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Home My WebLink AboutVIII-04 Approve Special Event Designation - Relay for Life City Council Memorandum •All vendors must obtain a vendor license prior to the event, the cost of the licensure is the responsibility of the event organizer or vendor. Licenses can be obtained through the Deputy City Clerk. •American Cancer Society to provide an Insurance Certificate naming the City as an additional insured. •Written confirmation for use of land to host a portion of event activities provided by event coordinator, from private property owner. •Access to and egress from the alcohol service areas must be staffed with private security personnel at all times 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. •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. •Alcoholic beverages are not permitted to leave event boundaries. To: Mayor Fasbender & City Councilmembers From: Paige Marschall Bigler, Recreation Program Specialist Date: August 19, 2024 Item: Special Event Designation – Relay for Life Council Action Requested: Designate Relay for Life ‘Party on the River’ as a Special Event coordinated by the American Cancer Society on Saturday, September 21 from 4:00 p.m. –9:00 p.m. Background Information: The American Cancer Society’s event planners are requesting use of the Rotary Pavilion, Amphitheater and surrounding area at Levee Park to host a Relay for Life event, ‘Party on the River’ encompassing a similar footprint that was approved in 2023. The event will include: live music, food & beer tent, luminary bags, kids’ activities, & silent auction. Anticipated attendance is 300 people. The application and event map are included for City Council review. Since 2017, the American Cancer Society has held their Relay for Life event at Levee Park and it has been a success. City Staff are supportive based on the following conditions: VIII-04 •On the attached map, event organizers indicate the Relay for Life walk utilizing a portion of the Mississippi River Trail. The trail will remain open to the public and walkers will be in small sporadic groups, allowing for regular use of the Trail. •City restroom facilities will remain open but will not be staffed by City personnel. Staff will clean restroom facilities prior to the event and provide a key to event representative for stocking bathroom supplies as needed. •Portable toilets are recommended to be placed on-site to alleviate over-use of the indoor bathrooms. •Event organizers are required to work with a hauler for trash and recycling containers on-site. Containers must be paired side-by-side and visually labeled as Trash and Recycling. All garbage generated from the event will be hauled off site by event organizers in coordination with their hauler. •Any tent or additional “structures” used within the park will need to be anchored with weights. No stakes due to underground irrigation and bedrock. •Decorations must be adhered with rope, zip ties or other materials that does not leave a mark on the facilities. •No unauthorized vehicles on City trails or parked in Levee Park. •All event supplies and equipment will be removed by event organizers directly following the end of the event. •Event organizers agree the site will be left in at least the condition it was pre- event. •Any other reasonable conditions as determined by staff to ensure a successful event. Financial Impact: This event, although requesting designation as a Special Event, will also be subject to a Park Rental Fee in accordance with the City’s fee schedule for exclusive use of areas. •Rotary Pavilion, Amphitheater and surrounding area: $370.00 Advisory Commission Discussion: None Council Committee Discussion: None Attachments: ▪Relay for Life - Special Event Permit Application ▪Relay for Life – Event Map VIII-04 Special Event Permit Application Parks & Recreation Department 920 10th Street West Hastings, MN 55033 651-480-6175 A Special Event Permit is required for events who wish to exclusively use City Property and/or require City services to ensure safety and coordination. A Special Event is defined as any race, concert, community celebration, fundraiser, dance, car show, large assembly, or other Special Event on City property that has received City Council approval. Please see our Special Event Policy for additional information at www.hastingsmn.gov APPLICATION CHECKLIST: Application must be submitted at least sixty (60) days prior to the event. It is our goal to provide event organizers guidance in planning safe and successful events. ◻ Special Event Permit Application ◻ Site Map of Proposed Areas of Impact ▪ Run/Walk Routes, Parade Routes, Downtown Event, Concert/Performance Staging, etc. ◻ Certificate of Insurance ▪ Please see section regarding insurance on page 8. APPLICATION PROCESS: ◻ Submit the completed application packet to the Parks & Recreation Department. ◻ Allow 14 business days after application has been received for review. ◻ If additional information is required, the applicant will be contacted by City Staff. ◻ Once initial review is complete, all supporting documents must be submitted by event organizer. ◻ Once all queries are concluded, the application must go before City Council for final approval. ◻ Throughout the City Staff review process, the Event Coordinator will work with the Deputy City Clerk for additional required licensing in conjunction with the event. CONTACT INFORMATION: Paige Marschall Bigler, Recreation Programming Specialist pmarschall@hastingsmn.gov 651-480-6182 - Special Event Application - Park Rentals Emily King, Deputy City Clerk eking@hastingsmn.gov 651-480-2343 - Additional Licensing - Mobile Food Units, Temporary Liquor Licensing, Temporary Gambling Licensing, Temporary Vendors Special Event Permit Application Page 1 of 10 VIII-04 Organization Information (if applicable) Organization: RELAY FOR LIFE / AMERICAN CANCER SOCIETY Primary Phone Number: 651-442-7960 Website Address: www.relayforlife.org/hastingsmn Event Organizer Name and Title: Linda Kampa, EVENT LEAD Mailing Address: 910 Southview Drive Primary Phone Number: 651-442-7960 Email Address: linda.kampa@allina.com On-Site Contact: Linda Kampa Primary Phone Number: 651-442-7960 Email Address: General Event Information Event Name: Relay For Life of Hastings, Party on the River Type of Event: Race/Run/Walk Downtown Event Concert/Performance Fundraiser Other: ______________________________________________________________________________ Event Description in Detail: Community even to raise money for the cancer society. People walk around the path, look at luminary bags to remembe cancer survivors and those that have passed. Live music, food and drink. Open to team members, family, friends, anyone in the community. ______________________________ Is this an annual event? ____x__ Yes _____ No VIII-04 Is this a multi-day event? ______ Yes __x___ No Event Start Date: ___Saturday September 21, 2024 Event End Date: Saturday September 21, 2024_ Is the event open to the public or private? Public Special Event Permit Application Page 2 of 10 Is there an admission fee? ______ Yes __X____ No What is the anticipated attendance? 300 What was the previous year’s attendance? 200 Where will the event be located? LEVEE PARK / ROTARY PAVILION A Park Rental Permit is required for events located within a City Park. Contact the City of Hastings Parks and Recreation Department for park facility availability information: 651-480-6175. Event Set-Up and Tear Down How many days will your organization require to: Set-Up: 1 Tear Down: _____________ Event Set-Up Date: 9-21-24_____ Event Set-Up Time: _9AM_ to 4PM Event Start Date: 9-21-24_ Event Start Time: 4PM Event End Date: 9-21-24 Event End Time:9PM Event Tear Down Date: 9-21-24 (may have to come back in a.m. to get large tent! Event Tear Down Time: 9PM - 11PM Staging Details VIII-04 The following items will be used at the event (please mark all that apply): Amplified Sound / Music / Live Entertainment Tents/Canopies / food truck / bouncy house < all Other ____________________________________________________________________________ If any of the above items will be used, please indicate their location on your attached Site Plan / Map. Use of the above items may require the Event Organizer to meet ADA Regulations. Parking Details Please describe Public Parking Arrangements for attendees, staff & volunteers. (Please indicate location(s) on Site Plan / Map) Parking wherever available. Levee parking lot - downtown street Special Event Permit Application Page 3 of 10 Portable Restrooms Event Organizers are responsible for the event cleaning of existing on-site portable restrooms as well as the rental and fees associated of any additional portable restrooms and/or hand-washing stations with a vendor of their choice to support their event. Use of these items may require the Event Organizers to meet ADA Regulations. (Please indicate locations(s) of portable restrooms on Site Plan / Map) Company Name: Contact Phone Number & Email: Waste Removal Event Organizers are responsible for arranging the removal of all waste related to the event and related fees. This includes but is not limited to, emptying of trash bins and removal of waste from the event site. Event organizers must work with a vendor to support their event. (Please indicate locations(s) of waste removal bins on Site Plan / Map) ◻ All paper and cardboard, cartons, glass bottles and jars, metal cans, and plastics labeled #1, #2 and #5 must be properly sorted and recycled. ◻ Each trash container must have a recycling container within 10 feet. The City of Hastings has portable recycling and trash containers that can be checked out for free of charge. Please email violet.penman@rosemountmn.gov for more information. ◻ Applicant must educate all event staff, volunteers, event vendors, and housekeeping/custodial contractors using the enclosed Recycle Right Guide. VIII-04 Company Name: Tennis Sanitation will provide waste containers Contact Phone Number & Email: event committee Organics 1. Will the event have at least 300 attendees? ___??___ Yes ______ No 2. Will the event generate at least 1 ton (8 cubic yards) of trash per location (e.g. each sporting tournament location?)? ______ Yes __x____ No 3. Will the event generate food scraps back-of-house (e.g. non- public food-prep areas)? ______ Yes __x___ No If yes to all three organics criteria, the event is required to collect food scraps. Please contact the Solid Waste & Recycling Coordinator, Violet Penman, violet.penman@rosemountmn.gov or 612-268-9097 to discuss the following: What will vendors use for back-of-house food scraps collection? Dakota County has collection resources available. How are food scraps collected from vendors for delivery to an organics facility? Special Event Permit Application Page 4 of 10 Fire Department Services Event Organizers are responsible for coordinating event safety and emergency coverage with the Hastings Fire Department. The Fire Department will determine if and how many fire resources will be required at an event. All Fire Department costs associated with the event are at the responsibility of the event organizer. Event will include tents and/or canopies: x◻ Tents and Canopies over 200 square feet ◻ Other _______________________________________________________________________ Event will host the use of: NO ◻ Fireworks/Pyrotechnics (a firework display permit is required) ◻ Other _______________________________________________________________________ VIII-04 Police Department Services Event Organizers are responsible for coordinating event security and emergency coverage with the Hastings Police Department. The Police Department will determine if and how many police resources will be required at any event. All Police Department costs associated with the event are at the responsibility of the event organizer. Event will require traffic control: NO ◻ Event ingress/egress ◻ Street Closures ◻ Other _______________________________________________________________________ Notice of Temporary Street Closure The City of Hastings requires that all affected residents/businesses both on adjacent to a proposed street closure be notified of such a street closure. A notification letter may be required to be sent to businesses and residents in the affected event areas. Site Plan / Map Instructions All site plans/maps must be submitted along with the application. • Site plans/maps must include a directional sign showing North, South, East, and West. • Site plans/maps must also include a key showing the use of symbols for people, vehicles, tent(s)/canopies, stage(s), platform(s), barricades, Mobile Food Unit and Vendor staging, Portable Restrooms, Waste Collection, etc. • Site plan/map should also show any proposed signage. Special Event Permit Application Page 5 of 10 Street Closures NONE Please keep in mind that streets/sidewalks must be closed from intersection to intersection; street cannot be closed mid-block. Event Organizer is responsible for posting Temporary ‘No Parking’ signs according to requirements. Please list the streets/sidewalks, from intersection to intersection; you are requesting to close for your event. Your Site Plan/Map must show all streets and closures. Street closures are subject to review and approval by the Hastings Police and Public Works Departments. Space is provided for four (4) entries. If you need more space, please attach an additional sheet of paper with the requested information. (1) Street Name: _________________________________________________________________ From (cross street): ____________________________________________________________ To (cross street): ______________________________________________________________ Type of Closure: Street Closure Sidewalk Closure Closure Start Date: ________________________ Closure Start Time: _______________ Closure End Date: _________________________ Closure End Time: _______________ VIII-04 (2) Street Name: _________________________________________________________________ From (cross street): ____________________________________________________________ To (cross street): ______________________________________________________________ Type of Closure: Street Closure Sidewalk Closure Closure Start Date: ________________________ Closure Start Time: _______________ Closure End Date: _________________________ Closure End Time: _______________ (3) Street Name: _________________________________________________________________ From (cross street): ____________________________________________________________ To (cross street): ______________________________________________________________ Type of Closure: Street Closure Sidewalk Closure Closure Start Date: ________________________ Closure Start Time: _______________ Closure End Date: _________________________ Closure End Time: _______________ (4) Street Name: _________________________________________________________________ From (cross street): ____________________________________________________________ To (cross street): ______________________________________________________________ Type of Closure: Street Closure Sidewalk Closure Closure Start Date: ________________________ Closure Start Time: _______________ Closure End Date: _________________________ Closure End Time: _______________ Special Event Permit Application Page 6 of 10 Barricade Equipment NONE Does the Host Organization have its own barricade equipment? Yes No If not, please indicate how the Host Organization will meet all required barricade requirements. *The companies listed below are barricade providers and not recommendations of the City* Host Organization will rent barricade equipment from a private company from the list below. (In alphabetical order) Host Organization will set-up and tear down barricade equipment. Private company will set-up and tear down barricade equipment. Geyer Signal https://www.constructionequip me nt.com/company/geyer- signal-st cloud-inc Phone: 320-253-9005 4205 Roosevelt Road St. Cloud, MN 56301 Safety Signs of MN https://www.safetysig ns mn.com/ Phone: 952-469-6700 19784 Kenrick Avenue Lakeville, MN 55044 Warning Lites https://www.warninglitesmn.com/ Phone: 612-521-4200 4700 Lyndale Avenue North Minneapolis, MN 55430 VIII-04 Miscellaneous _____ The event organizer(s) will be applying to serve intoxicating liquor. ➢ Please complete the supplemental form on page 9. _____ The event organizer(s) will be applying for a temporary gambling permit. _____ This event will have vendors selling goods, wares, products, merchandise, etc. _____ This event plans to have a petting zoo, pony rides, etc. ➢ Please indicate the location on the Site Map. It will also be required that the event provides a portable hand-washing station. Special Event Permit Application Page 7 of 10 Indemnification Agreement Host Organization and/or Event Organizer agree, in consideration of the granting of this application and Special Event Permit for: RELAY FOR LIFE OF HASTINGS, PARTY ON THE RIVER to be held on 9-21-24 by LINDA KAMPA of AMERICAN CANCER SOCIETY Event Organizer/Primary Applicant Host Organization Host Organization and/or Event Organizer(s) hereby agrees to defend, indemnify and hold harmless the City of Hastings (“City”), and the City’s employees, officers, managers, agents, council members, and volunteers from and against any and all losses, damages, claims for damage, liability, lawsuits, judgement expense and cost(s) however caused, resulting from, arising out of, or in any way related to the Applicant’s event as herein described, from any injury of death to any person or damage to any property including all reasonable costs for investigation and defense thereof (including, but not limited to, attorney fees, costs and expert fees) arising out of or attributed to the issuance of Applicant’s Special Event Permit regardless of where the injury, death, or damage may occur, unless injury, death, or damage is caused by the sole negligence of willful misconduct of the City. Nothing in this Agreement is to be construed as a waiver by the City of any immunities, defenses, or other limitations on liability to which the City is entitled to by law, including, but not limited to, the maximum monetary limits on liability established by Minnesota Statutes, Chapter 466. Host Organization and/or Event Organizer(s), at their sole cost and expense, agrees that it will maintain in full force and effect, for the duration of the event and term of this Agreement, liability insurance with a minimum per occurrence liability limit of $2,000,000. The City must be named as an additional insured on the insurance policy, and the policy must contain a stipulation that the Applicant’s insurer will provide ten (10) days’ prior written notice to the City of a cancellation of the required insurance policy. The insurance shall be carried by a solvent and responsible insurance company that is licensed to do business in the State of Minnesota. A certificate of insurance, signed by the authorized representative of the insurance company, evidencing compliance with the required liability insurance amount must be provided to the City by the Applicant prior to the event. The City reserves the right to modify the insurance requirements at its sole discretion based on the nature and scope of the Applicant’s proposed event. LINDA KAMPA, EVENT LEAD _Linda Kampa, 7-31-24 ___________________________________ Signature Date VIII-04 Special Event Permit Application Page 8 of 10 Applicant Agreement Please read each statement. Initialing next to each statement indicates your understanding and agreement ot the statement. LK Host Organization and/or Event Organizer(s) agrees upon request to provide a Liability Insurance Certificate providing evidence of general liability insurance coverage in a minimum of $1,000,000 combined single limit and a minimum $2,000,000 aggregate limit, If food or non alcoholic beverages are sold or provided at the event the insurance policy shall also include an endorsement for product liability in an amount not less than $1,000,000. LK Host Organization and/or Event Organizer(s) agrees, upon request, to submit a Security Plan setting forth the proposed security measures to be taken to protect the health, safety, and welfare of the participants, spectators, bystanders, and passerby. This plan will be reviewed by the Hastings Police Department who may require alterations to the plan. Security measures may include but are not limited to the hiring of Hastings Police Officers at the expense of the Event Organizer. LK Host Organization and/or Event Organizer(s) agrees, upon request, to provide a copy of their Determination Letter, as issued by the Internal Revenue Service of the United States, if the application is made on behalf of any organization representing iteself as a tax-exempt, non-profit and/or charitable organization. _____ Host Organization and/or Event Organizer(s) agrees to notify all residents and businesses that will be affected by street/sidewalk closures and/or amplified sound. _____ Host Organization and/or Event Organizer(s) agree to supply ‘No Parking’ signs, barricades, cones, and/or warning signs and to situtate them in such a position that the street closure may be maintained in a safe and orderly manner. LK Host Organization and/or Event Organizer(s) agree to work with City Staff to ensure appropriate licensure is completed for the event including: Park Rental(s), Mobile Food Units, Vendors, Intoxicating Liquor, Temporary Gambling, etc. LK Host Organization and/or Event Organizer(s) agree that any false statement or material misrepresentation made in support of this application and permit is cause for denial of issuance of a Special Event Permit. Applicant also agrees that failure to adhere to the policies and procedures established by the City of Hastings or any conditions or restrictions imposed upon the permit by the City of Hastings, is cause for revocation of the Special Event Permit. By signing below, Host Organization and/or Event Organizer indicate understanding and agreement to the above statements. LINDA KAMPA, EVENT LEAD Print Name Title VIII-04 _LINDA KAMPA, EVENT LEAD 7-31-24 Signature Date Special Event Permit Application Page 9 of 10 SUPPLEMENTAL INTOXICATING LIQUOR FORM PLEASE COMPLETE IF INTOXICATING LIQUOR WILL BE SERVED AT THE EVENT Intoxicating Liquor (please check one) An establishment within the City of Hastings holding an active Caterer’s Permit will be providing and serving liquor. - The establishment must provide a current copy of their certificate of insurance including sales off premises. The City of Hastings must be listed as additional insured. - Please note if an establishment plans to serve liquor under their caterer’s permit, they must also serve food at the event. Establishment / Permit Holder: __________________________________________________ A Temporary Intoxicating Liquor License will be requested. - Only issued to charitable, religious, or nonprofit organizations in existence for at least three (3) years. - Application must be submitted at least 60 – days prior to the event. - Must be approved by City Council. - Liquor Liability insurance is required. Additional information listed below. Special Event Liquor License Requirements 1. Area. Alcohol may be served by the Applicant within the Premises, at a location designated on the site map attached to the application. Liquor shall be confined to a specified area and the applicant must provide delineation and signage stating “No Alcohol Beyond This Point” between the specified area and the additional event space to discourage taking alcohol outside of the specified area. 2. Compliance Inspection. The applicant acknowledges that as a liquor license holder for the event, it is subject to Hastings City Code §111.13, subd. B, subd. 6, which authorizes that all premises from which intoxicating liquor is offered at on-salt, are subject to inspection for alcohol compliance by any peace officers or health officers. 3. Identification Bracelets. The applicant shall provide at no charge liquor identification bracelets in the area as required by City Staff. The applicant will permit no one to consume liquor unless they are wearing an identification bracelet, and will be responsible for the issuance of bracelets. The bracelets will be issued only to those who are legally entitled to consume intoxicating liquor. 4. Insurance. The City requires any function selling / serving intoxicating liquor through a temporary liquor license must provide Liquor Liablity insurance for the day(s) of the event in the form and amounts as required by M.S. §340A. Proof of insurance must include the use of the facility or any parking lot used for alcohol service. The certificate must list the City of Hastings as an additional insured. 5. Law Enforcement Officer. The Police Department will determine if and how many police resources will be required at any event. All Police Department costs associated with the event are at the responsibility of the event organizer. 6. Exclusions. Glass beverage containers are not allowed within City Parks. VIII-04 Special Event Permit Application Page 10 of 10 VIII-04 VIII-04