Madison board approves streamlined special-event permit, sets 60-day filing requirement

Madison City staff on Oct. 6 presented a streamlined special-event permit application that breaks events into three tiers and requires complete submissions 60 days before an event. Mayor and event coordinator Hannah said the new downloadable seven-page form replaces a roughly 36-page packet and is designed to capture insurance, site maps and vendor details more consistently.

The application divides events into: tier 1 (facility-only events under 500 people; city facility reservation and a $1 million certificate of insurance required), tier 2 (events under 500 requiring street or parking closures and review by the Board of Public Works and Safety), and tier 3 (events with anticipated attendance over 500 that require a special-event form, street-closure forms and additional review). ‘‘We had to repeat answers and people often put random text to get through a 36‑page form,’’ Hannah told the board.

Staff said the online form links to outside permitting where needed — for example, food vendors will be directed to the health department for inspection permits and, beginning next January, food trucks and vendors will have to register for a 1% food-and‑beverage tax imposed by the council. The special-event committee — staffed by parks, streets, police and fire representatives — will meet monthly to vet applications before sending complete submissions to the board.

A detailed site plan will be required for any event that uses street closures, showing structures, closures and clear exit/egress routes, and staff emphasized the safety focus: ‘‘Event safety is still critical,’’ the mayor said. Hannah also noted that the committee will hold applications that lack information and work with organizers to complete them before board review.

The board approved the modified application and immediate implementation for events already on the calendar by voice vote. Staff said the form will be posted on the city website after approval and that most events that use city parks already begin review with Gina in the street department.

The action means event organizers must file full paperwork at least 60 days before their event; board members said the change should help large festival planners get more time to prepare and to avoid rushed submissions that can compromise safety reviews. The city will publish instructions and the tiered guidance online once the packet is finalized.