HomeMy WebLinkAboutVIII-03 Approve Special Event Designation - DBA Community Halloween
City Council Memorandum
To: Mayor Fasbender & City Councilmembers
From: Paige Marschall Bigler, Recreation Program Specialist
Date: October 2, 2023
Item: Special Event Request –DBA Community Halloween
Council Action Requested: Consider the request from Hastings Downtown
Business Association for a Special Event Designation on Sunday, October 20, 2023
for the DBA Community Halloween.
Background Information:
The Downtown Business Association is requesting closure of three blocks on 2nd
street, between Vermillion St. to Tyler St. on Sunday, October 29, 2023, for their
5th Annual Halloween Event. The event will start at 2:00 p.m. and end at 5:00 p.m.
Event Organizers anticipate attendance of 250 people. Family friendly
entertainment and activities will be coordinated on each block, including a DJ,
candy give-a-ways, storefront window displays, and a food collection for Hastings
Family Service. The map of the event is included for City Council review.
The 2023 event will be the 5th event hosted in Downtown Hastings. City Staff have
reviewed the request and are supportive with the following conditions.
Designating this event as a Special Event, will allow for street closures, and
exclusive use of the identified areas on the attached map. This event meets the
criteria to qualify as a Council-designated Special Event.
Recommended conditions to be included in the proposed Special Event
Designation:
• The areas identified on the attached map shall be for the use of Downtown
Hastings DBA Halloween event between the designated hours of 2:00 p.m.
– 5:00 p.m. on Sunday, October 29, 2023.
• City Staff and Event organizers will set up a meeting to walk-through prior
to the event. Organizers will provide main contact information for our staff
and reservists to have to troubleshoot during the event.
• Event Organizers will provide adequate street closure equipment, provided
by the Downtown Business Association.
• The event organizers are required to post ‘No Parking’ signs 24-hours in
advance, with the expectation that downtown parking on the three
requested blocks is cleared by Noon the day of the event. Hastings Police
Department may have to assist if there are cars left after Noon within the
event parameters.
• The City will strive to provide Police Reservists.
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• Event organizers must ensure safety measures for any open fires they may
have at the event.
• Parks Staff will ensure Oliver’s Grove Park electrical outlets are on and
working for DBA to plug in decorations.
• Public Works staff will ensure street lights are on throughout 2nd Street so
small inflatables and decorations can be plugged into the outlets on light
poles by event organizers.
• All vendors must obtain City of Hastings vendor license prior to event, the
cost of licensure is the responsibility of the vendor or event organizer, and
licenses must be obtained from the City Clerk at Hastings City Hall.
• Event organizers will have the footprint cleaned up by 7:00 p.m. with
barricades removed and the street accessible by the public.
• Event organizers agree the site will be left in at least the condition it was
pre-event.
• Insurance certificate provided by event organizers, listing the City of
Hastings as additionally insured.
• Any other reasonable conditions as determined by staff.
Financial Impact:
None
Advisory Commission Discussion:
None
Council Committee Discussion:
None
Attachments:
▪ Special Event Application
▪ Event Map
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SPECIAL EVENT PERMIT APPLICATION
ADHERE TO COVID-19 GUIDELINES. The User represents & confirms that all requirements of the City and State of Minnesota
related to COVID-19, including, but not limited to, Governor’s Executive Order & State Agency Guidance, have been included in the
User’s COVID-19 Preparedness Plan which will be implemented and enforced while using any Facility in accordance
this Agreement. User is responsible for monitoring & updating their COVID-19 Preparedness Plan should the requirements of the
City or State of Minnesota be altered, updated, or otherwise changed.
General Event Information
Event Name:
Name of Event Coordinator: Home Phone: ( )
Work Phone: ( )
Cell Phone: ( )
E-mail:
Mailing Address: Website:
On Site Contact Name: On Site Contact Cell Phone: ( )
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: Open to the public Private Will this be an annual event? Yes No
Has this event been held in another City? Yes No
If yes, when was it held and where? ___________________________________________________________________________
Will an admission fee be charged? Yes No Will donations be accepted? Yes No
What will proceeds from the event be used for?
Anticipated Attendance: Total Per Day
Will there be a tent(s) at the event? Yes No If yes, how many and how big?
Event Location Information
Location of the event (including the starting line, finish line and staging/disbanding areas):
List of any City parks/facilities to be used for the event:
Number of vehicles expected at the event:
Describe where participants will park:
/Business Hosting Event:
Name of Organization
Fundraiser
Other:
Type of Event (mark all that apply): Downtown Event Race/Run/Walk Concert/Performance
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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.
Recycling and Trash are required for collection at all events with waste. Recycling and Trash must follow the Best Management
Practices including: paired and labeled containers. Questions? Please contact our City Recycling Coordinator 651-480-6182
Will your event generate waste? If yes, we recommend contacting a Hauler for bins and waste pick-up.
Yes No
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:
City Streets ______________________________________________________________________________________________
________________________________________________________________________________________________________
Trails/Sidewalks __________________________________________________________________________________________
________________________________________________________________________________________________________
County Roads ___________________________________________________________________________________________
State Road ___________________________________________________________________________________________
Other Right of Way _______________________________________________________________________________________
Have you received approval for the use of any County or State right-of-way? Yes No Not applicable
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:
Will alcohol be served or sold at the event? No Yes (a temporary beer or liquor license is required)
Will there be a raffle or other regulated gambling activity at the event? No
Will the event include the sale of any food or beverages? No Yes (health department permits are required, please provide a
list of your approved food vendors):_____________________________________________________________________________
Yes No
(The City of Hastings reserves the right to require street closings)
__________________________________________________________________________________________________________
If yes, please describe: _______________________________________________________________________________________
Does the route require the closing or partial closing of any streets, intersections or crossings? Yes No
__________________________________________________________________________________________________________
If yes, please summarize: _____________________________________________________________________________________
Is the promoter aware of any problems that may arise during the event? Yes No
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
If yes, please summarize: _____________________________________________________________________________________
Have arrangements been made for emergency medical services? Yes No
__________________________________________________________________________________________________________
If yes, please summarize: _____________________________________________________________________________________
Do you have a contingency plan if volunteers don’t show up? Yes No
Yes (a temporary gambling permit is required)
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Will the event include the sale of any products or services? No Yes (please provide a list of your approved event 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? Yes No
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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Key
Road blocks/barricades
XSuggested detour routes
DJ station
Various activities
X
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