[HISTORY: Adopted by the Village Board of the Village of
Cottage Grove 3-20-2024 by Ord. No. 04-2024. Amendments noted
where applicable.]
As used in this chapter, the following terms shall have the
meanings indicated:
A special event in which it is estimated more than 150 people
will attend and any of the following occurs:
A special event in which it is estimated more than 150 people
will attend and none of the following occur:
The individual identified by the special event sponsor that
will be on-site at all times during the special event to address problems
as well as implement directions from Village officials during the
special event.
Any activity that uses public streets, rights-of-way, sidewalks,
or private property or may require increased levels of Village services
and in which it is estimated more than 150 people will attend. This
includes, but is not limited to, fairs, festivals, sporting events,
foot runs, walk-a-thons, bike-a-thons, bike races, markets, outdoor
merchandise sales, parades, parade of homes, exhibitions, auctions,
dances, motion picture filming and other similar events.
A.
No person or organization shall conduct a special event within the
Village of Cottage Grove without first having obtained a special event
permit. Permits are valid only for the dates, time, and location specified
in the permit. This provision shall apply to all events proposed after
the date of the adoption of this chapter.
B.
A separate park rental permit may be required depending on the location
of the special event and is not provided for in this permit process.
C.
Other permits required. All vendors operating as part of a special
event permit obtained under this section shall obtain and display
any and all required Village, county, or state permits for the duration
of the event (i.e., food, vendor, temporary beer, etc.). If serving
beer and/or alcohol, there must be either a licensee or a person holding
an operator's license on-site in accordance with Wis. Stats.
§§ 125.17(1), 125.32(2), and 125.68(2).
D.
Special events with less than 150 people are not required to obtain
a permit, but are encouraged to contact police in advance of the event.
A.
Application requirements.
(1)
An applicant must submit an application for a special event permit
with the Village Clerk at least 90 days prior to the proposed event.
(2)
Permit fees are required with submission of application. Permit fees
shall be set from time to time by resolution of the Village Board.
The Village Board may, in its sole discretion, waive permit fees for
any Internal Revenue Service approved nonprofit organization that
will be holding a special event that will not charge any fees to attendees.
(3)
The application shall include the following:
(a)
The name, address and phone number of the special event sponsor(s).
If more than one person, entity or organization is the sponsor, all
must be listed. In the case of a corporation, limited-liability corporation,
limited-liability partnership, or partnership, the name and mailing
address of each person holding 10% or more of the ownership.
(b)
The name, address and phone number for the special event sponsor's
contact or agent.
(c)
The name, address and phone number of the event coordinator
and the method by which the Village can contact the event coordinator
during the special event.
(d)
Special event on private property.
(e)
The nature of the special event.
(f)
The dates and hours of the special event. The applicant must
include dates and hours for setup and cleanup.
(g)
The maximum number of persons allowed at any given point at
any time.
(h)
Plans and descriptions for the following, as necessary for the
event:
[1]
Fencing and gates as deemed necessary by the Village to control
access to or within the special event;
[2]
Potable water locations;
[3]
Toilet and lavatory facility locations and number;
[4]
Solid waste collection locations and disposal;
[5]
First aid station or additional medical care facilities as required
by the Village;
[6]
Lighting plan, including location, hours of use and power source;
[7]
Parking size and location;
[8]
Access to event and to parking, if located separately;
[9]
Camping facilities;
[10]
Crowd control/security personnel, including number and responsibilities;
[11]
Sound control and amplification, location, size and number of
speakers and amplifiers;
[12]
Access for emergency vehicles and personnel.
(i)
Certification that, by signing the application, the applicant
is authorized to act on behalf of the event sponsor(s).
(l)
Park rental approval, if applicable.
B.
Application process.
(1)
Upon receipt of an application for a permit, the Village Clerk shall
distribute the complete application to the Police Department, Fire
Department, EMS, Administrator, Public Works Department, Inspection
Services, and Parks, Recreation, and Forestry Department for review
and comment. Department review and comments should be returned to
the Clerk within 30 days of distribution of the application.
(2)
The Village, in reviewing the application, may consult any other
state, county or local bodies as necessary for assistance in evaluating
the application in order to promote the safety, health, welfare and
security of the residents of the Village of Cottage Grove and the
persons attending the special event. The Village may run a background
check on any applicant or event coordinator.
(3)
Permit review.
(a)
The Clerk shall review Class II applications for conformity
with the provisions of this section and the comments from Village
departments. If the application complies with applicable requirements,
the Village Clerk shall issue a permit or issue the permit with conditions.
If the application does not comply with applicable requirements, the
Village Clerk may deny the application.
(b)
The Village Board shall review all Class I permit applications
and department recommendations and either deny the permit, approve
the permit or approve the permit with conditions. If the Village Board
approves the permit, the Village Clerk shall issue a Class I special
event permit.
A.
Liability insurance. The special event sponsor is required to obtain
insurance for special events that include alcohol, have more than
150 people per day or involve a road closure. Proof of comprehensive
general liability insurance with coverage of not less than $1,000,000
which names and endorses the Village, its officers, agents, employees,
and contractors as an additional insured party shall be submitted
to the Village no later than 20 days before the event. The applicant
shall notify the Village in the event there is a modification of any
of the terms of the insurance coverage. Such notification shall be
provided not less than two weeks prior to the effective date of that
change. Any change to coverage requires Village approval.
B.
Indemnification. The applicant and event sponsor(s) shall execute
an agreement acceptable to the Village that holds the Village, its
officers, employees, agents, and contractors harmless against all
claims, liability, loss, damage or expense (including, but not limited
to, actual attorney's fees) incurred by the Village for any damage
or injury to person or property caused by or resulting directly or
indirectly from the activities for which the permit is granted.
C.
Village services. All requests by applicants for Village services
must be made at time of application. The applicant shall be responsible
for reimbursement to the Village for any Village personnel, services,
equipment, and facilities provided for the special event. Reimbursable
costs shall be calculated to include wages, overtime, and fringe benefits.
An invoice shall be sent to the applicant within 15 days following
the event. Payment is due within 30 days of invoice. The Village reserves
the right to require full or partial payment of estimated costs in
advance. Requests for use of a hydrant meter shall be processed separately
through the Village of Cottage Grove Water Utility.
D.
Cleaning/damage deposit. The applicant may be required to submit
to the Village a cleaning/damage deposit of $200 per day for each
scheduled day of the event (or a portion thereof) two weeks prior
to the starting date of the event. The deposit shall be returned to
the applicant if, upon inspection, all is in order, or a prorated
portion thereof as may be necessary to reimburse the Village for loss
or cleaning costs. The Village reserves the right to retain the entire
deposit if cleanup is not completed satisfactorily in the time frame
as specified in the permit. Unless otherwise stated in the permit,
the applicant shall be fully responsible for all necessary cleanup
associated with the permitted event to be completed within 12 hours
after the conclusion of the event.
E.
Event coordinator. The special event sponsor shall have at least
one representative, as identified on the permit application, on-site
during the event at all times.
F.
The special event sponsor shall provide sufficient staffing to provide
assistance with crowd control, parking, sanitation, and medical services.
A determination as to these needs will be made by the departments
as part of the review process.
G.
Site requirements.
(1)
All tents must be installed under the International Fire Code, Chapter
24, or the National Fire Protection Association 1, Chapter 34.
(2)
Wiring shall be installed by a licensed electrician. All persons
requiring electricity at a special event shall follow NEC and SPS
Ch. 316, Wis. Adm. Code.
(3)
Attendees and staffing shall not exceed the maximum number which
can reasonably attend at the location of the special event.
(4)
Responsibility for arranging any inspections required to meet these
standards or any other requirements prior to the special event is
the sponsor's. Any fees for such inspections shall be paid by
the special event sponsor.
H.
Notification. The Village may require that the permit holder give
written notice 15 days in advance of the Village Board meeting where
action is scheduled to be taken regarding the proposed event to any
property owners or tenants as determined during the Village departments'
review. Notice shall, at a minimum, include the type of event, name
of the special event sponsor(s), date, time and location, event coordinator's
name and contact information during the event.
I.
The applicant must comply with all state, county, and Village laws
and regulations.
J.
The Village may impose any other permit conditions that it deems
necessary to protect the public health, safety, and general welfare.
The Village reserves the right to shut down a special event
if it is deemed to be a public safety hazard by police, the Fire Department,
or EMS, or there is a violation of Village or county ordinances, state
statutes or the terms of the applicant's permit. The Village
Administrator or designee may revoke an approved special event permit
if the applicant fails to comply with the provisions of the permit
prior to the event date.
Reasons for the Village denying a permit include, but are not
limited to:
A.
The event will disrupt traffic within the Village beyond any practical
solution.
B.
The event will create a likelihood of endangering the public.
C.
The event will interfere with access to emergency services.
D.
The location or time of the special event will cause undue hardship
or excessive noise levels to adjacent businesses or residents.
E.
The event will require the diversion of Village resources that would
unreasonably affect the maintenance of regular Village service levels.
F.
The application contains incomplete or false information.
G.
The applicant fails to provide proof of insurance.
H.
Inadequate provision for garbage or debris removal.
I.
Inadequate provision of temporary restroom facilities.
J.
Inadequate provisions for parking.
K.
The applicant fails to submit the required fees and/or deposits.
L.
The applicant or event coordinator does not pass a background check.
M.
The application does not comply with the requirements of this chapter.
