Special Event, Art Coast Food and Wine Festival

City Council Agenda Item Report FROM:

Jamie Wolters

MEETING DATE:

July 8, 2026

SUBJECT:

Art Coast Food & Wine Festival – Special Event Review

DESCRIPTION City staff and public safety representatives met with organizers of the proposed Art Coast Food & Wine Festival to review event logistics, public safety, traffic control, and operational requirements. This inaugural event is proposed to be held within the Singapore Yacht Club parking lot and adjacent public parking areas. Event Overview • Organizer: Saugatuck–Douglas Area Convention & Visitors Bureau • Event Planner: Lucas Malloy • Location: Singapore Yacht Club parking lot and adjacent public areas on Water Street and Mason Street • Event Dates: November 5–7, 2026 o Note: The previously proposed late-night Saturday activity at Oval Beach has been removed from the event schedule. • Organizers will provide 24-hour on-site security beginning Tuesday, November 3, at 5:00 p.m. through Sunday, November 8. •

Road Closures and Parking Requests • Mason Street Closure: Closure of the Mason Street street-end beginning Sunday, November 1, at 12:00 p.m. through Monday, November 9, at 10:00 a.m. A 20' x 30' event tent is scheduled for installation on Mason Street beginning Monday, November 2. • No Parking Request: Temporary no-parking restrictions are requested on the west side of Water Street from Mason Street south to the Singapore Yacht Club gate entrance for the same period (November 1– 9). This area will serve as a secured "back-of-house" operations area. A temporary chain-link security fence with black windscreen and decorative branded screening will be installed to create a secure perimeter while minimizing visual impacts from the public right-of-way. Water Service Requests Organizers have requested temporary water connections to serve: • The Mason Street back-of-house operations area; • The culinary demonstration stage; and • Two luxury restroom trailers. The Department of Public Works Director Ondersma is coordinating with the event organizers, the Kalamazoo Lake Water/Sewer Authority, and the Fire Department to determine feasible water service options

Noise Ordinance Request The City's Noise Ordinance currently requires amplified sound to cease by 11:00 p.m. Organizers are requesting a one-time exception for Friday evening only to allow amplified music until 11:30 p.m. for the "Club Sugar" event. Alcohol Service and Security Alcohol service will be strictly controlled within the licensed event area. No outside alcoholic beverages will be permitted into the event, and alcoholic beverages may not be removed from the premises. Attendees will receive a commemorative sampling glass upon entry, which must be empty when exiting the event. Security personnel will monitor and enforce all alcohol control measures. Restroom Facilities Two luxury restroom trailers will be located on Singapore Yacht Club property for event attendees. BUDGET ACTION REQUIRED: None. COMMITTEE/COMMISSION REVIEW: City Council Discussion on July 8 and action on July 13. LEGAL REVIEW: None. SAMPLE MOTION: Discussion Only.

 Page 2

Council Action

__ Approved

-- Denied

Cty or

CtL<JJ *

----- Date EST. 1868

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 AUAnt,_______________�

SPONSORING ORGANIZATION INFORMATION

Saugatuc k -Douglas Area Convention�

TELEPHONE:________

Box 28, Saugatuc k, Ml 49 453 MAILING ADDREsst·O. Alec Payleitner CONTACT NAME:---------------

TELEPHONE:________

LEGAL BUSINESS NAME:

E-MAIL ADDRESS:alec@saugatuc k.com

CELL PHONE:

312 .480 .81 61

CONTACT PERSON ON DAV OF EVENli Lucas Molloy CONTACT NAME:--------------E-MAIL ADDRESS:lucas.molloy@brothersmolloyevents.com

TELEPHONE:-------20 6 1220 CELL PHONE: 747-

EVENT INFORMATION 111512 6-11/?/2 6

A ast Food & Wine Festival NAME OF EVENT: rt Co

DATE(S) OF EVENT:

s o casing chefs, restaurants, wineries, , PURPOSE OF EVENT: h w

N /A RAIN DATE:--------

■ Non-Profit

□ For-Profit

□ City Operated/Sponsored

□ Co-Sponsored

D Marathon/Race

D Festival/Fair

D Video/Film Production

D Other ------

48 St, Saugatuc k, Ml 4 9 4 53 EVENT LOCATION: Water

EVENT HOURS:11/5 (7PM-9PM) 11,

1 OOO ESTIMATED NUMBER OF ATTENDEES:

ESTIMATED NUMBER OF VOLUNTEERS:---------------------50

111212 6 ESTIMATE DATE/ TIME FOR SET-UP:_ _ _ _ _ ____

1119126 ESTIMATE DATE/ TIME FOR CLEAN-UP:------

7:00 ____ ■ A.M. □ P.M. _ 12:00 ----- □ A.M. ■ P.M.

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

■ Live

■ Yes

■ Amplification

PROPOSED TIME MUSIC WILL BEGIN: Two hours befor ea1

□ No END:T he end time for each day fo

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

D Loudspeakers

D Recorded

■ Yes

□ No

WILL ALCOHOL BE SERVED AT THIS EVENT: Yes No Iii Provide Copy of Liquor Liability Insurance (listing the City as additionally insured) Iii Provide Copy of Michigan Liquor Control License If yes, describe measures to be taken to prohibit the sale of alcohol to minors:I .D. checks will be taking place before entry into the event.

WILL FIREWORKS BE APART OF EVENT: 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:

"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 SITELocation(s): 48 Water St, Saugatuck, Ml 49453

Description of signs:_T_B_D___________________________ (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______ □ AWNINGS-QUANTITY______ ■ PORTABLE TOILETS-QUANTITY------

■ TENTS-QUANTITY_2 ______ □ TABLES-QUANTITY_______

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

Iii No

If yes, where do you propose your vendors park?__________________ _

Will the Interurban be utilized? □ Yes

■ 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:

□ Yes

□ No

□ TRASH RECEPTACLESQUANTITY_____ □ BARRICADESQUANTITY_____ ■ PARKING SIGNSQUANTITY_22___ □ TRAFFIC CONESQUANTITY _____ ■ WATER □ RESTROOM CLEANING □ ELECTRIC □ FENCING No parking signs for the South sideof Mason St to the Westof Water St. Starting Sunday 11/1/26 at noon until Monday ■ OTHER________11 _/9_ a _t 1_0_am_ ._W_it_h _th_is_ s_e c_ ti_on_o_f _M_as_o_n _St_ be_in_g _ c l _os_ e _d _w _ith_T�YP-e_o_n_et_ra_ ff_i c _b_ar_ri _c a_d _es_. ____ No parking signs for the west sideof Water St between Mason and Butler St. Starting Sunday 11/1/26 at noon until Monday 11 /9 at 10am

POLICE DEPARTMEN □ APPROVED

□ DENIED

ADDITIONAL OFFICERS REQUIRED?

□ Yes

□ No

Authorized Personnel Signature

If yes please describe & include times

Other (describe): _________________________________

SAUGATUCK TOWNSHIP FIRE DISTRIC □ APPROVED □ DENIED STREET CLOSURES:

■ Yes

Authorized Personnel Signature

D No (use attached map to outline proposed closures)

Street closure date/time:_1_1_/1_ /2_6 ____

__12 _ ___

Street re-open date/time:_1_1_/8_ /2_6 ____

SIDEWALK CLOSURES:

□ Yes

Describe Sidewalk Use:

■ A.M. □ P.M.

■ No (use attached map to outline proposed closures)

Sidewalk closure date/time: Sidewalk re-open date/time: -------PARKING LOT CLOSURES:

0 A.M. ■ P.M.

□ 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:________

�PPLICATION CH ECK LISli

■ 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 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.

2026-02-27 Applicant Signature

Date

November 5–7, 2026

Three Autumn Days. Three Fall Nights.

Saugatuck.com

i ersi e a ili n

s uare oot heated tent on the alama oo River Water Street Singapore acht Club .

Saugatuck.com

Festi al

he ule

Thurs ay

Fri ay

Evening Welcome Luau Riverside Pavilion

Afternoon osted Mini Sessions Town Night Restaurant Showcase Local Talent eN Club Sugar Riverside Pavilion

atur ay Afternoon Grand Tasting Riverside Pavilion Night Grand Collaboration Local Talent eN S'Mores on the Beach Town

*All events are subject to change

Saugatuck.com

Ti

et ri ing

Subject to change. Ticket sales begin une Thursday Night e ome

Friday Night e r

All-inclusive themed dinner at the pavilion

Coursed wine dinner at local restaurants

Friday Late Night b r

Saturday Afternoon r

Saturday Night o bor o

Sparkling wine, desserts, DJ, until midnight

All-inclusive tasting with dozens of chefs/wineries and celebrity demos

Coursed dinner featuring multiple local chefs at a special off-site venue

er

Saturday Late Night more o e e Fire pits on Oval Beach and elevated s'more kits (weather permitting)

VIP $725 ee e $550 v o $400

Saugatuck.com

Riverside Pavilion

16,000-square-foot, heated structure in downtown Saugatuck, with clear-sided views of the Kalamazoo River and late fall colors.