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HomeMy WebLinkAbout20180604 - VI-06 Relay for Life Event Request City Council Memorandum To: Mayor Hicks & City Councilmembers From: Paige Marschall Bigler, Recreation Program Specialist Sarah Hodder, Deputy Clerk/HR Tech Date: May 29, 2018 Item: Special Event Request – American Cancer Society – Relay for Life Council Action Requested: Consider the request by American Cancer Society for Special Event Designation on Friday, August 3rd, 2018 for a community Relay For Life walk and activities at Levee Park. 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. The event will include: a band at the Rotary Pavilion, luminary bags along sidewalks within the park, activity tables near the memorial, donation based fundraisers near the pavilion green space, survivor tent on the private adjacent lot, event registration table and canopy near the Ramsey street entrance of the park, food, and a controlled access beer and wine tent near the labyrinth area. The request and walking route is included for Council review. Last year, the Relay for Life group held their event at Levee Park and it was a great success. They would like to continue to hold their event at Levee Park for 2018 and years to come. The Parks & Recreation staff are supportive of the 2018 event. Recommended conditions to be included in the proposed Special Event Designation to include:  The Rotary Pavilion, Amphitheater and surrounding area shall be for the exclusive use of Relay for Life Event during the requested extended hours of 6:00 p.m. – midnight on Friday, August 3rd, 2018 for an estimated attendance of 200-250 people and the public is welcome to join.  Amplified music requested to be played until 11:00 p.m. within a reasonable volume in consideration of the downtown residents and businesses.  Event organizers will use portable fencing to enclose the beer/wine tent indicated on the attached map. VI-06  Event organizers must have their beverage vendor obtain a temporary liquor license for the event and appropriate fees paid to the City Clerk at least two weeks prior to the event.  Event organizers must have their food vendor obtain a food vendor license and appropriate fees paid to the City Clerk at least two weeks prior to the event.  The beer/wine tent will be enclosed with a controlled entrance where trained volunteers/staff will check ID and issue a wrist band. Access points to the enclosed beer/wine serving area must be staffed with private security personnel at all times during the service hours. Security personnel need not be uniformed but must wear some type of shirt or outerwear that identifies them as security. Security personnel may be employees of the events’ liquor licensee or volunteer staff from the American Cancer Society.  On the attached map, event organizers indicate the Relay for Life walk utilizing a portion of the Mississippi River Trail. They do not need the trail closed as walkers will be in small sporadic groups, allowing for general use of the Trail to continue.  The City restroom facilities will remain open during the event and will be serviced by Parks & Recreation staff Friday afternoon. Arrangements will be made with event organizers to periodically check the condition of the facilities, extra supplies will be provided and event staff will re-stock and clean as necessary during the event.  Portable toilets are recommended to be placed on City property.  All garbage generated from the event will be hauled off site by event organizers in coordination of their hauler.  It is required to work with a hauler for trash and recycling containers on- site. Containers must be paired and visually labeled as Trash and Recycling.  Any tent or additional “structures” used within the park will need to be anchored with weights. No stakes due to irrigation.  A pre-event meeting will be conducted with event organizers and P&R staff no less than 1 week prior to the event date via phone or in person. Remaining logistics will be worked through at this meeting.  Event organizers agree the site will be left in at least the condition it was pre event.  Insurance certificate listing the City of Hastings as additionally insured will be provided prior to the event date.  Any other reasonable conditions as determined by staff. 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: $300.00  Labyrinth area: $35.00  Total Charges: $335.00 Advisory Commission Discussion: VI-06 None Council Committee Discussion: None Attachments:  American Cancer Society – Relay for Life request & event schedule  Relay for Life – Event Map VI-06 February 28, 2018 Dear Mayor and City Council Members, As you all know, cancer affects the lives of so many people close to us. In fact 1.6 million people in the US will be newly diagnosed with cancer this year alone. It is a staggering statistic. But there is hope. Each of these survivors has access to the most trusted information, patient programs and services, and support from the community because people like you join our fight. On Friday August 3rd, members of the Hastings community team up to fight back against cancer through the American Cancer Society Relay For Life movement, the world’s largest and most impactful fundraising event to end cancer. This year we once again plan to hold our event at Levee Park. We are so excited after last year’s great success at our new venue. We will have updated information regarding food and beverage plans in the near future. Second Street Deport is once again sponsoring our food and beer area. They will be providing license information in the near future. An outline of our timing is as follows: 12pm – 5pm Event Set-up Band Load In Set up of activity tables/tents: Silent Auction, Volunteer/Participant check-in Raffle Tickets and Relay Store Food and Beverage setup Sound Check Banners and Signage Luminaria Bag Setup on Walking Route 5pm – 6pm Volunteer Check-in 6pm – 11pm Relay For Life of Hastings 11pm Event Clean-up We appreciate your support and thank you for your consideration. We look forward to working with you. Together we will finish this fight! Linda Kampa, Volunteer Event Lead 651-442-7960 Linda.kampa1@gmail.com Relay For Life of Hastings, MN VI-06 RELAY FOR LIFE OF HASTINGS, MN Levee Park = = Walking Route YMCA SURVIVOR TENT Registration TEAMS Entertainment Band/Emcee Entertainment Band/Emcee YMCA SURVIVOR TENT Registration BEER BEER +fence/security Food Food VI-06