Special Event Application, Venetian Festival

City Council Agenda Item Report

FROM:

Jamie Wolters

MEETING DATE:

March 9, 2026

SUBJECT:

Special Event – Venetian Festival

The attached Venetian Festival application requests approval for the use of Coghlin Park on July 24, 2026, for the park party, and on July 25, 2026, for a live band in the gazebo prior to the fireworks. A safety meeting has been conducted, and the event has been reviewed and approved by the Fire Department, Police Department, and Department of Public Works (DPW). Approval of the fireworks display will be presented to Council at a later date following the completion of the required fireworks safety meeting. Venetian Festival: Date: 7-24-26 & 7-25-26 Location: Coghlin Park Time: 7-24-26 4:30pm-11:00pm 7-25-26 11:30am – 1:00pm SAMPLE MOTION: Motion to approve/deny the 2026 Venetian Festival events to take place in Coghlin Park on July 24th & 25th.

Council Action

: __ Approved •

-- Denied

s Cty of

aJAJ'j *

---- Date

I . I I I

I I I I I I

EST. 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

,:uu:int

SPONSORING ORGANIZATION INFORMATION!

LEGAL BUSINESS NAME: /cofa � C /«4-- %

MAILING ADDRESS:

S� d1.ot<5Af TELEPHONE: 2l/ff2-l/S"- l.(2-/ 0

f. 0, e�,x "/2{ / �� rnr_ {f q l/ d?,

TELEPHONE: -------

!l-e/0-n 6alltv1£) E-MAIL ADDRESS: h bJlwt'>\ {)C?j;).se © m.a:i I. ('qYf-\ coNTAcT NAME:

CELL PHONE:

CONTACT PERSON ON DAV OF EVEN11

TELEPHONE:_______

Heleq Ud'tv,h. E-MAIL ADDREss: h pail(cl,n 00J,f?f!, � rnr£? I. (CJ)-), coNTAcT NAME:

CELL PHONE: 2-lf'l;- V{r;;:-- L/'2-1 ()

-EVENT INFORMATION1

DATE(S) OF EVENT:--:J"(,,../'1 'l.H cJ--2-S-

NAME OF EVENT:

Verie·/i� fp_sffvc;f 2--o 2-<t, PURPOSE oF EVENT: C/2. avib./J{.e 1utiRta1SB c

n Non-Profit

D Marathon/Race

EVENT LOCATION:

□ For-Profit

RAIN DATE:

□ City Operated/Sponsored

c(Festival/Fair

D Video/Film Production S,J-. q,�Nvi--/� (;J,cJ,s �k-

Lw /L, Co� . fr"j In, } 5.-dfl

ESTIMATED NUMBER OF ATTENDEES: 5'J--OD

2-lft2({��(./2-/ o

f? /tl\.

D Co-Sponsored

D Other -----7/2-c/ c/ :?� -lfl'h:J EVENT HOURS: 7/.2..g-- //:30 -I(J'�

ESTIMATED NUMBER OF VOLUNTEERS:

U1 � ---------------------

7 /.2--3 7 ESTIMATE DATE/ TIME FOR CLEAN-UP: /2---S-

ESTIMATE DATE/ TIME FOR SET-UP:

a:o;--. -J V

""' -e:1A.M.

□ P.M.

______ 92

1 EVENT DETAILS1 WILL MUSIC BE PROVIDED DURING THIS EVENT:

□ No

p(' Yes

TYPE OF MUSIC PROPOSED: � Live

l2F Amplification p-.,.; . (p I' n-, PROPOSED TIME MUSIC WILL BEGIN: '.20A::ll�11dcs) 7 pn-,

D Recorded

D Loudspeakers

n-i Jlp n-.,

END: £¢: q: 30/2">?-\

FOOD VENDORS/CONCESSIONS: (Contact Allegan County Health Department)Bl_ Yes O No □ Provide Copy of Health Department Food Service License no totJcf f-rt.A-cks �. �tf i·e� tfl.s de!, S � ""b ' WILL ALCOHOL BE SERVED AT THIS EVENT: IS° Yes O No (J □ 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: a rt!& "'6011cpcf ,n d: Z:D

cJec,kec/ JanfrM' e,e lrJXs+- ku 2--1../--eerv-ter) 5eClVJ'¾ prRSa,.,/--1 d)tJ r-�As -,--:1=-ps �1M1 J /11(,A. CJY �,c.,{M.Sf' w/i/ k /Jl"lllrz&iR 3/J rPr� �1'o"

WILL FIREWORKS BE APART OF EVENT: ,El" Yes No S 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:_ (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.) L9� SIGNAGE AT EVENT SITE - Location(s): fJ.t1-f>an LP thf}a,,,,,L

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:

□ BOOTHSQUANTITY______

0 AWNINGSQUANTITY_____

□ TENTSQUANTITY_�--2 ---□ TABLESQUANTITY 3)/4,gc--1°f ;S '"'--

0 PORTABLE TOILETSQUANTITY-----VENDOR PARKING: Have you made arrangement for vendor parking?-� Yes

D No

If yes, where do you propose your vendors park? Jew>r6-ri� rrhi� r ,;'124 � Cd.� Will the Interurban be utilized? � Yes □ No Time(s)_____________

DEPARTMENT OF PUBLIC WORKS DENIED APPROVED

Approved 2-26-26 Authorized Personnel Signature

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

D Yes

D No

□ TRASH RECEPTACLESQUANTITY /tJ ,,t:J BARRICADESQUANTITY □ TRAFFIC CONESQUANTITY _____ )°5PARKING SIGNSQUANTITY____ □ RESTROOM CLEANING □ WATER PJELECTRIC )a FENCING □ OTHER-------------------------------POLICE DEPARTMENlj APPROVED

□ DENIED

Approved 2-26-26

□ No

ADDITIONAL OFFICERS REQUIRED? tEl Yes If yes please describe & include times (crf (

Authorized Personnel Signature

fiMpn'vf<-4, ,(',(, lU-11?-i:; /?wt � 8w-. (r

A.t>ts o,...... d'l¥sa,, � nr"l.s en.c....e___ . Other {descnbe): ___________._ ______ v-______________

SAUGATUCK TOWNSHIP FIRE DISTRIC'TI APPROVED DENIED

Approved 2-26-26 Authorized Personnel Signature

D 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

D No (use attached map to outline proposed closures)

Describe Sidewalk Use:

Sidewalk closure date/time: Sidewalk re-open date/time: _______

PARKING LOT CLOSURES:

□ Yes

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

D No {use attached map to outline proposed closures)

Parking Lot Location: ____ ______________________ Sidewalk closure date/time:-------Sidewalk re-open date/time: _______

□ □ P.M. ----□ A.M. □ P.M. ----- A.M.

What parking arrangements are proposed to accommodate potential attendance:_______

�PP LI CATION CH ECK LIST

!J. Completed Application 1SI Event Map (includes detailed event layout for vendors, booths,porta potties,etc.) �Road/Sidewalk/Parking Lot Closure Map W" 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) lf document is missing,please explain:f/�s.., adviu a"""\.

ovJ.l'.,f docs� <P'�;;(j//e,

The applicant and sponsoring organization understand and agrees to:

C¼ Sfrf). th�·WrtVl'lA' �) _

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.

COUGUN PARI<

/____

_I

MAY. 21, 2024

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'DIMENSIONS APPROXIMIITED FROM GOOGLE EARTH, #ELECTRICAL SERVICE INFORMIITION TO BE VERIFIED BY USER.

. ACORD"

CERTIFICATE OF LIABILITY INSURANCE

DATE (MM/DD/YYYY)

THIS CERTIFICATE 15 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, ANO 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). Sl?t!IACT

PRODUCER

Hylant Group Inc. 811 Madison Ave. Toledo, OH 43604

Sara Humphries/ Macy Gorrell

FA'J8, Jo, Ext): (419) 259-2710 N

ifD ��ss: Rotary@hylant.com A

I rt�. Nol:(419) 255-7557 NA IC#

I N SURERISl AFFORDING COVERAGE

INSURER A: Westchester Surolus Lines Ins

INSURED

All Active U.S. Rotary Clubs & Districts A.HN: Risk Management Dept. 1560 Sherman Avenue Evanston, IL 60201

COVERAGES

10172

INSURER B: INSURER C:

lNSURERD: 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. SUBR INSR TYPE OF INSURANCE POLICY NUMBER LIMITS WVD LTR 1

A X

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X Liquor Liability � �

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COMMERCIAL GENERAL LIABILITY

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7/1/2025

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PERSONAL & ADV INJURY GENERAL AGGREGATE

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4,000,000 4,000,000

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AGGREGATE

WORKERS COMPENSATION AN D EMPLOYERS' LIABILITY YIN ANY PROPRIETOR/PARTNER/EXECUTIVE NIA EXCLUDED?

If yes, describe under DESCRIPTION OF OPERATIONS below

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EACH OCCURRENCE

CLAIMS·M/\DE

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BODILY INJURY (Per accident) $ AMAGE fpf;,9�tJd1:;;t? $

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DESCRIPTION OF OPERATION S/ LOCATIONS/ VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more s ace Is required)

The Certificate Holder is included as an additional insured where required by written contract or perm11t subject to the terms and conditions of the general liability policy, but only to the extent bodily injury or property damage is caused in whole or in part by the acts or omissions of the insured.

CERTIFICATE HOLDER

CANCELLATION

City of Saugatuck P.O. Box 86 Saugatuck Ml 49453

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

ACORD 25 (2016/03)

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