Special Event, Venetian Festival

City Council Agenda Item Report

FROM:

Jamie Wolters

MEETING DATE:

June 9, 2025

SUBJECT:

Special Event – Venetian Festival at Coghlin Park

The attached Venetian Festival application is to approve the use of Coghlin Park on 7/25/25 for the park party and use of Coghlin Park on 7/26/25 for the start and finish of poker run. A safety meeting has been conducted and has been approved by Fire, Police and DPW. Approval of the fireworks will be presented at a later date after the safety meeting has been conducted. Venetian Festival: Date: 7/25/25 & 7/26/2025 Location: Use of Coghlin Park Time: 7/25/25 4:30pm-11:00pm 7/26/25 11:30am – 1:00pm BUDGET ACTION REQUIRED: N/A COMMITTEE/COMMISSION REVIEW: N/A LEGAL REVIEW: N/A SAMPLE MOTION: Motion to approve/deny the 2025 Venetian Festival events to take place in Coghlin Park on July 25th & 26th.

Council Action

: __ Approved I

,-- Denied I

____Date

C<M-'j*EST.,a6e

102 Butler Street• P.O. Box 86• Saugatuck , Ml 49453 Phone: 269-857-2603 • Website: www.saugatuckcity.com

SPECIAL EVENT & PARADE APPLICATION

Must be filled out in its entirety &returned to the City Clerk's Office 60days priorto scheduled

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NAME OF EVENT:

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PURPOSE OF EVENT:

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ti Festival/Fair

1111 Non-Profit

□ For-Profit

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□ Video/Film Production

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D City Operated/Sponsored

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D Co-Sponsored

_________________ 3 ESTIMATED NUMBER oFATTENDEEs:._.....:,:a,,_ .c.;;Z_ro ______ 5 ESTIMATED Nt.JMBER OF VOLUNTEERS:._---=LJ) ;____: :....___________ ESTIMATE DATE/ T'ME FOR SET-UP:__ 7_/_2_4-___

ESTIMATE DATE/ TIME FOR CLEAN-UP:

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Event Map (includes detailed event layout for vendors, booths, porta potties, etc.)

□ Road/Sidewalk/Parking Lot Closure Map

D Certificate of Insurance (listing the City of Saugatuck as additionally insured)

□ Fireworks Permit (if applicable)

D Michigan Liquor Control Commission Special Event License (if applicable)

□ Health Department Food Service License (if applicable) If document is missing, please explain:.__________________________ The applicant and sponsoring organization understand and agrees to: Provide a certificate of insurance with all coverages deemed necessary for the event, name the City of Saugatuck as an additional insured on all applicable policies and submit the certificate to the City Clerk's Office no later than one (1) week following notice of the event approval. Comply with all City and County Ordinances and applicable State laws, City policies and acknowledges that the special events permit does not relieve the applicant or organization from meeting any application requirements of law or other public bodies or agencies. Applicant and sponsoring organization further understands the approval of this special event may include additional requirements and/or limitations based on the City's review of this application. The applicant and sponsoring organization understands that it may be necessary to meet with City staff during the review of this application and that City Council approval is necessary. Applicant understands that he/she is resp·onsible for contacting the Michigan Liquor Control Commission and/or Allegan County Health Department to secure all permits required for this event. Applicant agrees to defend, indemnify and hold harmless the City of Saugatuck, Michigan from any claim, demand, suit, loss, cost of expense or any damage which may be asserted, claimed or recovered against or from this Special Event by reason of any damage to property, personal injury or bodily injury, including death, sustained by any person whomsoever and which damage, injury or death arises out of or is incident to or in any way connected with the performance of this contract, and regardless of which claim, demand, damage, loss cost of expense is caused in whole or in part by the negligence of the City of Saugatuck or by third parties, or by the agents, servants, employees or factors of any of them. As the duly authorized agent of the sponsoring organization, I hereby apply for approval of this Special Event and affirm the above understandings. The information provided on this application is true and complete to the best of my knowledge.

Date