Special Events

Guidelines and Policy

A SPECIAL EVENT is defined as any planned occurrence on the public right-of-way or public premises including, but not limited to; parades, gatherings, festivals and athletic events. By nature, these events have a greater impact on City services and resources than would have occurred had the event not taken place. Special events require multiple department involvement. Persons desiring to conduct, maintain, undertake, promote, organize or manage a Special Event in the City of Kaukauna shall be subject to the requirements of this policy. Special events are typically an event where the event organizers invite the general public to participate in the event whether or not your event charges a fee.

APPLICATION Complete Special Event Agreement Packet must be returned to the SPaR bulding, 207 Reaume Ave, Kaukauna or via email [email protected] at least 60 days prior to the event. This will allow time for all pertinent departments to review your event needs. A non-refundable fee of $20 is due at the time your application is submitted. Please note that if you are holding an event in a park you will need to verify facility availability prior to turning in your Special Event Application.

REVIEW OF APPLICATION Once your application is received and reviewed, a member of your group will be contacted by the Community Enrichment staff. The appropriate departments will review the individual worksheets included in your Special Events Packet to ensure that all considerations have been identified and contingencies planned for.

CERTIFICATE OF LIABILITY INSURANCE AND ENDORSEMENT Proof of insurance is required for all special events and must be provided by the event sponsor. The City of Kaukauna needs to be named as additional insured on both the Certificate of Liability Insurance and the Endorsement. The sponsor shall hold the City, any of its employees, agents, and facilities harmless against all claims, liability, loss, damage or expense incurred by the City for any damage or injury to person or property caused by or resulting from activities arising from the special event. The Certificate of Liability Insurance and the Endorsement must be submitted with the Special Event packet.

Insurance coverage will be required for every special event held in the City. Event organizers must provide the City with a Certificate of Insurance if the event involves more than 249 people, you request a street closure, or you are bringing additional items/structures into the public premises. Proof of coverage MUST include naming the City of Kaukauna as an additional insured party. The amount and type of insurance coverage varies, although $1 million -$2 million is a typical level.

General Liability Coverage:

1. Commercial General Liability a. $1,000,000 general aggregate – per project b. $1,000,000 products – completed operations aggregate c. $1,000,000 personal injury and advertising injury d. $1,000,000 each occurrence limit
2. Claims made form of coverage is not acceptable.
3. Insurance must include: a. Premises and Operations Liability b. Contractual Liability including coverage for the joint negligence of the City of Kaukauna, its officers, Council members, agents, employees, authorized volunteers and the named insured c. Personal injury d. Explosion, collapse, and underground coverage e. Products/Completed Operations f. The general aggregate must apply separately to this project/location
4. Additional Provisions a. Additional Insured – On the General Liability coverage, Business Automobile coverage, Aircraft Liability and Liquor Liability. b. Endorsement – The Additional Insured Policy endorsement must accompany the Certificate of Insurance. c. Certificates of Insurance – A copy of the Certificate of Insurance must be on file with the City of Kaukauna. d. Notice – City of Kaukauna requires 30-day written notice of cancellation, nonrenewal, or material changes in the insurance coverage. e. Carriers – The insurance coverage required must be provided by an insurance carrier with the “best” rating of “A-VII” or better. All carriers shall be admitted carriers in the State of Wisconsin.

SPONSOR ADDITIONAL RESPONSIBILITIES

FEES For all events, a non-refundable administration fee of $20 is required at the time the application is submitted. Charges for park facilities, food sales permits, tent permit fees, firework fees, etc. are to be paid IN ADDITION to the Special Event application fee. Submittal of an event application does NOT reserve a park. The applicable fees due prior to your event are: temporary food service permits, temporary beer sales permit, carnival permit, tent fee inspection and fireworks permits. After your event, an invoice will be generated and these charges must be paid within 60 days of the date on the invoice. If this requirement is not met, further charges may be incurred.

CITY RULES

Sponsors of special events must comply with all applicants, City ordinances, traffic rules, park rules, state health laws, fire codes, and liquor licensing regulations. Violations of these provisions will likely result in automatic denial of future requests for Special Events by the sponsor.

TERMINATION OF EVENT The City and its representatives reserve the right to shut down a special event that is in progress if it is determined to be a safety hazard by the Police and/or Fire Departments and/or there is a violation of City Ordinance, State Statute, or the terms of the approved application have not been met. The Mayor or his/her designee may revoke an approved Special Event Permit if the applicant fails to comply in good faith with the provisions of the permit prior to the event date.