HomeMy WebLinkAboutVIII-10 Approve Special Event Designation with Temporary Liquor License - Rivertown Days City Council Memorandum
To: Mayor Fasbender & City Council Members
From: Paige Marschall Bigler, Recreation Program Specialist
Date: May 20, 2024
Item: Rivertown Days - Special Event Designation & Temporary Liquor License
Council Action Requested:
Designate 2024 Rivertown Days as a Special Event coordinated by the Hastings Area Chamber of
Commerce and Tourism Bureau from July 19th through July 21st 2024, and approve a three day on-sale
liquor license as part of the Rivertown Days Community Celebration.
Background Information:
The Hastings Area Chamber of Commerce & Tourism Bureau has made a request to have July 19 – 21
designated as a special event. Management Staff have been working with the Rivertown Days Committee
and are supportive of the event with the following conditions:
Traffic Management Conditions:
• Traffic Management Plan submitted by a third-party vendor for City Staff review – detour route
and trailblazing implemented including delivery, setup and takedown.
• Traffic control vendor to provide metal fencing, similar to 2023. Fencing will run along Tyler St.
from the Mississippi River up to 2nd Street. Additional fencing available to fill areas that are not
blocked by a stage or entrance tent. An easily movable barricade near the small stage on Sibley
St. to block foot traffic but allow EMT access if necessary. Barricades at ally behind Lock & Dam
and one behind Hastings Social Tavern to deter alcohol beyond boundaries.
• Signage at both ends of 2nd St., mid-block 2nd-3rd on Sibley and Ramsey be similar in size/visibility
used for last summer’s downtown closures. ‘Road Closed Ahead’ signs at Vermillion/3rd,
4th/Sibley, 4th/Ramsey, and warning on Tyler both north and south of 2nd St. ‘No Right Turn’ sign
on frontage road just prior to 2nd St. and ‘No Right Turn’ and ‘No Left Turn’ sign north and south
of 2nd St. E. on Tyler Street.
• Event coordinators ensure there are way finding signs on Tyler St. and behind the Legion to
identify entrances.
• Advance notification to traveling public required along 2nd St. on approaches to closure area
(example: This road closed for event July 19th – 21st)
• Accessible parking spots to be identified and posted by RTD Committee.
• Police Department requests two golf carts for shuttling police reserves.
Temporary Liquor License Conditions:
• Access to and egress from the alcohol service areas must be always staffed with private security
personnel during service hours. Security personnel need not be uniformed but must wear
something that identifies them as SECURITY. Security personnel may be employees of the
event’s liquor license or volunteer staff.
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• Security personnel are expected to immediately report to the Hastings Police Department any
traffic safety issues, disorderly conduct, or criminal behavior that may affect the safety of the
event staff, attendees, or surrounding community.
• Identification checks must be made to ensure with the Minnesota alcohol consumption
possession statutes. Beer tent hours will be 5:00 p.m. – 11:00 p.m. on Friday, and 1:00 p.m. –
11:00 p.m. on Saturday. Last call at 10:30 p.m. on Friday and Saturday.
• Only alcoholic beverages allowed outside the bar/restaurant spaces from Chamber beer tent. List
of beverages provided to Police Dept. prior to the event.
• Alcoholic beverages are not permitted to leave Rivertown Days boundaries.
• Security member positions in the alley behind Lock and Dam Eatery.
• Proof of insurance for the temporary liquor sales must be received by City staff in advance of the
event.
General Conditions:
• Chamber to receive written approval to utilize private property.
• Chamber to receive letter of approval from DNR to close Jaycee Boat Launch
• Tent inspection by the Fire/EMS Department to address proper safety items in advance of the
event.
• Stages taken down by event volunteers after event Saturday night to allow space for car show on
Sunday.
• Public Works Department staff check electrical outlets at Jaycee Park prior to RTD weekend for
craft fair and food vendors.
• Public works department to provide water access for food vendors and the carnival at Levee Park
from hydrants. Public Works and RTD staff identify hydrants prior.
• Public Works to mow and mark off the grassy area past the boat launch in Jaycee Park for
additional parking.
• Parks Department connect with Mosquito Control District to spray for mosquitos in Jaycee and
Levee Park before RTD weekend.
• Parks Department to mow private property adjacent to Levee Park the Monday of Rivertown Days
weekend, prior to carnival set up.
• Parks Department will provide delivery and pickup of picnic tables to Jaycee Park and Levee Park.
• Parks Department will lock Levee Park restrooms and post closure signage.
• Parks Department will coordinate Trash, Recycling & Organics carts and dumpsters delivery and
distribution with Tennis Sanitation.
• Parks Department will check garbage/recycling for pickup throughout Jaycee Park and Levee Park
in the morning and afternoon, July 19-21. Event volunteers to empty garages/recycling in the
evenings.
• The downtown big belly bins will be saran wrapped shut with an out of service sign posted by
Public Works Staff due to insufficient capacity to maintain regular emptying by maintenance.
• Any additional coordination with City Staff as requested to ensure a successful event.
Financial Impact:
Temporary on-sale liquor license fee of $75.00. City resources are committed to this event as part of the
annual budget and the City is listed as one of the event sponsors.
Advisory Commission Discussion:
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N/A
Council Committee Discussion:
N/A
Attachments:
• Special Event Application and letter
• Traffic Management Plan
• Security Overview
• Event layout & Maps
• Temporary Liquor license application
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Special Event Application: Rivertown Days 2024
Attachment
General Event Information:
• Set up times & notes:
o We are asking that 2nd Street close to through traffic from Eddy Street to Tyler Street at
5 a.m. Friday, July 19th, 2024 for event set up. This would include Sibley from the Levee
Park parking lot to the ally north of 4th Street and Ramsey from the Levee Park parking
lot to the back of the Post Office. Levee Park parking lot would also close to traffic.
Barricades and detour signs will be placed by Warning Lites at 5 a.m. (Traffic
management plan enclosed)
Stages will begin set up by 7 a.m.
Fencing will begin set up by 8 a.m.
Food trucks arrive by 10 a.m. – scheduled electrical checks by 12 p.m.
o Stipes Carnival will start setting rides in the privately owned land north of Hastings
Family Service on Monday July 15th. Approval from Bob Abdo, private land owner has
been obtained. We are asking for the use of the city owned land north of Art Space
Apartments for Carnival parking from Monday, July 15th – Sunday, July 21st, 2024.
o A permit for the closure of Jaycee Park boat launch has been approved for Saturday, July
20th & Sunday, July 21st. Signs will be posted at the entrance of Lock & Dam road the
starting weekend of July 4th
o Volunteers will begin marking booths for arts & crafts vendors on Thursday, July 18th.
(Park will remain open to the public)
o Food vendors will need to be set up for electrical inspection in Jaycee Park by 1 p.m. on
Friday, July 19th.
o Arts and crafts vendors will start setting up in Jaycee Park Friday, July 19thfrom 5 p.m. –
9 p.m.
• Event Times:
o 2nd Street retailers would like to do a sidewalk sale while the event is being set up from
9 a.m. – 5 p.m..
o Music, carnival & food trucks on 2nd street & Levee Park
Friday, July 19th 5:00 – 11:00 p.m. (Ticket required)
Saturday, July 20th 9:00 a.m. – 11:00 p.m. (Ticket required starting at 1 p.m.)
Sunday, July 21st 9 a.m. – 4 p.m. (Ticket NOT required)
• Community Church Service at the Pavilion at 10 a.m.
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• Carnival & food trucks from 11 a.m. – 4 p.m.
• Hastings Signs competition at the Pavilion at 2:00 p.m.
• Classic car show on 2nd Street – 11 a.m. – 4 p.m.
o Arts & Crafts Show in Jaycee Park (Ticket NOT required)
Saturday, July 20th 9 a.m. – 5 p.m.
o Sunday, July 21st 9 a.m. – 4 p.m.
• Tear down:
o Stages will be torn down Saturday night. Street barricades will replace the two stages on
2nd Street to keep the street closed and allow for the classic car show on Sunday.
o The remaining event areas (arts & crafts, carnival, food trucks) will be cleared out
Sunday starting at 4:30 p.m.
• Admission:
o Tickets are required for activities within the fenced in area on enclosed map (2nd street
& Levee Park) for the following dates and times:
Friday, July 19th, 2024 - 5:00 p.m. – 11:00 p.m.
Saturday, July 20th, 2024 – 1:00 p.m. – 11:00 p.m.
o Price:
Presale - $25
Gate - $20 each day
Kids 15 & under are free to attend
o Additional Admission Notes:
There will be free family activities along with a sidewalk sale on 2nd St and in
Levee Park from 9 a.m. – 1 p.m. Tickets will not be required at this time.
Activities on Sunday, including a classic car show, community church service,
access to the carnival and a singing competition are free to attend. No tickets
required.
The arts & crafts fair in Jaycee Park is free to attend.
Events around town may charge their own admission. Event organizers are
asked to submit these details to the Chamber of Commerce so they can be
posted on the Rivertown Days website. They are also asked to obtain necessary
permits from the city.
• Tents:
o All arts & crafts vendors will have 10x10 tents that are required to be secured. This list
will be submitted to the city clerk in early June. We anticipate 100 vendors in Jaycee
Park and 30 on 2nd Street for the side walk sale.
o There will be a 3 beer tents, each 10x10.
o There will be 10x10 tents at the entrances under the Hwy 61 bridge and at 2nd Street &
Ramsey Street.
o Four food vendors will have 10x10 tents.
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• Traffic Management:
o Please see enclosed traffic management plan created by Warning Lites. Staff of
Warning Lites will deliver and pick up all detour, road closure signs & barricades.
Please note the dates are from 2023, we will be using the same plan and have
confirmed with Warning Lites.
• Trash & Recycling:
o See enclosed trash plan. We are requesting the use of Parks department staff for
this plan as in years past.
o Violet Penman will be in touch with Cory Likes to order organic bins.
• Security:
o The chamber has hired After The Badge (ATB) for security on Friday – Saturday
night. See enclosed security overview.
o Additional signage will be provided indicating where entrance and exits are per
feedback from the Hastings Police Reserves.
o An area of weakness for security is the carnival area. The Chamber asks that police
reserves give special attention to patrolling this area. Guests must be pointed to an
entrance to ensure they are IDed.
• Trolleys:
o Free trolly rides will be offered to Rivertown Days guests on Saturday, July 20th from
9 a.m. – 11 p.m.. The trolly will pick guests up in Fleet Farm parking lot, make the
first stop in Jaycee Park, a second stop in Depot Park and return to Fleet Farm. This
will run as a continuous loop.
• Rivertown Days Sanctioned Events around town will need to submit for their own permits.
A list of sanctioned event applications will be provided to the city prior to the event.
• Permit fees:
o Arts & Crafts vendors are charged a $15 city permit fee.
o Concession stands that have not already paid for a yearlong permit are charged a
$25 city permit fee.
• Parks:
o As in year’s past, we ask that all park fees be waived for the event.
o We are asking that Levee Park and Jaycee Park be sprayed for mosquitos the
Thursday before the event.
• Public Works:
o Food vendors will need access to fire hydrants in the downtown & levee park area
along with Jaycee park. We are asking public works to help in providing access to
designated fire hydrants for use of water during the event.
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o The Rivertown Days fund has purchased additional accessible parking signs to be
used in the public spaced in front of the ramp on 2nd Street West and on Lock &
Damn Road in Jaycee Park. We are asking public works to place these signs for the
event along with no parking signed under the Hwy 61 Bridge and Lock and Damn
Road.
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Hastings Area Chamber of Commerce:
Rivertown Days 2023
Friday, July 21-Sunday, July 23
-WL to deliver advance warning signage one week prior
-Deliver remainder in place by Friday
Friday 5AM: WL to close roads & set barricades
Sunday: Customer to takedown after event
-WL to pick up Monday
Equipment List
2- Road Closed for Event Date / Time
20- Type III Barricades
5- Road Closed
6- Road Closed to Thru Traffic
1- Permit Parking Only
1- Detour Right Enclosed
1- Detour Left Enclosed
2- Large Double Arrow
2- Type II Trail Closed Barricades
2- Road Closed Ahead
2- Detour Ahead
6- Detour Up / strut
2- Detour Left / strut
2- Detour Right / strut
2- Ped/Bike Detour Up / strut
3- Ped/Bike Detour Right / strut
2- Ped/Bike Detour Left / strut
2- Stop Signs / strut
7- Parade Boards
215- Pedestrian Barricades
TIII- RCTTT TO PREVENT MOTORISTS
FROM CUTTING THRU LOTS 4
DETOUR
1
DETOUR
THIS ROAD
CLOSED
FOR EVENT
7/21 5AM-
7/23 5PM
52
20
8
8
30
40
10
47- Add'l for
customer
#
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RTD 2024 Security Overview
Friday, July 19th
• 14 security guards: 4:30 p.m. – 12:00 a.m.
o 2 at Stage 61 gate entrance
o 1 at Stage 61 for band entrance
o 3 at Ramsey & 2nd
o 2 roaming
o 2 at the alley behind Lock & Dam and Graphic Design (1 on each end of the alley)
o 2 on the Hastings Riverwalk
o 2 behind the Sibley Stage
• 1 security guard overnight: 12 a.m. – 8 a.m.
Saturday, July 20th
• 14 security guards 12:30 p.m. – 12 a.m. .
o 2 at Stage 61 Entrance
o 1 at Stage 61 for band entrance
o 3 at Ramsey & 2nd St
o 2 behind the Sibley stage
o 2 at the alley behind Lock & Dam and Graphic Design (1 on each end of the alley)
o 2 roaming
o 2 on Hastings Riverwalk
ATB Security:
1 by the Entrance
1 by the EXIT ONLY
1 behind the stage
1 alley behind Lock
& Dam Eatery
1 at the fence on
the Riverwalk
ATB Security:
1 on the RiverWalk
1 alley behind Graphic
1 Entrance
1 EXIT ONLY
1 Olive’s Grove
2 ATB Security
patrolling
event area.
2 ATB
Security
behind the
Sibley Stage.
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Rivertown Days 2024 Trash/Recycling plan:
From Tennis Sanitation -
• 2 – 8 yard trash & 2 - 8 yard recycling dumpsters for Levee Park area. One set will go in the grass
near the Hastings Riverwalk on Tyler Street, the other will go in the in-closed dumper area in the
alley behind Hastings Beauty School.
• Overflow trash/recycling dumpsters kept at the parks department.
• There is no need for dumpsters in Jaycee Park.
• 45 trash bins and 45 recycling bins will spread out around Levee Park and 2nd Street event area.
• 10 will be stored for back up.
• 55 total for downtown area.
o Map attached
• 10 trash and recycling bins in Jaycee Park for Arts & Crafts fair.
Order & delivery -
• Hastings parks department places order with Tennis Sanitation
• Dumpsters delivered mid week of RTD
• Bins delivered Friday (7.19) morning
Trash pick up schedule –
• Friday 7.19 –
o 45 garbage & 45 recycling cans placed in downtown area (see map)
o 10 of each reserved for backup if volunteers need to replace for cans until parks staff
can empty.
o 10 garbage & 10 recycling in Jaycee park.
o Volunteers will be up overflow Friday night – city empties early Saturday morning.
• Saturday 7.20
o City parks staff empty all trash & recycling bins including the city owned trash bins on
2nd street no later than 8 a.m.
o City parks will empty trash & recycling from 6 a.m. – 6 p.m.
o City parks staff empty garages in Jaycee Park (art & crafts) at 1 p.m.
o Volunteers will clean up overflow at the end of the night.
• City parks staff empty garbage & recycling by 8 a.m. Sunday morning and prior to 2 p.m. in
Jaycee Park & 2nd Street/Levee Park area.
• Take down volunteers empty garbage on 2nd Street & Levee park Sunday starting at 4 p.m. –
place cans in Levee Park Parking lot.
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5 trash & 5 recycling
on both ends of the
food park.
2 trash bins for paper
towels by the wash
i
1 trash & recycling by
the stage. 1 set by the
command center.
5 trash & recycling in
the carnival area.
2 trash & rec by
the picnic tables
and 2 by the gate.
2 trash & rec by the
beer tents.
2 sets near the
Sibley Stage.
8 sets on the
first block.
2 sets near the
entrance & 1 set
behind the main
stage.
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20 Regular
2 Handicap
2 wash stations
2 Regular
3 Regular
(Need by 7.15)
Open the two
in Depot
Parking Lot
Open 2 under
the bridge
1 behind
Stage 61
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Levee Park Parking Lot: 20 regular, 2 handicapped & 2 sinks
• Needed by 10 a.m. on 7.19 – the street closed at 5 a.m. 7.19, you can arrive anytime after that.
• These are in the south west corner of Levee Park parking lot, same as last year. (see attached map)
• Cleaning - Saturday 7.20 before 8 a.m. and at 1 p.m.
• Cleaning Sunday, 7.21 before 8 a.m.
• Please check sinks midday on Saturday
Hastings Riverwalk Path, near the Pavilion: 2 regular
• Cleaning Saturday 7.20 before 9 a.m. & Sunday 7.21 before 9 a.m. .
1 regular behind Stage 61
• The stage will arrive at 7:00 a.m. on Friday, July 19th, this can be placed anytime after 10 a.m..
The dirt lot behind Art Space – 3 regular
• Needed by Monday, 7.15
Can we open all the restrooms that are left downtown for car shows as well?
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