Special Event Application, Annual Art in the Park

City Council Agenda Item Report

FROM:

Jamie Wolters

MEETING DATE:

July 28, 2025

SUBJECT:

Annual Special Event-Art in the Park Saugatuck

DESCRIPTION: Art Entrepreneurs is proposing Art in the Park Saugatuck to be held on September 13, 2025. See attached application and breakdown of event below. Fire, Police & DPW have approved the safety plan. BREAKDOWN OF EVENT: Name: Art in the Park Saugatuck Dates: 9/13/25 Hours: 10am-4pm Location: Wicks Park Booths: 40 Volunteers: 12 Vendor Parking: Saugatuck High School and local church via Interurban Music: 11:00am-4:00pm BUDGET ACTION REQUIRED: N/A LEGAL REVIEW: N/A SAMPLE MOTION: Motion to approve/deny the Art in the Park Saugatuck to take place on September 13th, 2025, organized by the Artist Entrepreneurs.

Council Action __ Approved

--Denied ____ Date

102 Butler Street• P.O. Box 86• Saugatuck, Ml 49453 g

SPECIAL EVENT & PARADE APPLICATION

Must be filled out in its entirety & returned to the City Clerk's Office 60 days prior to scheduled r"t . , r . • ., , , , , .

0\10

SPONSORI.NG ORGANIZATION INFORMATION, 1

6162923930 Artist Entrepreneurs TELEPHONE: LEGAL BUSINESS NAME: 2522 Grand Vista Ct Nw, Grand Rapids, Ml 49534 MAILING ADDRESS: 6162923930 Anna Donahue TELEPHONE: CONTACT NAME: anna@annadonahue.com 6162923930 E-MAIL ADDRESS: CELL PHONE:

CONTACT PERSON ON DAV OF EVENT CONTACT NAME:

Anna Donahue --------------anna@annadonahue.com

E-MAIL ADDRESS:

TELEPHONE:

6162923930

CELL PHONE:

6162923930

EVENT INFORMATION NAME OF EVENT:

Art in the Park Saugatuck

PURPOSE OF EVENT:

Art FeStival --------------

Ii Non-Profit

□ For-Profit

D City Operated/Sponsored

D Marathon/Race

ii Festival/Fair

D Video/Film Production

EVENT LOCATION:

Wicks Park --------------

DATE{S) OF EVENT:

Sept 13• 2025

N/A RAIN DATE:--------

□ Co-Sponsored

D Other ------

EVENT HOURS:

1 O am - 4 pm

ESTIMATED NUMBER OF ATTENDEES:. ______________________ 12 ---------------------

ESTIMATED NUMBER OF VOLUNTEERS: ESTIMATE DATE/ TIME FOR SET-UP:

Sept. 13, 2025

ESTIMATE DATE/ TIME FOR CLEAN-UP:

Sept, 13, 202S

7:00 ____ liA.M.

□ P.M.

5:00 ____ DA.M. ii P.M.

E'.VENT DETAILS,

■ Yes

■ Amplification

□ No □ Recorded

11 :00 am PROPOSED TIME MUSIC WILL BEGIN: -------

p END: 4:00 m

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

□ Loudspeakers

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

ii No

WILL ALCOHOL BE SERVED AT THIS EVENT: □ Yes Ii 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: ___________

■ 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:

"YARD" SIGNS - Number requested: I fo (Maximum size is 2' x2'. Cannot be displayed no more than 15 J' days prior to first day of event and must be removed 24 hours after end of event.)

)Q_ )'JJ

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): Gazeb o b anner and yard signs near sidewalks

Description of signs: We have a banner for the Palette Sign but your online check-off does not work. 16 yard 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 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: □ TENTS-QUANTITY_______ ii BOOTHS - QUANTITY 4 0

□ AWNINGS-QUANTITY_____ □ PORTABLE TOILETS-QUANTITY_____

□ TABLES-QUANTITY______

VENDOR PARKING: Have you made arrangement for vendor parking? ii Yes □ No le or church lot High School lot if availa b If yes, where do you propose your vendors park? p • 5 pm Will the Interurban be utilized? ii Yes □ No Time(s) 7 am10 am and 4 m

DEPARTMENT OF' PUBLIC WORKS' APPROVED □ DENIED

Authorized Personnel Signature

D No Will this event require the use of any of the following municipal equipment: II Yes Ii TRASH RECEPTACLESQUANTITY 6 0 BARRICADES - QUANTITY_2____ 0 TRAFFIC CONES - QUANTITY 0 FENCING

□ WATER

2___ ii PARKING SIGNSQUANTITY_ ii RESTROOM CLEANING

____ ELECTRIC

□ OTHER·-------------------------------POLICE DEPARTMENli APPROVED

□ DENIED

ADDITIONAL OFFICERS REQUIRED? 0 Yes

Authorized Personnel Signature Ii No

If yes please describe & include times_______________________ Other (describe):______________________________

SAUGATUCK TOWNSHIP FIRE DISTRICT APPROVED □ DENIED

■ No (use attached map to outline proposed closures) Street closure date/time:______ _____D A.M. □ P.M. Street re-open date/time:______ _____ D A.M. □ P.M. SIDEWALK CLOSURES: □ Yes ii No (use attached map to outline proposed closures) STREET CLOSURES:

□ Yes

Authorized Personnel Signature

Describe Sidewalk Use:

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

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

____□, A.M. 0 P.M.

D No (use attached map to outline proposed closures)

Parking Lot Location: Next to Wicks Park Sidewalk closure date/time:________ Sidewalk re-open date/time:_______

_____□ A.M. □ P.M. _____0 A.M. □ P.M. Wo noed 6 tpacea rotOMld next lo 'Mdl• Paik !Of

What parking arrangements are proposed to accommodate potential attendance: _,,..,., ..,....,.... ..

ACORD

CERTIFICATE OF LIABILITY INSURANCE

DA TE (MM/DD/YYYY)

05/12/2025 � THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES

BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the tenns and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

CONTACT

PRODUCER

StateFarm

6840 Northway Drive NE Ste B2

Rockford

INSURED

Justin Vander lest

FAX rA�g Jo Ext\: 616-951-7188 IA/C N nl: �:M.A2!::.��- justin.vanderiest.fOru@statefarm.com

Justin Vander lest

Ml 493417568

INSURER(Sl AFFORDING COVERAGE

NAIC#

INSURER A: State Farm Fire and Casualty Company

25143

INSURER B:

ARTIST ENTREPRENEURS

INSURER C:

2522 GRAND VISTA CT NW

INSURER D:

GRAND RAPIDS

Ml 495341371

INSURER E: INSURER F:

CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. I"'"" ADD SUB t:�� t:/11' TYPE OF IN SURANCE POLICY N UMBER LIMITS LTR I NSD WVD IMMIDD/YYYYI IMM/DD/YYYYI COMMERCIAL GENERAL LIABILITY $ 1,000,000 EACH OCCURRENCE DAMAGE TO RENTED $ 1,000,000 CLAIMS-MADE OCCUR ............ , .... cclEa ..... ............ -......\

COVERAGES

GEN'L AGGREGATE LIMIT APPLIES PER: PROPOLICY JECT [Z]Loc

92-GP-A711-1

MED EXP (Any one person)

04/01/2025 04/01/2026 PERSONAL & ADV INJURY GENERAL AGGREGATE

PRODUCTS - COMP/OP AGG

OTHER: AUTOMOBILE LIABILITY

ANY AUTO OWNED - AUTOS ONLY HIRED - AUTOS ONLY

UMBRELLA LIAB

EXCESSLIAB

DED

COMBINED SINGLE LIMIT /Ea aoclnbnl\ BODILY INJURY (Per person)

- SCHEDULED

BODILY INJURY (Per accident)

- AUTOS NON-OWNED - AUTOS ONLY

I I RETENTION

WORKERS COMPENSATION AND EMPLOYERS' LIABILITY

(p�';'��ld��tr''Vl""'"

EACH OCCURRENCE

OCCUR CLAIMS-MADE

AGGREGATE

I PER

!OT..TfJTJ::

ANY PROPRIETOR/PARTNER/EXECUTIVE y/ N NIA D OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below

I I �JH·

E.L. EACH ACCIDENT

$ 5,000

1,000,000

$ 2,000,000 $ 2,000,000 $

E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT

DESCRIPTIO N OF OPERATION S / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is required)

CERTIFICATE HOLDER

CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

CITY OF SAUGATUCK

102 BUTLER STREET P.O. BOX86

SAUGATUCK

ACORD 25 (2016/03)

AUTHORIZED REPRESEN TATIVE Ml 49453

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