Athletic Events Policy
Running, biking and walking event organizers are invited to use the UW-Madison Arboretum's paved roads for their events under the following conditions:
- Applications for use must be submitted no more than eight (8) months and no less than two (2) months in advance of the event to:
1207 Seminole Highway
Madison, WI 53711
- The event course must be on the paved road.
- The proposed use will not interfere with or detract from the teaching, research and public service missions of the institution, or the use of the facilities by organizations associated with the institution. (Section 21.04(b) of UW System Administrative Code).
- Event organizers are responsible for communicating the UW-Madison Arboretum's Athletic Events Policy to all participants and for enforcing compliance during the event.
- The Arboretum can accommodate a maximum of fifteen (15) events in any given calendar year.
- Liability for any event-related incidents rests with the event organizer, and organizers must make arrangements for appropriate medical support for the event. Prior to printing your application forms your "release of liability" language must be approved by UW-Madison's Campus Risk Management.
21 N. Park Street, Suite 6101
Madison, WI 53715
(608) 262-8926 email@example.com
FAX: (608) 262-9082
- Event organizers must station at least ten (10) event personnel along the course to ensure that participants follow the regulations.
- Suitable safety personnel must be stationed along the course. Consultation with police is required for events of 500 persons or more, and suggested for all other events.
UW Police Department
1429 Monroe Street
Madison, WI 53711
Lt. Jason Whitney: (608) 265-3189 firstname.lastname@example.org
Cost of police services must be borne by the organization sponsoring the event.
- All run/walk participants must use the north lane, travel from west to east (from Seminole Hwy to Mills Street), and stay as far to the side of the road as possible.
- Cyclists must bike in the north lane, travel from east to west (from Mills Street to Seminole Hwy), and stay as far to the side of the road as possible. Participants must yield to emergency vehicles and allow other vehicles to pass.
- Music, food, loud speakers and animals (except guide dogs) are not permitted. Inline skates, roller skates, skate boards, roller skis and similar wheeled devices are not permitted.
- A 30 ft. x 30 ft. sign must be erected at each entrance at the location to be designated by UW-Madison Arboretum, cautioning motorists and other Arboretum visitors that an athletic event is in progress and to be alert for participants. The signs should be removed immediately after the event.
- Cones, flags or other removable road/mile markers may be used. Road painting or other permanent markings are not permitted.
- Water stands, if needed, must be placed at designated locations near the:
- Wingra/Gallistel parking lot,
- Curtis Prairie parking lot, and/or
- Opposite the Mills Street parking lot.
- Portable toilets, if required, must be located in the Wingra/Gallistel parking lot.
- Within two (2) hours of the event's conclusion, the event organizers shall remove from the Arboretum, all litter and other evidence of the event.
- Any expenses incurred by UW-Madison Arboretum as a result of the event will be the responsibility of the sponsoring organization.
- Infringement of these rules may affect future eligibility for permits.
- All event participants must be out of the Arboretum by dusk.
Although not required in all cases, Risk Management reserves the right to require special events insurance for the event when warranted, and to require that the University (special language below) be named as an additional insured under that policy. Events insurance is also available through the Risk Management Office.
Special language: "The Board of Regents of the University of Wisconsin System, it's Officers, Agents, and Employees are named as Additional Insureds regarding the (put name & date of your event here)..."
Calendar of Off- Limit Days for Athletic Events
(Subject to change due to Arboretum events)
- First three (3) weekends of May due to heavy visitation for warbler migration, Native Plant Sale, blooming of crabapples, lilacs and woodland wildflowers.
- Weekdays before 4 p.m.
- Last weekend of September and first three (3) weekends of October due to heavy visitation for fall color in prairies and woodlands.
- Fourth (4th) Saturday of the month before 12:30 p.m.. After 12:30 p.m. is permitted; this is due to the Marsh Connection restoration work parties.
- The day of the Friends of the Arboretum (FOA) annual meeting. Varies; contact the Arboretum for current date.
- Second (2nd) Saturday afternoon of each month due to Earth Partnership for Families programs.
- Sunday mornings from June through August due to public tours, however, once we know our tour schedule (about six (6) months in advance), we could allow events on days when Sunday morning tours are held at the Grady Tract.