Special Event, Havana Club Ride

City Council Agenda Item Report From:

Jamie Wolters

Date:

August 25, 2025

Subject:

Special EventHavana Club Ride

Description: The First Hand Aid has submitted a special event application for the Havana Club Ride to take place to and from The Butler Restaurant. The safety meeting will be conducted on August 28th with safety services. Breakdown of Event: Location: Downtown to and from The Butler Restaurant, see attached maps. Date: 9/21/25 Event Hours: 7:30am-1:30pm Attendees: 150-250 Volunteers: 25 Budget Action Required: N/A Legal Review: N/A Sample Motion: Motion to approve/deny the Havana Bike Ride to take place on 9-21-25 contingent on approval from Fire, Police and DPW after safety meeting is conducted.

Council Action __ Approved -- Denied

----Date

� lt EST. 1e68 102 Butler Street• P.0. 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 60 days prior to scheduled

SPONSORING ORGANIZATION INFORMATION LEGAL BUSINESS NAME:

t,0>\.: \\on\ A:�

MAILING ADDRESS: Q.0, � \'5o\1\

TELEPHONE:,_______

<anw,_\ �a.f�� « J:::\\

CONTACT NAME: t'\o.rc::.. &,,n� E-MAIL ADDRESS:

&.fq-5\':)

TELEPHONE: _______

m. boh� �C:COGP, �-CO""

CONTACT PERSON ON DAY OF EVENl CONTACT NAME:

--c1rc �\e.::o

E-MAIL ADDRESS:

Lo�e.\ea::>� �'\s�\-�ff"I

EVENT INFORMATION

�on-Profit IS(Marathon/Race

CELL PHONE: 'e>\1 .g::\Q ... ',(S�\

\.\ c-...r°'""... C \,.. 'Q � ! � e,_

C o\oo.. L:\.re. £'-'"� «=-..� PURPOSE OF EVENT:

NAME OF EVENT:

TELEPHONE:._______

□ For-Profit

DATE(S) OF EVENT:

RAIN DATE:, _______

D City Operated/Sponsored D Video/Film Production

D Festival/Fair

9 /�\ I�Go\�

EVENT LOCATION: � 6-.> \.\cs- .n �\wc.,'-t

D Co-Sponsored D Other -----EVENT HOURS:

1 :� N:\,- \;�f>-\

ESTIMATED NUMBER OF ATTENDEES: \-Ee, • � ----------------------

___________________

� ':) ESTIMATED NUMBER OF VOLUNTEERS: _.....,,.__ ESTIMATE DATE I TIME FOR sET-uP:

9/;,o I a�as

ESTIMATE DATE/ TIME FOR CLEAN-UP: q

I-\ I "Q. aa�

"-3 :Gc,-G.;o::::, □ A.M. (!(p.M. \!� -�·.°oo □ A.M. l!rP.M.

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

[!"'°ves

D Amplification

PROPOSED TIME MUSIC WILL BEGIN: \ \ :QO �11

□ No □ Recorded END:

�oudspeakers

\i:OC, 9 t:\.

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

□ No

□ No WILL ALCOHOL BE SERVED AT THIS EVENT: �es □ 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: �/ •

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\. �°'--c..� \-Q m..(\��. �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: lQ (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.) @"" SIGNAGE AT EVENT SITE - Location(s): Ot\i.l,'.\.c.,. c>,l,: � �\\u:

Description of signs: L :�-. c,� �.IQ\.+ b.--9 \zbanc��o::tr,?.-_,_ I P::<n..t� \ -a-¥ J (Signs at event site cannot be di'sblaye�ior to day of�e event and must r; -0ved at the �nJof 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: o.\,,-�\--. �\)C:-� f'" M TENTS - QUANTITY ,.., ::> ( □ BOOTHS-QUANTITY______ � � ro □ TABLES-QUANTITY______cC\""'-�� □ AWNINGS-QUANTITY______ � □ PORTABLE TOILETS -QUANTITY_____ VENDOR PARKING: Have you made arrangement for vendor parking? D Yes

!!!l"No

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

Will the Interurban be utilized? □ Yes

Cir'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: D Yes �o □ TRASH RECEPTACLES - QUANTITY____ litsARRICADES - QUANTITY f"\�\:,c.. L\ �'°"'�

□ PARKING SIGNS - QUANTITY____ □ TRAFFIC CONES - QUANTITY □ FENCING □ RESTROOM CLEANING □ELECTRIC □ WATER □ OTHER-------------------------------POLICE DEPARTMENT □ APPROVED

□ DENIED

Authorized Personnel Signature

□ No

ADDITIONAL OFFICERS REQUIRED? �Yes

If yes please describe & include times._1...:..:.:���11111,;,mi,.:\:.:.:'§oe-=-:�'""� ---------------

Other (describe):� �.1,n A\\1ta.� C:..O.n. \..,. ���� �

n.ri.� . "kr::?co �b·on�

SAUGATUCK TOWNSHIP FIRE DISTRICT □ APPROVED □ DENIED

Authorized Personnel Signature

�o (use attached map to outline proposed closures)

STREET CLOSURES: □ Yes

Street closure date/time:______

_____ □ A.M. D P.M.

Street re-open date/time:______

_____ D A.M. D P.M.

�o (use attached map to outline proposed closures)

SIDEWALK CLOSURES: D Yes

Describe Sidewalk Use: -------------------------

Sidewalk closure date/time: Sidewalk re-open

-----□ A.M. □ P.M. D A.M. D P.M.

� PARKING LOT CLOSURES �s \ Parking Lot Location:

Eifi.o- ( use attached map to outline proposed closures]

l�� \.nc... �" C:-7 ��..c:� on. 6���. -:S:n "�'r-� Sidewalk closure date/time: 9lQ, \�S iY1CM. □ P.M. �e,.6-,.� C� (;: I Sidewalk re-open date/time: Cf /Q\ /&5

�·.?:lo

D A.M. �M.

What parking arrangements are proposed to accommodate potential attendance:

<� � f',>b\�c_ pa-rtz.-� -=>�c.e::\ O<\�

C::-� .,��<A)�Q"�.

�PPLICATION CHECK LISl !!{completed Application �ent Map (includes detailed event layout for vendors, booths, porta potties, etc.) �oad/Sidewalk/Parking Lot Closure Map D Certificate of Insurance (listing the City of Saugatuck as additionally insured)

□ Fi,cu.erlt5 Permit (ifepplieeblc) □ Michigan Liquor Control Commission Special Event License (if applicable) D Health Department Food Service License (if applicable) If document is missing, please explain: l)O';l,;,sc,. g ).--�._'t>

�c..fu\l� i�.

The applicant and sponsorin� orga""zation 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 cau?ed 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.

Adf.S6r::--

Date

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