Special Event Application, Annual Movie in the Park

City Council Agenda Item Report From:

Jamie Wolters

Date:

July 28, 2025

Subject:

Special EventMovie in the Park

Description: Mill Pond Realty is hosting the 8th annual Movie in the Park showing the move “Mamma Mia” to provide a free movie experience for the community to enjoy. Fire, Police and DPW have approved safety plan in place for the event. Breakdown of Event: Location: Coghlin Park Date: 8/8/25 Event Hours: Dusk-11pm Attendees: 150 Volunteers: 15 Budget Action Required: N/A Legal Review: N/A Sample Motion: Motion to approve/deny Movie in the Park to take place on August 8th, 2025, organized by Mill Pond Realty.

Council Action

__ Approved

. I I I I I I

___ Denied

I I I I

_____ Date

I I •

102 Butler Street• P .0. Box 86 Saugatuck, Ml 49453 Phone: 269-857-2603 Website: www.saugatuckcity.com 111

SPECIAL EVENT & PARADE APPLICATION

Must be filled out in its entirety & returned to the City Clerk's Office 60 days prior to scheduled SPONSORING ORGANIZATION INFORMATION

Mill Pond Realty LEGAL BUSINESS NAME: ck MAILING ADDREsstO Box 1093, Saugatu , Ml 49453

269-857-1477

TELEPHONE:

269 -857-1477 TELEPHONE: 616-8360113 CELL PHONE:

L Melan i e Durham CONTACT NAME: aura Durham or lty.com l n ill E-MAIL ADDRESS: aura@m po drea - ---

CONTACT PERSON ON DAY OF EVENT

1477 TELEPHONE:269-857616-836 -0113 CELL PHONE:

CONTACT NAME: Laura Durham or Melan ie Durham E-MAIL ADDRESS:laura@millpondrealty.com EVENT INFORMATION NAME OF EVENT:Mill Pond Realty Free Mov ie i n the Park

DATE(S} OF EVENT:OS/OS/2 o 25

PURPOSE OF EVENTtree movie for the community to enjoy

NA RAIN DATE:·--------

D Non-Profit

D For-Profit

D City Operated/Sponsored

D Co-Sponsored

D Marathon/Race

D Festival/Fair

D Video/Film Production

D Other -------

EVENT LOCATION:

Cou ghlin Pa rk, Saugatuck

EVENT HOURS:dusk - 11 pm

----------------------15 ESTIMATED NUMBER OF VOLUNTEERS:----------------------150 ESTIMATED NUMBER OF ATTENDEES:

ESTIMATE DATE/ TIME FOR SET-UP:

/OS/ 0 5 2 2

OS

ESTIMATE DATE/ TIME FOR CLEAN-UP:

OS OS 2025

5:00 _____ □ A.M. Iii P.M. 11:00 □A.M. Iii P.M. _____

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

□ Live

□ Yes

[i No

D Amplification

PROPOSED TIME MUSIC WILL BEGIN:_______

D Recorded

D Loudspeakers

END:___________

FOOD VENDORS/CONCESSIONS: (Contact Allegan County Health Department) □ Provide Copy of Health Department Food Service License

□ Yes

l'.i No

WILL ALCOHOL BE SERVED AT THIS EVENT: Yes l'.i No □ 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:____________

[i No WILL FIREWORKS BE APART OF EVENT: Yes □ 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, across a street or on City property. Which of the following signs are requested for this event: D

"YARD" SIGNS - Number requested:_ (Maximum size is 2' x2'. Cannot be displayed no more than 15 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.) p � SIGNAGE AT EVENT SITE_ Location(s): Corner of Griffith & Culver - same as years ast. Description of signs:Banner at corner of Griffith & Culver on event day - same as years past.

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

□ BOOTHS-QUANTITY------□ AWNINGS-QUANTITY------□ PORTABLE TOILETS-QUANTITY------

□ TENTS-QUANTITY_______ □ TABLES-QUANTITY--------

VENDOR PARKING: Have you made arrangement for vendor parking? D Yes

liI No

If yes, where do you propose your vendors park? ____________________

Will the Interurban be utilized? □ Yes

Iii No

Time(s)______________

DEPARTMENT OF PUBLIC WORKS □ DENIED APPROVED

Authorized Personnel Signature

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

Iii Yes

D No

□ TRASH RECEPTACLES - QUANTITY_____ □ BARRICADES - QUANTITY_____ □ PARKING SIGNS - QUANTITY---□ TRAFFIC CONES - QUANTITY □ WATER □ RESTROOM CLEANING Iii ELECTRIC □ FENCING □ OTHER·----------------------------------

POLICE DEPARTMENT APPROVED

□ DENIED

ADDITIONAL OFFICERS REQUIRED? □ Yes

Authorized Personnel Signature Iii No

If yes please describe & include times_________________________ Other (describe):________________________________

SAUGATUCK TOWNSHIP FIRE DISTRICT APPROVED □ DENIED

STREET CLOSURES: D Yes

Authorized Personnel Signature

Iii No (use attached map to outline proposed closures)

Street closure date/time:_______

______□ A.M. D P.M.

Street re-open date/time:___ ___

_____ D A.M. D P.M.

SIDEWALK CLOSURES: D Yes Describe Sidewalk Use:

Iii No (use attached map to outline proposed closures)

-------------------------------□ A.M. □ P.M.

Sidewalk closure date/time: Sidewalk re-open date/time: -------PARKING LOT CLOSURES: □ Yes

-----□ A.M. □ P.M.

Iii No (use attached map to outline proposed closures)

Parking Lot Location: ____________________________ Sidewalk closure date/time: -------Sidewalk re-open date/time:--------

_____□ A.M. □ P.M. -----□ A.M. □ P.M.

What parking arrangements are proposed to accommodate potential attendance: _______

APPLICATION CHECK LIST

□ Completed Application D 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) D Fireworks Permit (if applicable) D Michigan Liquor Control Commission Special Event License (if applicable) D 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 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 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.

Ap�

February 19, 2025

Date

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APPLICANT TO SKETCH LOCATION OF PROPOSED TEMPORARY STRUCTURES, TENTS, STAGES, EQUIPMENT, TRAILERS, PORTA POTTY'S, ETC...

FLEIS & VANDENBRINK ENGINEERINGI INC• _________________j \2011

CITY OF SAUGATUCK ALLEGAN COUNTY, MICHIGAN

COUGHLIN PARK

PARK USE PERMIT APPLICATION

3 187