Special Event, Water Invitational Art Fairs

aJA..lj

)t EH. 1s68

City Council Agenda Item Report FROM:

Jamie Wolters

MEETING DATE:

June 23, 2025

SUBJECT:

Special Event-Waterfront Invitational Fine Art & Craft Fair

DESCRIPTION: The Saugatuck Douglas Art Club is proposing the Waterfront Invitational Fine Art & Craft Fair to be held on July 5, 2025, and July 26, 2025. See attached application and breakdown of event below. City Staff, Fire, Police, and event organizer had a safety meeting.

BREAKDOWN OF EVENT: Waterfront Invitational Fine Art & Craft Fair Name: 7 /5/25 & 7/26/25 Dates: Time: 10am - 5pm (set up 7am-10am & clean up 5pm-7pm) Location: Village Square Park Booths: 60-65 Attendees: 5,000 Volunteers: 20 Vendor Parking: Christian Reformed Church via Interurban 7am-10:30am and 5pm-7pm

BUDGET ACTION REQUIRED:

N/A

COMMITTEE/COMMISSION REVIEW:

N/A

LEGAL REVIEW:

N/A

SAMPLE MOTION: Motion to approve/deny the Waterfront Invitational Fine Art & Craft Fairs to be held on 7 /5/25 & 7/26/25.

tUAJJ * CITY OF

EST. 1abu

• Saugatuck, Ml 49453 6 a _atuckcity.com e te 69-857-2603 •W bsi : www.s ug :1( � ftj A G U SA 102 Butler Street•P.O. Box 8

SPECIAL EVENT & PARADE APPLICATION

Must be filled out in its entirety & returned to the City Clerk's Office 60 days prior to �(.,, ,_ 1, . AIIAnt

SPONSORING ORGANIZATION INFORMATION

,Sa1;10,Jtu,,L Yl)a'':'.:i>: /Jvf cf,ti, TELEPHONE:____ MAILING ADDRESS : /Ji O , l3oX 171 7 ��� ,tnJ:- 'I 1 (..i 51 CONTACT NAME: &1111e. Ha.J-e,�· TELEPHONE: _______ stltwtc/i,t,,f@ [r'tL1I • ( � CELL PHONE: .5I Lf7 S"s-::1.�3 E-MAIL ADDRESS: LEGAL BUSINESS NAME:

CONTACT PERSON ON DAY OF EVENT coNTACT NAME: E-MAIL ADDRESS:

/JJ/vfvi ele 6" c� m i 0has,>1,)�@y �kno, { CfJ'v\

EVENT INFORMATION' NAME OF EVENT: PURPOSE OF EVENT:

_plNon-Profit

□ Marathon/Race

EVENT LOCATION:

TELEPHONE: CELL PHONE: .:I.. (;;q.,,...). 5 I- {J;). 6 7

5'Jt1,,y+f�'-1'rf@.j�AIj_ <'� ·- pri .-�

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DATE(S) OF EVENT:.1/5/�s

RAIN DATE:

/I/JAR..

D For-Profit

D City Operated/Sponsored

D C o-Sponsored

� Festival/Fair

D Video/Film Production

D Other ______

VI ( { «j .e. $.?utt.R ftt..vt.

EVENT HOURS:

I ll-5

S_o_o_o______________

ESTIMATED NUMBER OF ATTENDEES:__

ESTIMATED NUMBER OF VOLUNTEERS:------·-----/i?.-'--5__ ESTIMATE DATE/ TIME FOR SET-UP:__ •7...... /...... 5____

ESTIMATE DATE/ TIME FOR CLEAN-UP: __ 7/ __5 /..:;.. �---�--+-

7-; 0 ----�A.M. 0 P.M.

5· '7

� P.M. ____ D A.M. �

EVENT DETAILS WILL MUSIC BE PROVIDED DURING THIS EVENT: TYPE OF MUSIC PROPOSED: 0 Live

□ Yes D Recorded

D Amplification

D loudspeakers

END:_______

PROPOSED TIME MUSIC WILL BEGIN: _______

FOOD VENDORS/CONCESSIONS: (Contact Allegan County Health Department) □ Yes

□ Provide Copy of Health Department Food Service License

�· No

WILL ALCOHOL BE SERVED AT THIS EVENT: 0 Yes

□ Provide Copy of Liquor Liability Insurance (listing the City as additionally insured) □ Provide Copy of Michigan Liquor Control License

If yes, describe measures to be taken to prohibit the sale of alcohol to minors: ___ ___ ____

WILL FIREWORKS BE APART OF EVENT: □ Yes

□ Provide Copy of Liability Insurance (listing the City as additionally insurl:'rl\ □ Provide Copy of Fireworks Permit

EVENT SIGNAGE: City Council approval is required for any temporary signing in the public right-of-way, across a street or on City property. Which of the following signs are requested for this event: -�

"YARD'' SIGNS - Number requested: <'l (Maximum size is 2' x2'. Cannot be displayed no nh;r ._, .,: days prior to first day of event and must be removed 24 hours after end of event.)

BANNER UNDER SAUGATUCK PALETTE SIGN - (Size cannot be greater than 14' x 4'). Cannot be l;t displayed more than 15 days prior to first day of event and must be removed 24 hours after en.cl cf

event.)

SIGNAGE AT EVENT SITE - Location(s): ____ __________________ Description of signs:______________ __________ __ . .. _____ (Signs at event site cannot be displayed prior to day of the event and must removed at the f'•;r! r•/ • event.)

TENTS/CANOPIES/MISC: The City of Saugatuck does not have tents, stage, tables or chairs available for rental. There are a number of businesses listed in the yellow pages under "Rental Service Stores" that spE'c::ic1!i::ri�, the rental of event supplies. Will the following be constructed or located in the event area:

)A BOOTHS-QUANTITY /vpf{DX, (,o □ AWNINGS-QUANTITY______ □ PORTABLE TOILETS-QUANTITY------

□ TENTS - QUANTITY______ □ TABLES-QUANTITY__

VENDOR PARKING: Have you made arrangement for vendor parking? r?(. Yes D No If yes, where do you propose your vendors park? C /'-'Yi· �h� fc.rlkefL/2 � ® Will the Interurban be utilized?� Yes

□ No

f-.e

Time(s)

It//r�M,i fi><dJ -Id·�� t >- '?f,n, 10

DEPARTMENT OF PUBLIC WORKS

□ APPROVED

□ DENIED

Authorized Personnel Signature

Will this event require the use of any of t�following municipal equipment:

Jil TRASH RECEPTACLESQUANTITY____

D Yes

D No

)81 BARRICADES -QUANTITY ;;2,. □ PARKING SIGNSQUANTITY____ □ TRAFFIC CONESQUANTITY ______ QI' RESTROOM CLEANING □ ELECTRIC □ FENCING □ WATER '\!I OTHER +�nru s he;f- ,L> WM b1 �f Vv\ ,f't/J.5 u.sdt' l •7/5/J..S &f f'I\ tN"'-l>f'I"; �� �� tAlhri �'L11 � bct1\k lcu��>""' Vh"-f_ th

p-e..--i�,�- Nt pt1-i4i11-:, Jt".J•') ll'l,��1-➔ �iu.:/-4 k t,;f '&,J-t41/' �N B�Ji�Ck.ish� .5c-t't'�\!. � -�.:l.fn f'l,/,f-o,d"' 1J 'cJf 7/4�s

POLICE DEPARTMEN

□ DENIED

□ APPROVED

Authorized Personnel Signature

ADDITIONAL OFFICERS REQUIRED? □ Yes If yes please describe & include times._______ __________ __ Other (describe):,_______________________

SAUGATUCK TOWNSHIP FIRE DISTRICT

□ APPROVED

□ DENIED

STREET CLOSURES: li1: Yes

Authorized Personnel Signature

D No (use attached map to outline proposed closures)

Street closure date/time:

,Js,I J-5

Street re-open date/time:

SIDEWALK CLOSURES: □ Yes

15�").. 'J 11.1

·7-; D tt�

s:-ipr"' □ A.M. □ P.M. -(3,trr;·o��-t /II� p<-t..-� � .5 ij� /DttM 5f-"' □ A.M. D P.M. ....,;rlte..td.iz.!d�

ti.lM'i�f�y 'In r-- No (use attached map to outline proposed closures)

Describe Sidewalk Use:.___________________

Sidewalk re-open date/time: _______

PARKING LOT CLOSURES: □ Yes

□ P.M. ____ _D A.M. □ P.M. _____ 0 A.M.

Sidewalk closure date/time:

� No (use attached map to outline proposed closures)

Parking Lot Location:.__________________________ Sidewalk closure date/time:·------Sidewalk re-open date/time:._ ___

_____ □ A.M. u . � _ ____ D A.M. □ P.M.

What parking arrangements are proposed to accommodate potential attendance:

&ov, 10� �4 ---------------•--,--·______________:._-f=. ___;:..;__;�?

APPLICATION CHECK LIST � Completed Application �Event Map (includes detailed event layout for vendors, booths, porta potties, etc.) � Road/Sidewalk/Parking Lot Closure Map � Certificate of Insurance (listing the City of Saugatuck as additionally insured)

-8"Michigan=Uqtter Centiol..commissieft-Specia...Event Litenstf(tf11P1Jlmtbtet' .. a··Kealtlilrepartment�od-SaAli" l.ieense Of applicabte)lf 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 ('I,--rl ',. .,! • 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 thal tlte 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 durinp, thP r!'vi r,,., --r • 1- 'r: application and that City Council approval is necessary. Applicant understands that he/she is responsible 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.:! .i 1 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 incirfen t tn nr irany way connected with the performance of this contract, and regardless of whicl· ! ,, loss cost of expense is caused in whole or in part by the negligence of the City of Saugatuck or by Limu µ-,; .i\;:.., 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 Ev nn t and affirm the above understandings. The information provided on this application is true Jnd , . the best of my knowledge.

Applicant Signature

3187_Villoge Sq Pork\tonys 100611

0 00 0 0

PLAYS[T AREA

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0 0

TENNIS COURT

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MAIN STREET 00

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BASl<ETBAl.l

g.____,.-J� .,.,

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60 SC.ALE IN F!ET

APPLIC TEMPO I '. EQUIPr

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TO SKETC ! STRUCl TRAILE1-

!..OCATIOt-: ::S. TENT 'Oi--;=,\ p;

VANDEi . �iNK ENi..

= PROPOS�- ::1 -iTAGES, Y'S, ETC

JEERING.

C [_

·:ITY OF f \UGA TUCK AU.EGAN C

•. -Y MICHIGAN

.AGES

JAREPA

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APPLICAT

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SPEAR ST.

FRANCIS ST.

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HOFFMAN ST. - ...J.',.J. - - - :;J l..l L:. !.:.. -_ _ ""T _ _ _ _ 7lr-

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MASON

ST.

CULVER ST. AUE�NST.

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14 14

r.ouririt " ... • ,

__ Approvt!u

__ Denied

RECEIVED JAN 1 0 2025

, ______ t....,,.l

� ltEST. 1ab8

102 Butler Street• P.0. Box 86 • Saugatuck, Ml 49,1 51 Phone: 269-857-2603 •Website: www.sauqatuckcitv.�u1i1

CITY OF SAUGATUCK SPECIAL EVENT & PARADE APPLICATION r.

Must be fi lled out in its entirety & returned to the City Clerk's Office 60 days prior to schen1 1 1N1 auan't

PONSORING ORGANIZATION INFORMATION

LEGAL BUSINESS NAME:

MAI LING ADDRESS: CONTACT NAME:

E-MAIL ADD RESS:

-·r1

I he,

.t1_$ I/vi c I t-L l• I), 5 tt v{ljtt..J.Tlttl�L, .vc'L{1 1 TELEPHONE: ·.J

,J Bo)<. /7 6 £a t,[tJC,t/wCk.

-1-{t\��.S ( f�SiJ�

A-VI�-€.

/Y]J;,. '-/ C1 '-ISJ

TELEPHONE: _______

2·ctllrfc I Vl6@ CiJm. tvif " <.�

CELL PHONE:_3 14, t .53,-.-i:.l o3

CONTACT PERSON ON DAY OF EVENli CONTAC T NAME:

E-MAIL ADDRESS:

,4--vzr111

TELEPHONE:

(Lf't'Yll�@h,·hn"-l)�ct1Y>1 CELLPHONE: 6,./arl-fa.id(<iJ fr1"-NI-, <'t7>1-\ -pr1 1-\,\.t�

PURPOSE OF EVENT:

P('Non-Profit

6/b :J.SS:i.,l '/3

-ev-e-N-r-1N-F-o-R__, M_A_T_IO...... N NAME OF EVENT:

the. t!/ I 14) e .5f lttl-r-e A1---h 1 ('r•il1gAfe(S)� EVENT:_?/�0/� M· .At:, y }iwt £. r �· so/ .ftv /}vt C

□ For-Profit

□ Marathon/Race

}&Festival/Fair

EVENT LOCATION:

v,·/fttj,e_·

�AIN DATE:

□ City Operated/Sponsored □ Video/Film Production

>F Utl-1-< t�<-rt

/1 trM-

□ Co-Spon,;rw:,!·: □ Other ----EVENT HOURS:_

_!_�� - r

_____________

�-o_o_o_____ ESTIMATED NUMBER O F ATTENDEES:__ ESTIMATED NUMBER OF VOLUNTEERS:

ESTIMATE DATE/ TIME FOR SE T-UP:

·7/;;. ,.,/� s

7-fll

�A.M. w i-.,v ..

ESTIMATE DATE/ TIME FOR CLEAN-UP:

1/;;.b/;;.s•

S-7

□A.M. Jif P.M.

VENT DETAILS 0 Yes

WILL MUSIC BE PROVIDED DURING THIS EVENT:

D Amplification

TYPE OF MUSIC PROPOSED: 0 Live

PROPOSED TIME MUSIC WILL BEGIN:--------

D Recorded

D Loudspeakers

END: _________

FOOD VENDORS/CONCESSIONS: (Contact Allegan County Health Department) 0 Yes □ Provide Copy of Health Department Food Service License WILL ALCOHOL BE SERVED AT THIS EVENT: 0 Yes □ Provide Copy of Liquor Liability Insurance (listing the City as additionally in'• c ,, 1 • □ Provide Copy of Michigan Liquor Control License

If yes, describe measures to be taken to prohibit the sale of alcohol to minors: ___________

WILL FIREWORKS BE APART OF EVENT: □ Yes No □ Provide Copy of Liability Insurance (listing the City as additionally insured) □ Provide Copy of Fireworks Permit EVENT SIGNAGE: City Council approval is required for any temporary signing in the public right-of-way, cJt:.fU!>!>

a street or on City property. Which of the following signs are requested for this event: �

"YARD" SIGNSNumber requested:_$_ (Maximum size is 2' x2'. Cannot be displayed no m0r(') •t·• ·, days prior to first day of event and must be removed 24 hours after end of event.)

BANNER UNDER SAUGATUCK PALETTE SIGN - (Size cannot be greater than 14' x 4'}. Cannot be

displayed more than 15 days prior to first day of event and must be removed 24 hours after end of event.) SIGNAGE AT EVENT SITE - Location(s): _________________

Description of signs:_ _____________________________ (Signs at event site cannot be displayed prior to day of the event and must removed at the end of the event.) TENTS/CANOPIES/MISC: The City of Saugatuck does not have tents, stage, tables or chairs availabl0 frir,, •1 ·• ,,

There are a number of businesses listed in the yellow pages under "Rental Service Stores" that specialize Iii the rental of event supplies. Will the following be constructed or located in the event area: 91,1

□ TENTS-QUANTITY______

0 AWNINGS - QUANTITY------

0 TABLES -QUANTITY-------

�BOOTHS-QUANTITY

tlfft'1>X,

□ PORTABLE TOILETS-QUANTITY_____

VENDOR PARKING: Have you made arrangement for ven�or parking?){ Yes

If yes, where do you propose your vendors park? Will the Interurban be utilized?

}tJ Yes

D No

D No

c/2,,-, Yi"'-"1 Re�n.eJ C /41.4,t,,J, , A-/k/� .5'-ik-e;JTime(s)

7- / c: 3v tt 1-n

.;, .5 ·- '1J?;�

DEPARTMENT OF PUBLIC WORKS APPROVED □ DENIED

Authorized Personnel Signature

D Yes D No Will this event require the use of any of the following municipal equipment: S TRASH RECEPTACLES-QUANTITY BARRICADES -QUANTITY__ � ----=-----

□ TRAFFIC CONES -QUANTITY □ FENCING □ WATER

□ PARKING SIGNS - QUAf-HIT

_____

f.:. -z_s--b,.. l,n RESTROOM CLEANING Lt ;_.( p .r □ELECTRIC _, 7/2.-r.:. / 7 �OTHER Spr•V\kl�� ·:hb�.A of� ·h®:-, � � 7/a.s·-Cflh7/at:, + ·}0�.� nd ·+c� f

POLICE DEPARTMEN APPROVED

□ DENIED

('j_q -�

t:{ c'-"'Y\ ·ft,y .St\� fj � e � � +"" _:;_� ➔ �f�� ltS� c�.--,Jt.�.sc-"'�· .q_ '"" ._ ,�'h. y,c.d-c,uJ--

n () /,-.1--0{-

Authorized Personnel Signature

·7/�$"l.:u

ADDITIONAL OFFICERS REQUIRED? □ Yes

If yes please describe & include times_____ ___________________

Other (describe): ________________________

,SAUGATUCK TOWNSHIP FIRE DISTRICT APPROVED □ DENIED

STREET CLOSURES: )a Yes

Authorized Personnel Signature

D No (use attached map to outline proposed closures)

Street closure date/time:

-,/a.l-f ::is

·7 - I D t\ � s ....7(!'"'

; 01..h.-:, + 3 �pt4'1...t '2lf. □ A.M. □ P.M. ,-J .., 'J:' hJ

---i/;)..b/� S"' I 0� S'.._!_.,, ,"" _□ A• M• D p .l\ii.' Street re-open date/time:____.'I' .___,________

SIDEWALK aOSURES: □ Yes

Describe Sidewalk Use:

. I\ k +� • '1� \;i; f.v1r(10-SJ.

'-"i.Uri�(l

� No (use attached map to outline proposed closures)

Sidewalk closure date/time:

Sidewalk re-open date/time: -------

PARKING LOT CLOSURES: □ Yes

_____0 A.M. □ P.M.

_____0 A.M. 0 P.M.

)i No (use attached map to outline propu:.l.'.ll ,.. ,.

Parking Lot Location: ____________________________

Sidewalk closure date/time: -------Sidewalk re-open date/time: _______

_____□ A.M. □ P.M. _____ OA.M. □ P.M.

What parking arrangements are proposed to accommodate potential attendance:_______

\j�clo, �6" P

�PPLICATION CHECK LIS1i �Completed Application � Event Map (includes detailed event layout for vendors, booths, porta potties, etc.) �Road/Sidewalk/Parking Lot Closure Map -� Certificate of Insurance (listing the City of Saugatuck as additionally insured)

·-o-Frrewurk$"Penntrtf11Jpplicab1alel'--"-- Cl-·Michfprrt1qot7K4ntro.U:ommissioo-Spec-i�ent-license--(·if.,pplicable}-

-□ - Health-Department-Food·Service·tfcense-(ffapptil:abte)-lf 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 tn,: t li it· special events p ermit 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 ll1dy "·'-'··· 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 responsible for contacting the Michigan Liquor Control Commission and/or Allegan County Health Dep artment to secure all permits required for this event. Applicant agrees to defend, indemnify and hold harmless the City of Saugatuck, Michigan frnm 1r .. ,., .: demand, suit, loss, cost of expense or any damage which may be asserted, claimed or reLvvt:1 .. .. 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, dam?.P"' loss cost of expense is caused in whole or in part by the negligence of the City of Saugcitt ,,. I, 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 complP.tP tn the best of my knowledge.

___!1_7/as Applicant Signature

Date

3187_Viltog� Sq Por1<\tonys 100611

0 oo 0 0

HUA PARKING

0 PLAYSET AREA

w w

0 0

TENNIS CO�T

VILLAGE SQUARE PARK BOUNDARY

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