Special Event, Family & Pet Halloween Parade & Party

City Council Agenda Item Report From:

Jamie Wolters

Date:

September 22, 2025

Subject:

Special EventFamily & Pet Halloween Parade & Party

Description: The Saugatuck Douglas CVB has submitted an event application for Family & Pet Halloween Parade & Party. The proposed event will take place on October 25, 2025, on Butler Street and in Wick’s Park. The parade will not be the proposed parade in the application, but instead the standard parade route for all City of Saugatuck parades outside of Fourth of July and Homecoming. A safety meeting has been conducted with Police, DPW and Organizer. Fire Chief is away at training and will review with Chief for approval upon his return to town. Breakdown of Event: Location: Parade downtown Butler Street and Party in Wick’s Park Date: 10/25/25 Event Hours: 11am parade and party to follow Attendees: 200 Volunteers: 10 Budget Action Required: N/A Legal Review: N/A Sample Motion: Motion to approve/deny Family & Pet Halloween Parade & Party to take place on October 25, 2025.

Council Action __ Approved __ Denied , ____ Date

� )tEST. 1000

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

avant

sP0NsoR1Nti:b'R<§A'KfizA110,;fir.iFo'·R·MAr.10·N LEGAL sus1NEss NAME: ��CA..vct �la.� cvG TELEPHONE: �5\-B75-B� MAILING ADDRESS: Pa � 2..b M�V-c.L ('{\ \ �':)� CONTACT NAME: .A¥:�\ G\U'l� TELEPHONE: J...3 l-815B=idci "'" '"-' \,,,-

C...'.\ I

'J..• I

..... •�'\,.•�,,of •.\.t•-t1,,. � \�.;,_\).,�

E-MAIL ADDRESS: e,\\�l'\"t-'SSO--�-v_c.t..c:ltVfj(��I .lo!Y\ �

:/<. .._.._.,,: ,··

. ',. ·" -� ·";"h'••. ·· -il".i •,·►�tij

�Q�T��-,p���P��NfQ' . i(�i�.11�"' m _

CONTACT NAME:

E-MAIL ADDRESS:

CELL PHONE: ______

TELEPHONE, 23

,APs:;;Je

\-818-\3';:Wo

CELL PHONE:._______

E\iENT-INFORMA ,l'c)N

t ••, .. .. ,� • �• ,---•..•�• \.10,...--..J,,.,;lYl.fi\.".D· ........,...:a

NAME OF EVENT: Fcr<n;

Ii f?eAWa\\�V\ -l?wJ. ��� DATE{S)OF EVENT: 10·2.5-2�

PURPOSE oF EVENT: fum·1\�1 �rn\J.x\·,½

}L�v\tieS

RAIN DATE:

taNon-Profit

D For-Profit

D City Operated/Sponsored

D Marathon/Race

D Festival/Fair

D Video/Film Production

�l A

D Co-Sponsored

□ Other -----EVENT LOCATION: NbSDV'.\� bv'JJi{h � \N,cKs. '&rl EVENT HOURS: IO: lS - t 2. -'30

_________________ L_tfJ

ESTIMATED NUMBER OF ATTENDEES:.___

________________ ESTIMATED NUMBER OF VOLUNTEERS:._--=� ;._ D _ 1 ESTIMATE DATE I TIME FOR sEr-uP: ____ �.M. P.M.

to·.l1J Dl z.s

ESTIMATE DATE/ TIME FOR CLEAN-UP: I �L.?j)

Dl 2..�

____ DA.M. �.M.

DJ

WILL MUSIC BE PROVIDED DURING THIS EVENT:

D No

TYPE OF MUSIC PROPOSED:

D Recorded

□ Live

D Amplification

!fl·� pf'/\ FOOD VENDORS/CONCESSIONS: (Contact Allegan County Health Department) □ Yes PROPOSED TIME MUSIC WILL BEGIN: \ \ •. (:D A- \'-I\

D Loudspeakers

END:

□ Provide Copy of Health Department Food Service License

�No WILL ALCOHOL BE SERVED AT THIS EVENT: 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:____________

� o WIU 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" SIGNSNumber 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.)

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 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______ BOOTHS-QUANTITY _j_ (A(H)f\e ,{e.nJ

□ □ AWNINGS-QUANTITY______ □ PORTABLE TOILETS-QUANTITY_____

�ABLES-QUANTITY__4 ___,_____

VENDOR PARKING: Have you made arrangement for vendor parking?�es

D No

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

D No

Time(s)_____________

pEPARTMENT OF PUBLIC WORKS □ APPROVED □ DENIED

Authorized Personnel Signature

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

�TRASH RECEPTACLESQUANTITY

_3

D Yes

D No

�ARRICADES - QUANTITY-----

□ TRAFFIC CONES-QUANTITY ____ �ARKING SIGNS-QUANTITY 5 ��\-sQ Wtc.K S. □ WATER □ FENCING □ ELECTRIC □ RESTROOM CLEANING □ OTHER--------------------------------!�

P,QL.ICE·.DEPARt,�EN,li □ APPROVED

□ DENIED

ADDITIONAL OFFICERS REQUIRED?

□ Yes

Authorized Personnel Signature

□ No

If yes please describe & include times------------------------

Other (describe):

SAUGATUCK TOWNSHIP FIRE DISTRIC] □ DENIED □ APPROVED (" ''

• ···• ,�. '\'V' ,�-.-rr-,1'· '-:'

Authorized Personnel Signature

□ No (use attached map to outline proposed closures) Street closure date/timeJ 8) ·.co tx'(V'. I \ :;?1) laA.M. □ P.M. _____.□ A.M. □ P.M. Street re-open date/time: ______ □ No (use attached map to outline proposed closures) SIDEWALK CLOSURES: □ Yes STREET CLOSURES�s

Describe Sidewalk Use:

Sidewalk closure date/time:

Sidewalk re-open date/time: _______

PARKING LOT CLOSURES:

□ Yes

_____□ A.M. □ P.M. _____□ A.M. □ P.M.

□ 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 D Completed Application

D 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)

D Fireworks Permit (if applicable)

□ 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 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 affir the above understandings. The information provided on this application is true and complete to the best f my knowledge.

Date

""-"'" '""""'' ,1,120"

I PARKING

KALAMAZoo

RIVER

RESTROOM

B ( (__

\\·.(bANt-lm?IW\

CONC WALK

WATER STREET ILU w c:: I­

r 1--

WICKS PARK BOUNDARY

$ �1 >- [jj C:: LU <( c:: � (/) I­

NORTH

SCALE IN FEET

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

FLEIS & VANDENBRJNK ENGINEERJNG, INC.----------------' 2016

ALLEGAN COUNTY, MICHIGAN

WICKS PARK PARK USE PERMIT APPLICATION

31B7

-·· ry ( ure o& l i:. -· t1;;: twtn Q -----t:)o.wl'\t\)'.AY\ �

- - 11 ---

V LORTHST.

SHP 1(

LUCY ST.,,

SPEAR ST.

D I DI FRANCIS ST.

Q \ rJ.J

MAINST.

HOFFMAN

t i{) v�

ST.

CULVER ST.

ti

AU.EGAN ST.

ti

lii

lii � �