Special Event, Movie in the Park

EH. 1868

City Council Agenda Item Report FROM: MEETING

Jamie Wolters

DA TE:

7-27-26

SUBJECT:

Special Event ApplicationMovie in the Park

DESCRIPTION: Attached is the special event form for the Annual Movie in the Park sponsored by Mill Pond Reality. Fire, Police and DPW have approved the safety plan. Date: Location: Event Hours: Set up: Clean up: Estimated Attendees: Estimated Volunteers: Banner Palette Sign:

8/15/26 Coghlin Park Duskllpm 5pm-11pm 11pm 150 15 Yes

BUDGET ACTION REQUIRED:

N/A

COMMITTEE/COMMISSION REVIEW:

N/A

LEGAL REVIEW:

N/A

SAMPLE MOTION: Motion to approve the special event application Movie in the Parksponsored by Mill Pond Reality to be held on Aug ust 15, 2026.

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

□ Live

□ Yes

Iii No

D Amplification

PROPOSED TIME MUSIC WILL BEGIN: --------

□ Loudspeakers

D Recorded

END:. ___________

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

■ No

WILL ALCOHOL BE SERVED AT THIS EVENT: 0 Yes Iii 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: ____________

Iii No Yes WILL FIREWORKS BE APART OF EVENT: □ 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.)

[I/ 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): Corner of Grifftin & Culver - same as years past Description of signs:Banner at corner of Griffith & Culver on event day - same as years past (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:

□ BOOTHS -QUANTITY_______ 0 AWNINGS -QUANTITY______

□ PORTABLE TOILETS -QUANTITY_____

□ TENTS -QUANTITY_______ □ TABLES-QUANTITY _______

VENDOR PARKING: Have you made arrangement for vendor parking? □ Yes

li1 No

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

□ Yes

li1 No

Time(s)_ ____________

DEPARTMENT OF PUBLIC WORKS

□ APPROVED

□ DENIED

Authorized Personnel Signature

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

Iii Yes

□ No

□ BARRICADESQUANTITY_ ____ □ TRASH RECEPTACLESQUANTITY_____ □ TRAFFIC CONESQUANTITY □ PARKING SIGNSQUANTITY___ _ Iii ELECTRIC □ FENCING □ WATER □ RESTROOM CLEANING □ OTHER.__________________________________ POLICE DEPARTMENT

□ APPROVED

□ DENIED

ADDITIONAL OFFICERS REQUIRED? □ Yes

Authorized Personnel Signature Iii No

If yes please describe & include times_________________________ Other (describe):________________________________

SAUGATUCK TOWNSHIP FIRE DISTRICT

□ APPROVED

STREET CLOSURES: D Yes

□ DENIED

Authorized Personnel Signature

Iii No (use attached map to outline proposed closures)

Street closure date/time:_______

______ □ A.M. D P.M.

Street re-open date/time:______

_____ □ A.M. D P.M.

SIDEWALK CLOSURES: D Yes

Iii No (use attached map to outline proposed closures)

Describe Sidewalk Use: ___________________________ Sidewalk closure date/time:

----- □ A.M. □ P.M.

Sidewalk re-open date/time: ________

PARKING LOT CLOSURES: □ Yes

□ A.M. □ P.M.

Iii 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.) D Road/Sidewalk/Parking Lot Closure Map D Certificate of Insurance {listing the City of Saugatuck as additionally insured) D Fireworks Permit {if applicable) D Michigan Liquor Control Commission Special Event License (if applicable) D 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 affirm the above understandings. The information provided on this application is true and complete to

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

FLEIS & VANDENBRINK ENGINEERING, INC. __________________,J 1 2011

CITY OF SAUGATUCK ALLEGAN COUNTY, MICHIGAN

COUGHLIN PARK

PARK USE PERMIT APPLICATION

3187