Special Event - Art in the Park

City Council Agenda Item Report

FROM:

Jamie Wolters

MEETING DATE:

February 23, 2026

SUBJECT:

Annual Special Event-Art in the Park Saugatuck

DESCRIPTION: SWMI Artisan Markets is proposing Art in the Park Saugatuck to be held on September 12, 2026. Please see the attached application and event details below. A safety meeting was conducted, and the Fire Department, Police Department, and DPW have reviewed the request and provided departmental approval. BREAKDOWN OF EVENT: September 12, 2026 Event Dates: Wicks Park Event location: 10:00am-5:00pm Event Hours: 7:30am & 5:00pm Set up/Clean up times: Est. number of attendees: 1,500 – 2,000 Tents: Maximum of 40-50 see attached map Volunteers: Yet to be determined Music: Band with no amplification Alcohol: None Fireworks: None Signage: Palette Sign, Wicks Park Gazebo Banner and 6 yard signs-(not 16 as stated on application) Vendor Parking: High School via Interurban BUDGET ACTION REQUIRED: N/A COMMITTEE/COMMISSION REVIEW: N/A LEGAL REVIEW: N/A SAMPLE MOTION: Motion to approve/deny the Art in the Park Saugatuck to take place on September 12th, 2026, organized by SWMI Artisan Markets.

October 22, 2025

City of Saugatuck PO Box 86 Saugatuck, Ml 49453 Dear City of Saugatuck and Members, We are excited to share some wonderful news! Art in the Park is entering a new chapter with a thoughtful transition of management from Anna Donahue to SWMI Artisan Markets. We are deeply grateful that Anna has entrusted us with this beloved event. As we take on this new role, we do so with renewed purpose and enthusiasm, committed to celebrating fine arts throughout our region. Art in the Park is an exclusive, juried showcase of fine, handcrafted creations from the region's most talented artisans. Our carefully curated selection promises a discerning and elevated shopping experience, a celebration of true craftsmanship and creative excellence. As part of SWMI Artisan Markets commitment to giving back to the community, we're proud to announce that 20% of our net earnings will be donated to the Art a Loan �rogram at Saugatuck Public Schools. This remarkable program has been a cherished tradition for nearly 30 years, and it holds a special place in my heart. During her school years, my daughter, Lauren Messing, was selected three times with her artwork, an experience that left a lasting impact on her. Thank you for taking the time to review our application for Art in the Park Saugatuck. We look forward to working collaboratively with you to ensure a successful event and to help draw visitors to Downtown Saugatuck. Kind regards, �

Susan L. Poolman Marie Kappenman SWMI Artisan Markets

SWMI Artisan Market Art In the Park Saugatuck Page 1 of 3

We're currently developing a strategic social media marketing plan, which will include featured vendor spotlights to help promote participation and engagement. Additionally, we'll provide a booth layout once we've re-measured the area to ensure the space is used as efficiently as possible. Our application rules and regulations:

1. Original Work Requirement All items must be original, handcrafted, and created by the approved artist/vendor. Buy-sell items, kits, imports, commercial, and mass-produced products are not permitted. T his policy will be strictly enforced to maintain the integrity and quality of our market. *** 3-D printed media will not be considered for this event 2. Exhibitor Selection & Category Limitations To ensure a diverse and balanced marketplace, we limit the number of exhibitors within each category or with similar product offerings. All applications are juried simultaneously, and selections are made to provide a varied representation within each category. This is not a first-come, first-served process.

3. Application Review Process All applications will be reviewed and screened for completeness before the jury process. If your application is incomplete, you will be notified and given the opportunity to resubmit once all required information is provided.

4. Cancellation Policy Please notify us as soon as possible if you need to cancel your participation. Cancellation refunds may be considered on a case by case basis. No refunds after May 1st. 5. Returned Check Policy / Venmo A $50.00 bank fee will be charged for all returned checks. To secure your acceptance into the Market, payment must then include the original amount plus the $50.00 bank fee Venmo is highly encouraged for payment and details will be in your acceptance email.

6. Photo Submission and Usage Policy You must submit a minimum of 3 high-quality digital photos of your items and 2 photos of your display. Photos should comprehensively represent all wares you plan to exhibit at Art In the Park. Please ensure photos are clear and well-lit. Additionally, work-in-progress photos must be available on the day of the market if questions arise about your items' craftsmanship. By submitting photos, you agree that images taken by Committee members or their designees-whether at the market or provided by you-may be used for promotional purposes, including news releases, the event website, social media, and other advertising.

SWMI Artisan Market Art In the Park Saugatuck Page 2 of 3

7. Booth Content Policy If you display any crafts or wares in your booth that differ from those listed in your application or that have not received prior approval from the Market Committee, you may be asked to remove those items or risk expulsion from the event. 8. Sales Tax Responsibility You are responsible for researching, collecting, and reporting all applicable local and state sales taxes to the appropriate revenue departments. We will not accept a concessionaire's sales tax license from out of state residents. 9. Booth Set-Up Information Set-up time is on Saturday from 7:30 a.m. to 9:45 a.m. Please unload your vehicle and move it to the designated parking area before beginning to set up your display. If you have not arrived or contacted us regarding a late arrival by 8:15 a.m., you will be considered a no-show, and your space may be reassigned without a refund. 10. Market Hours & Breakdown Policy The market officially closes at 5 p.m. Please do not begin packing up or dismantling your display before this time. Failure to comply with this rule will affect your eligibility for participation in future markets. 11. We are a community-focused event that thrives on support, positivity, and collaboration. If you feel unable to encourage fellow vendors, engage positively with shoppers, or maintain an uplifting attitude, this may not be the right market for you. 12. Digital Presence Your digital presence matters. Having an up-to-date website and active social media allows us to effectively promote and showcase your work for this event. 13. Right of Withdrawal The SWM I Artisan Market Committee reserves the sole discretion to require an exhibitor to withdraw from the market due to misrepresentation or unacceptable behavior. In such cases, any fees paid directly to the Market by the exhibitor will be refunded, less $65 due to planning and advertisement of the event. The exhibitor agrees that they have no further recourse, and the SWMI Artisan Market shall not be liable for any direct, indirect, consequential damages, lost profits, or any other losses incurred.

SWMI Artisan Market Art In the Park Saugatuck Page 3 of 3

Council Action

__ Approved

I I I

--Denied

s Cty or

a.JAJJ *

I I

EST. 1a68

Must be filled out in its entirety & returned to the City Clerk's Office 60 days prior to scheduled Al/Ant________________

SPONSORING ORGANIZATION INFORMATION LEGAL BUSINESS NAME:SWMI Artisan Markets PO Box 286, Glenn, M l 49416 MAILING ADDRESS:

TELEPHONE: 269.227 .3448

CONTACT NAME : S usan Poolman

TELEPHONE: 269.22 7 .3448 3448 CELL PHONE:269 . 22 7.

E-MAIL ADDRESS:swmiartisanmarkets@gmail.com

CONTACT PERSON ON DAV OF EVEN11 CONTACT NAME: Emily Berezowsky E-MAIL ADDRESS: emilyberezowsky@gmail.com

TELEPHONE: 248.342.3541 CELL PHONE:

248.342.3541

EVENT INFORMATION PURPOSE OF EVENT:

□ Non-Profit

n the Park Saugatuck

DATE(S) OF EVENT: 0911212026

RAIN DATE: n/a --------

D Marathon/Race

Art FeSUVal

□ For-Profit ■ Festival/Fair

D City Operated/Sponsored

D Co-Sponsored

D Video/Film Production

D Other ------

c 1Oampm ark EVENT HOURS: --------------1, - 2, Guests ESTIMATED NUMBER OF ATTENDEES: ---------------------Not sure at this point ESTIMATED NUMBER OF VOLUNTEERS: ----------------------

EVENT LOCATION: Wi ks P

ESTIMATE DATE/ TIME FOR SET-UP: 09l12l2026 ESTIMATE DATE/ TIME FOR CLEAN-UP:

09/12f2026

2-23-26 Date �--·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-··

SPECIAL EVENT & PARADE APPLICATION

Art I

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

NAME OF EVENT:

7:30 ■A.M. □ P.M. ____ 5 :00 □A.M. ■ P.M. ____

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

0 No

ii Yes

ii Amplification

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

□ Recorded

0 Loudspeakers

END: 5:00pm

FOOD VENDORS/CONCESSIONS: {Contact Allegan County Health Department) 0 Yes □ Provide Copy of Health Department Food Service License

ii No

WILL ALCOHOL BE SERVED AT THIS EVENT: 0 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:___________

WILL FIREWORKS BE APART OF EVENT: 0 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, across a street or on City property. Which of the following signs are requested for this event: 16 (Maximu� size is 2' x2'. Cannot be displayed no more than 15 .._ "YARD" SIGNSNumber requested: 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.) : azebo banner and yard signs near sidewalks ). SIGNAGE AT EVENT SITELocation(s) G images once we have them finalized, similiar to the past event Description of signs: Will submit (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: 0 TENTS - QUANTITY------■ BOOTHS - QUANTITY 40 - 50 0 AWNINGSQUANTITY______

0 TABLESQUANTITY______

0 PORTABLE TOILETSQUANTITY_____ VENDOR PARKING: Have you made arrangement for vendor parking? Iii Yes D No If yes, where do you propose your vendors park?We will be in contact with the HS & Churches Will the Interurban be utilized? Ii Yes

□ No

Time(s) 7:30am - 1 0am & 4pm-6pm

DEPARTMENT OF PUBLIC WORKS APPROVED □ DENIED

approved via safety meeting on 2-19-26 Authorized Personnel Signature

D No Will this event require the use of any of the following municipal equipment: ■ Yes ■ TRASH RECEPTACLES - QUANTITY 6 0 BARRICADES - QUANTITY

□ TRAFFIC CONESQUANTITY 0 FENCING

----■ PARKING SIGNSQUANTITY_2___ ■ RESTROOM CLEANING

____

■ELECTRIC

O WATER

0 OTHER

POLICE DEPARTMEN APPROVED

□ DENIED

approved via safety meeting on 2-19-26 Authorized Personnel Signature

■ No

ADDITIONAL OFFICERS REQUIRED? 0 Yes

If yes please describe & include times_______________________ Other (describe):____ ______ ___________ _________

SAUGATUCK TOWNSHIP FIRE DISTRIC □ DENIED APPROVED

approved via safety meeting on 2-19-26 Authorized Personnel Signature

■ No (use attached map to outline proposed closures)

STREET CLOSURES: D Yes

Street closure date/time:______

_____D A.M. D P.M.

Street re-open date/time:______

_____D A.M. D P.M.

SIDEWALK CLOSURES: D Yes Describe Sidewalk Use:

■ No (use attached map to outline proposed closures)

Sidewalk closure date/time:

____0 A.M. 0 P.M.

Sidewalk re-open date/time: _____ __

____ 0 A.M. 0 P.M.

PARKING LOT CLOSURES: ■ Yes

D No (use attached map to outline proposed closures)

Parking Lot Location: Next to Wicks Park

Sidewalk closure date/time: ________

____ 0 A.M. 0 P.M.

Sidewalk re-open date/time:_______

____0 A.M. 0 P.M.

What parking arrangements are proposed to accommodate potential attendance:____ ___

�PPLICATION CHECK LIS

□ 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) □ 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 ind dent 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.

J(pplicant Signature

Date

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CERTIFICATE OF LIABILITY INSURANCE

ACORD

DATE (MM/DDNYYY)

10/27/2025

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 A MEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), 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 terms 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 Mark Bekken NAME: FAX N Saugatuck Harbor Insurance Agency (269) 857-1751 xt\; IA/C, Nol: (269) 857-1838 J0 E ritlg E-MAIL ADDRESS:

102 S. Blue Siar Hwy, Ste. 118 PO Box 730 Douglas

Ml 49406

INSURED

INSURERA:

INSURER B:

markb@shinsurance.com

NAIC#

INSURER(S) AFFORDING COVERAGE

Auto-Owners Insurance

18988

INSURER C:

Susan Poelman

INSURER D:

7021 114Th Ave

INSURER E:

7021 114th Ave

Ml 49408-9756 Fennville INSURER F: CL25102706158 COVERAGES REVISION NUMBER: CERTIFICATE 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.

INSR LTR

TYPE OF INSURANCE

INSD WVD

X COMMERCIAL GENERAL LIABILITY �

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OWNED � AUTOS ONLY HIRED AUTOS ONLY

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05/23/2025

05/23/2026

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GEN ERAL A GGR EGAT E

COMBINE D SINGLE LIMIT IEa accidentl BODILY INJURY (Per person)

BODILY INJURY (Per accident)

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RETENTION $ OED WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNE R/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below

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CANCELLATION

CERTIFICATE HOLDER

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 St. Saugatuck

AU THORIZED REPRESENTATIVE

Ml 49453

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