PUBLIC EVENTS IN PARKS APPLICATION

Please read through the Sun Prairie Parks, Recreation & Forestry Department's Public Events in Parks Policy thoroughly before applying to hold a public event in the park. The policy can be found online here.

 

PUBLIC EVENT DEFINITION: A public event is defined as an event which is open to or invites the general public to engage, inform, or entertain a wide audience. These events include but are not limited to festivals, fairs, concerts, tournaments, etc. taking place in parks that are owned and/or managed by the City of Sun Prairie. Examples of an event being open to or where the general public is invited include posted signs, commercials, newspaper, social media, announcement, verbal exchange of information, or any other means of publicly announcing the event. Events are considered public whether or not there is an admission fee and regardless of size.

An event is public regardless of:

• Whether or not fees are charged to attendees
• The size of the event
• If the event is ticketed or not
• If the organizer is a non-profit, private, or public entity

This application must be submitted no less than 60 days in advance of the public event. The submission of the application does not gaurantee approval of the event - staff may reach out to you if there are additional questions or suggested revisions to the proposed event and/or site plan. Please do not advertise your event until you have received a permit from Sun Prairie Parks, Recreation & Forestry approving and authorizing your event.

PLEASE NOTE: If your event will involve any of the following, a Special Event Permit Application through the City Clerk's Office must ALSO be completed and approved.

• Street closures or parking restrictions
• Serving alcoholic beverages
• Admission fees being charged
• Fireworks

The City Clerk's Special Event Application can be found online here.

Application Process & Applicant Response Time

Your Public Events in Parks application must be submitted at least 60 days in advance of the date of your event. The process from submission to approval of a Public Events in Parks application should take no more than 30 days. Upon acknowledgement of receiving your application, you will receive either a confirmation e-mail or an e-mail with follow up questions on your event from the Parks & Forestry Director. If a response is required from the Parks and Forestry Director's email, the applicant must respond within 5 business days, otherwise your application will be denied.

Damages and Policy Violations

Failure to adhere to facility rental terms, city ordinances, or if damages occur, may result in denial of future event reservations, citation, and fees to recover excessive cleaning and/or damages. Event organizers will be charged for any excessive cleaning costs or damages, including staff time, at the discretion of the Parks, Recreation, and Forestry Director. The organizer will be invoiced and must pay within 30 days to avoid collection.

Advertising of Event and Permit Approval

This application must be submitted no less than 60 days in advance of the public event. The submission of the application does not gaurantee approval of the event - staff may reach out to you if there are additional questions or suggested revisions to the proposed event and/or site plan. Do not advertise your event until you have received a permit from Sun Prairie Parks, Recreation & Forestry approving and authorizing your event.

Cancelations and Refunds

All facility cancellation requests must be received in writing a minimum of 10 days prior to the reservation date to receive a refund. No refunds will be given with less than 10 days’ notice. There will be a $20 withdrawal fee deducted from any refunds. Reservations that cost $20 or less are non-refundable. Full refunds are issued if Sun Prairie Parks, Recreation and Forestry cancels a reservation. Credits to account are available upon request in lieu of a refund and are still subject to a $20 withdrawal fee. To request a cancellation, please email rec@cityofsunprairie.com.

Insurance Requirements

Public events must obtain liability insurance with a minimum coverage of $1,000,000 per occurrence and $2,000,000 aggregate. The City of Sun Prairie must be listed as an additional insured. The Parks, Recreation, and Forestry Department will verify insurance policies at the director’s discretion based on the event size and risk exposure.

Indemnification

To the fullest extent allowable by law, the permit holder shall indemnify and defend and hold harmless the City of Sun Prairie, its elected and appointed officials, officers, employees or authorized representatives, or volunteers and each of them from and against any and all suits, actions, legal, or administrative proceeduings, claims, demands, damages, liabilities, interest, attorney's fees, costs, and expenses of whatsoever kind of nature whether arising before, during, or after the use of the City facility and in any manner directly or indirectly caused, occaisioned, or contributed to in whole or in part or claimed to be caused, occasioned, or contributed to in whole or in part, by reason of any negligent act, omission, fault, or control or on its behalf in connection with or incident to the use of the City facility. The permit holder's aforesaid indemnity and hold harmless agreement shall not be applicable to any liability caused by the sole fault, sole negligence, or willful misconduct of the City of Sun Prairie, its elected and appointed officials, officers, employees or authorized representatives, or volunteers. The indemnity provision shall survive the expiration of the permit.