || Notification Requirements || Certification of Insurance || Other City Permits       

Special Event Organizers - It is VERY important that you read ALL of the following BEFORE calling.  

What is a Street Use Permit and When is One Required?
A Street Use Permit is the required permit that allows individuals or groups (both for-profit and non-profit) to use City streets - including sidewalks, parking spaces/lanes and State St. performance areas - for an event or activity. A Street Use Permit is required if any of the following apply:

Street Use Permit Application Procedure

1. Fill out the Street Use Permit application.

2. Submit the completed application, applicable documents (see below) and the non-refundable application fee of $50 for one-time events or $150 for serial events (made payable to "City Treasurer") at least 30 days prior to your event (unless special event resolutions are requested, then 60 days is required), to:
   City Clerk Office / 210 MLK Jr. Blvd., Rm. 103 / Madison, WI 53703
   A late fee of $100 will be charged for applications received after the deadlines indicated.

3. Street Use Permit applications and materials are reviewed by the Street Use Staff Commission at bi-weekly meetings. Event Organizers may be required to attend the meeting when the application is reviewed. City Staff will contact you if your attendance is required.

4. IF/WHEN the application is approved, a street use permit will be issued to the Event Organizer. The Street Use Permit will list the date, time and location of the street closures, as well as any conditions for the event.

5. If applicable, include the following with the completed application:

 

• The schedule should encompass all activities planned for the event, such as vending - food, beverages and/or merchandise - music/performances, displays, exhibits, demonstrations, rally, parade, etc.

• The schedule begins when event set-up starts and ends when the street(s) is re-opened for normal use.

• Include the following information: location of tents, stages, fencing, vendors, portable toilets, beer gardens, dumpsters, staging areas, emergency vehicle access lanes (minimum of 16'), accessible paths for wheelchairs as well as ample disabled parking, and any other related event components not listed above.

• A detailed route map should also be provided if the street closure is for a run, walk, parade or other "moving activity".

• The Safety plan should include first aid and emergency response procedures, emergency contact information, designated "lost child" area, plan to communicate information to staff and volunteers

• The Security plan should include plans for crowd control, alcohol containment, securing valuables and protecting event participants

• Per MGO 10.056(4)(a) 11 - "[I]f there will be any extraordinary security measures including searches of persons or vehicles, the applicant shall submit that plan as a separate Attachment to the application."

• City of Madison Police and Fire Department representatives may make additional recommendations after review of the Safety and Security plans at the Street Use Meeting.

• Include plans for collection and disposal of materials during and after event - number and location of garbage/recycling containers and dumpsters; number/schedule of volunteers/staff assigned to collection and clean up.

• If City containers are not used, please provide name of collection agency providing equipment and service for the event.

• Large Public Events of three (3) or more blocks, 10,000 or more estimated attendees and any event requiring bus detours or significant traffic rerouting shall send a copy of the street use permit application to the alderperson(s) of the aldermanic district(s) where the street closure is requested and to the area neighborhood association within five (5) days of submitting the application.

• The Event Organizer shall provide written notice of the event to each occupant on the street(s) to be closed, prior to the event. The notification shall include contact information for the Event Organizer. The purpose of the notification shall be to exchange information and receive public comment about the details of the event. The Event Organizer shall keep a record of all public comments and provide them at the Street Use Staff Commission meeting when the application is reviewed. If a Street Use Permit is granted, the Event Organizer shall also promptly notify any merchants or building occupants identified by the Street Use Staff Commission. The Event Organizer shall provide the Staff Team a copy of the written notice(s).

• Podium Events - Groups or individuals requesting the use of the Podium (700/800 State St.) during regular business hours, Monday - Friday, 8:00 a.m. to 5:00 p.m., are responsible for notifying the agencies surrounding the area of their activities. The listing of the agencies to be notified is included with the street use permit application. Please have an agency representative sign the petition. Electronic signatures are acceptable and encouraged. However a signature is obtained, the event organizer must provide agencies with the application information for the event - date, time, location, contact information, etc. Turn in the signed petition with your completed application.

• Insurance requirements depend upon the risk level of the event, which is determined by such things as the size and nature of the event, the expected attendance, potential for injury, if there is alcohol, and other considerations.

• The City's Risk Management Office will make a determination regarding the requirement of insurance for an event or activity. If a Certificate of Insurance is required, the event organizer will submit a general liability insurance policy certificate in the amount of $1,000,000 naming the City of Madison and its Parks Division as an Additional Insured. The City of Madison Risk Management Office must receive this certificate 30 days prior to the event date. This official certificate may be mailed or faxed. City Risk Manager, 210 MLK JR. Blvd, Rm 406, Madison, WI 53703; Phone (608) 266-5965; Fax (608) 267-8705.

Waiver Explanation
If an application is received more than 60 days before the event, the Street Use Staff team may wait to review the application so that all the information and details of the event are current and complete. In these cases, we request that event organizers waive the 21-day requirement for a decision on the application. If you agree to this waiver, please check and initial the statement as indicated.

Other Required City Permits
As the Event Organizer, you are responsible for obtaining all permits that the City of Madison requires for special events. You must include all pertinent information before this application will be reviewed by staff. Please indicate which permits you are required to have for your planned event.

• Special Event Vendors License- If vendors will be selling merchandise at your event, you must have a Special Event Vending License. This is different than a vending license for a park. After you receive approval for your Street Use Permit, you will need to contact the City Clerk Office to request an application. On the application you will need to list each of your vendors and their State of WI Tax ID # (a.k.a. State Sellers Permit #). The fee for this license is dependent on the number of vendors at your event: 1-50 vendors $100.00, 51-200 vendors $200.00, or
  over 201 vendors $300.00

• Temporary Restaurant Permit - required if food or beverages, other than prepackaged items, will be sold or served at the event. A permit application is available on-line at www.cityofmadison.com/health or you may pick up an application at the City Clerk's Office, at 210 MLK Blvd, Room 103, phone 266-4601.

• Parade Permit - may be required of a run, walk or bike ride event. Contact the Madison Police Department or submit application via their website at www.cityofmadison.com/police/parade.htm.

• Temporary Class "B" Retailers License - required if your event will be selling beer/alcohol. You may pick up an application at the City Clerk's Office, at 210 MLK Blvd, Room 103, phone 266-4601 or www.cityofmadison.com/clerk

• Fireworks Permit - From the Fire Dept., 266-4457 or on-line: www.cityofmadison.com/fire

• Tents and Canopies Permit - Required for tents in excess of 200 sq feet or a canopy in excess of 400 sq ft. From the Fire Dept., 266-4457 or on-line: www.cityofmadison.com/fire