HomeMy WebLinkAboutVIII-06 Special Event Designation - Gobble Gait City Council Memorandum
To: Mayor Fasbender & City Council Members
From: Paige Marschall Bigler, Recreation Program Specialist
Date: October 5, 2022
Item: Special Event Designation – Gobble Gait
Council Action Requested:
Designate the 2022 Gobble Gait as a Special Event.
Background Information:
Included is the Special Event application, letter and route maps from the Gobble Gait Event
Coordinator Mary Anderson and Brian Radke, outlining the requests being made as part of their
24th Annual Gobble Gait on Thursday, November 24, 2022. The event footprint is different from
last year – including an 8k and 2k course. Staff recommends approval of the event with the
following conditions:
Street Closures:
• Closure of 2nd Street from Tyler St. to Spring St. from 7:00 a.m. to 11:30 am
• Closure of access to Northbound highway 61 and Southbound highway 61 to 2nd St.
from 7:00 a.m. – 11:30 a.m.
• Coned lane on west side of Pleasant St. between 4th St. and Hwy 42
• Closure of alleys located on N. 2nd St. from Sibley St. to Tyler St. 7:00 a.m. – 9:00 a.m.
Parking:
• Event Organizers to provide & post No Parking signs.
• No Parking on 2nd St. from Tyler St. to Eddy St.
• No Parking on Eddy St. from 2nd St. to 4th St.
• No Parking on 4th St. from Eddy St. to Ashland St.
Cones/Barricades:
• Warning Lites to deliver equipment and placed by event volunteers and police staff.
o 8 Type III barricades
o 8 Road Closed signs
o 4 Caution Run Event in Progress signs
o 15 parade boards
• 2nd St. W. & Eddy – moved east side of bridge after runners are through
• 3rd St. W. & Frontage Road Off Vermillion St.
• 4th St. W. & Eddy
• Sibley St. & north alley (Lock & Dam Eatery area)
• Ramsey St. & north alley (Hastings Family Service area)
• Tyler St. & north alley
• Sibley St. & 3rd St.
• Ramsey St. & 3rd St.
• Tyler St. & 2nd St.
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• Public Works Department to provide traffic cones.
• Event organizer will coordinate with Public Works before the event. An inventory of all
traffic control devices will be taken before and after the event, and any devices lost
during the event shall be replaced by the event organizers.
o Public Works Dept. will deliver cones to corner of 2nd and Ramsey St. by Levee
Park prior to race morning. Event volunteers will set the course and take down.
Event organizers will return City cones to the Public Works Office.
Other Conditions:
• Event Coordinator to obtain County Special Event Permit
• Event Coordinator to obtain Certificate of Insurance
• Organizers will notify the neighbors of the event and the activities in some format.
• Event organizer(s) and City staff will schedule a pre-event meeting prior to the event.
• Route markings on pavement will be made in chalk, no paint.
• Tent placement must be weighted for safety.
• Event organizers request Public Works Department to salt roads and path on the
course in the event of inclement weather.
• Police Department provide and place electronic message board
• Amplified Music at the identified locations including:
o Downtown 2nd St. from 7:00 a.m. – 11:30 a.m.
o Hastings YMCA from 8:00 a.m. – 11:30 a.m.
o Lock and Dam Parking area near the dam 8:00 – 11:00 a.m.
• Event organizers will supplement volunteers where police staff are unable to assist
o Lead vehicle (PD) & end vehicle (Fire – if available) for 8k
course
o 2nd St. E/Railroad Tracks (Reserve)
o 2nd & Tyler St. to assist East Hastings residents (Reserve)
o 2nd and Eddy St. 7:00 a.m. – 11:30 a.m. (Reserve)
o 4th & Eddy St. 8:15 a.m. – 9:30 a.m. (Volunteer)
o 4th and Pleasant St. 8:30 a.m. until last runner (Volunteer)
o County Road 42 and Madison St. 8:30 a.m. until last runner (2
Reserves)
• Event organizers will coordinate with Fire & EMS Department
o Emergency vehicle will be deployed from station if issue arises
Financial Impact:
City resources including personnel and equipment are allocated to assist in this event at a
similar level as previous years. Additional requests would be billed to cover City costs.
Advisory Commission Discussion:
Council Committee Discussion:
Attachments:
• Gobble Gait Special Event Permit Application
• Letter from Event Organizers
• Map of 8K and 2K Course
• Map from Warning Lites
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SPECIAL EVENT PERMIT APPLICATION
General Event Information
Event Name:
Name of Event Coordinator:
Home Phone: ( )
Work Phone: ( )
Name of Organization/Business Hosting Event:
Cell Phone: ( )
E-mail:
Mailing Address:
Website:
On Site Contact Name:
On Site Contact Cell Phone: ( )
Type of Event (mark all that apply): Downtown Event /Run/Walk
Date(s) Requested:
Date Day of Week Time Total Hours
am/pm to am/pm
am/pm to am/pm
am/pm to am/pm
Is this event: Will this be an annual event?
Has this event been held in another City? ___________________________
If yes, when was it held and where? ___________________________________________________________________________
Will an admission fee be charged? $________ Will donations be accepted?
What will proceeds from the event be used for?
Anticipated Attendance: Total __________ Per Day __________
Will there be a tent(s) at the event? If yes, how many and how big? _________________________
Event Location Information
Location of the event (including the starting line, finish line and staging/disbanding areas):
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List of any City parks/facilities to be used for the event:
Number of vehicles expected at the event:
Describe where participants will park:
If the event will take place on private property, has approval been obtained from the property owner(s)?
Yes No
Please include a site plan for the event location that show the location of the starting line, finishing line, staging areas, tents,
vendors, parking areas, sound amplification equipment and any other areas that will be setup as part of the event.
Event Route Information
Does the event propose to require the use of any public right of way (crossing or traveling within)?
List all public right of way that will be used during the event:
________________________________________________________________________________________________________
__________________________________________________________________________________________
________________________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
_______________________________________________________________________________________
Have you received approval for the use of any County or State right-of-way?
Does the route require the closing or partial closing of any streets, intersections or crossings?
If yes, please describe: _______________________________________________________________________________________
__________________________________________________________________________________________________________
(The City of Hastings reserves the right to require street closings)
Please include a detailed map showing the proposed route. The route map must show what roadways, trails and sidewalks will
be used and the direction the participants will travel. All street names must be clearly labeled.
Event Safety Information
Number of volunteers assisting with the event:
Do you have a contingency plan if volunteers don’t show up?
If yes, please summarize: _____________________________________________________________________________________
__________________________________________________________________________________________________________
Is the promoter aware of any problems that may arise during the event?
If yes, please summarize: _____________________________________________________________________________________
__________________________________________________________________________________________________________
Have arrangements been made for emergency medical services?
If yes, please summarize: _____________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Will alcohol be served or sold at the event? No (a temporary beer or liquor license is required)
Will there be a raffle or other regulated gambling activity at the event? No gambling permit is required)
Will the event include the sale of any products or services? (please provide a list of your approved event vendors):
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Will the event include the sale of any food or beverages? , please provide a
list of your approved food vendors):_____________________________________________________________________________
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I have read and agree to all ordinances and rules associated with this special event permit. I certify that the answers are
true and correct to the best of my knowledge.
_______________________________________________________ ______________________________
Signature Date
Please return completed form to Paige Marschall-Bigler at pmarschall@hastingsmn.gov or mail in to Parks Department 920 10th St
W, Hastings MN 55033. Call 651-480-6182 with any questions.
Date application submitted: _____________________________________________
Date application approved by CC:_________________________________________
Required resources:
- Police Reservists:_________________________________________________
- Equipment:______________________________________________________
- City staff:________________________________________________________
Insurance information received:___________________________________________
Licenses/permits obtained:_______________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Event Signage and Sound Information
Please include a route map detailing where all DIRECTIONAL signage will be placed for the event.
Please include a map detailing where all signs ADVERTISING the event will be placed.
Will any sound amplification equipment be used at the event?
If yes, please describe where in the event area the equipment will be used and what time the equipment will be
used:_____________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Insurance Information
Insurance coverage shall be maintained for the duration of the event with a minimum $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. Proof of insurance coverage must be
provided at least 5 days prior to the event.
OFFICE USE ONLY
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Honorable Mayor, Council and City Staff:
We would like to thank you for your continued support of Gobble Gait over the
years. We are looking forward to the 24th year of Gobble Gait! Over the past 22
years, with the support of the City of Hastings, 150+ local business sponsors, 1,000’s
of runners and 100’s of volunteers, we have been able to raise $1,5,00,000 for
Hastings Family Service. Over those years, the City has been an integral part of this
success.
In order to make the event a success, we have outlined some key details that need
your consideration and approval
8K and 2K Courses:
The route for the 8K race is the same as they were for 2019. The details of our
request are attached in the form of map.
Street Closures:
2nd Street: From the Tyler Street to Spring Street from 6AM-11:30AM. We are
requesting a change from the original closing time of 7AM, to 6AM to allow more
time to clear the street and set up the course. Due to the change in the 3K course,
we need to keep the section from Spring Street to Northbound Hwy 61 access closed
until approximately 11:30AM.
Highway 61 Access/Exit: As a result of the change in the 3K course for 2021, the
access to Northbound highway 61 needs to be closed from 7AM to 11:30AM. In
addition, the exit from southbound highway 61 to 2nd street (by Haley Comfort) will
need to be closed from 7AM to 11:30AM.
Pleasant Street: Southbound traffic would be moved to the northbound lane, thus
closing off the west side of Pleasant from 4th Street to Hwy 42. Both northbound and
southbound traffic will have full access to Pleasant at all times. An officer will be
located at 4th and Pleasant to control traffic as needed.
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Alleys - We request that the alleys located north of 2nd Street be closed from Sibley
St. to Tyler St from 7AM-9AM. This closure is needed because the registration tent
is located at the entrance of the alley on Ramsey St.
Tyler Street: We request that Tyler Street be closed from 2nd St. (by Graphic Design)
north to the river to allow the 8K runners to finish the race unimpeded. The
residents of East Hastings are allowed access to East Hastings via 2nd Street and
Tyler at all times with a police officer present to direct traffic.
Police Presence:
To assist with traffic control in certain areas, we respectfully request the assistance
of police or reserve officers at the following locations:
• 2nd and Tyler St. – to assist residents of East Hastings access.
• 2nd and Eddy St. (7AM-11:30AM)
• 4th and Eddy St. (from approximately 8:15AM -9:30AM)
• 4th and Pleasant Street (8:30AM until last runner passes by)
• County Road 42 and Madison Street – very important location (8:30AM until
last runner passes)
A police car or other lead vehicle is requested to lead the runners throughout the
entire course to make sure the runners stay on course and remain safe.
No Parking:
1. No Parking is requested on 2nd Street from Tyler Street to Eddy Street.
2. No parking on Eddy Street from 2nd Street to 4th Street
3. 2. No parking on 4th Street from Eddy Street to Ashland Street.
Coordination with Streets Department:
We will need cones and barricades from the street department. As in the past, the
City Streets department will deliver the cones to the corner of 2nd and Ramsey (in
the park) prior to the race morning. We can use as many cones as possible for this
event.
We discussed with City Staff the need for more barricades. As a result of this
discussion, we would like to request the following barricades:
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• 2nd and Tyler – 2 barricades
• Tyler and Bike Trail by the river – 1 barricade
• 2nd and Ramsey – 2 barricades
• 2nd and Sibley – 2 barricades
• 3rd and Hwy 61 exit (by Haley Comfort) – 2 barricades
• 2nd and Eddy – 2 barricades
In the event of inclement weather conditions, for the safety of the runners, we
request that the City of Hastings Street Department plow and salt/sand as needed
on the roads, and path that the course utilizes. We are particularly interested in
the hill on the bike path after crossing over Hwy 42. We request that this hill be
maintained with adequate salt and sand for the safety of the runners.
Emergency Services:
We will request that Hastings Fire Dept staff provide some type of emergency
vehicle at the tail end of the runners from start to finish. This is needed for the
safety of the participants. In the past Fire Chief volunteered his time to act in
capacity of on-site EMS. So, we respectfully request that the City provide a tail end
vehicle such as a police car, with EMS capabilities and radio contact for further EMS
services, if needed.
We do know this event asks a lot from our city staff, but we believe it is a showcase
for this community.
Thank You again for your support!
Respectfully,
Brian Radke, Co-Chair
Jennifer Williams, Anderson Race Management
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START
FINISH
TOTAL EQUIPMENT LIST
8-Type III Barricades
8-Road Closed
4-Caution Run Event in Progress
15-Parade Boards
Gobble Gait 2022
Thursday, November 24
-WL to deliver in place BY Wednesday
-Equipment placement per city and police request/recommendation
-City to provide cones and no parking signs
-Customer/police to setup and takedown
-Pickup after weekend
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11
1 1
1
2
EQUIPMENT LIST (this sheet only)
8-Type III Barricades
8-Road Closed
15-Parade Boards
City to provide traffic cones
2
2
START FINISH
1
1 1
1
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SEE INSERT
EQUIPMENT LIST (this sheet only)
4-Caution Run Event in Progress
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