HomeMy WebLinkAboutVIII-12 Approve Special Event Designation for Run for the RosesCity Council Memorandum
To:Mayor Fasbender & City Councilmembers
From:Paige Marschall Bigler, Recreation Program Specialist
Date:March 17, 2025
Item:Special Event Designation –Run for the Roses 5k & Family Day
Council Action Requested:
Designate the Run for the Roses 5k & Family Day as Special Events with the following
conditions recommended by City staff.
Background Information:
This Old Horse, Inc. is planning to host their 5k and Family Day at Levee Park and the
Mississippi River Trail (MRT)on Saturday, May 3rd,10:00 AM –2:00 PM. The event will
start with the 5k on the MRT and end with activities, vendors, and awards at Levee Park.
Event organizers anticipate 200 attendees. This is the first year they will host their event in
downtown Hastings.
General Conditions:
•All vendors must obtain a vendor license at least 10 business days before the event;
the cost of the licensure is the responsibility of the event organizer or vendor.
Licenses can be obtained on the City of Hastings Website and submitted to the
Deputy City Clerk.
•The event organizer must obtain a Dakota County Trail Permit for use of the
Mississippi River Trail (MRT) through Dakota County Parks before the event. The
trail must stay open for general public use.
•Event Organizers must submit a Certificate of Insurance naming the City of Hastings
as an additional insured.
•Levee Park restrooms will be cleaned and stocked Saturday morning by Parks
Department Staff. Restrooms are on an automated timer and are unlocked 7:00 a.m.
–10:00 p.m. daily unless an issue arises.
•Event organizers are required to work with a portable bathroom vendor to alleviate
the overuse of indoor facilities at Levee Park.
•Event organizers are required to work with a trash and recycling hauler to provide
containers onsite. Containers must be paired side-by-side and visually labeled as
trash and recycling. All waste generated from the event must be hauled off-site.
•Any tents must be anchored with weights. No stakes due to underground irrigation
and bedrock.
•Decorations must be adhered with rope, zip ties, or other materials that do not leave
marks on the facilities.
•No unauthorized vehicles on city trails or parked in Levee Park
VIII-12
•All event supplies and equipment must be removed by event organizers directly
following the end of their 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 and
safe event.
Financial Impact:
This event, although requesting a designation as a Special Event, will also be subject to a
Park Rental Fee by the City’s fee schedule for exclusive use of areas.
•Rotary Pavilion, Amphitheater and surrounding area: $370.00
Advisory Commission Discussion:
n/a
Council Committee Discussion:
n/a
Attachments:
▪Run for the Roses Special Event Application
▪Run for the Roses Map & Route
VIII-12
Special Event Permit Application Page 1 of 10
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
VIII-12
Special Event Permit Application Page 2 of 10
Organization Information (if applicable)
Organization:
Primary Phone Number:
Website Address:
Event Organizer
Name and Title:
Mailing Address:
Primary Phone Number:
Email Address:
On-Site Contact:
Primary Phone Number:
Email Address:
General Event Information
Event Name:
Type of Event:
Race/Run/Walk Downtown Event Concert/Performance Fundraiser
Other: ______________________________________________________________________________
Event Description in Detail:
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
Is this an annual event? ______ Yes _____ No
Is this a multi-day event? ______ Yes _____ No
Event Start Date: _________________________ Event End Date: ____________________________
Is the event open to the public or private? Public Private
This Old Horse, Inc.
6514371889
www.thisoldhorse.org
Jeanne Klein
19025 Coates Blvd., Hastings, MN 55033
612 801 3679
jklein@thisoldhorse.org
Jeanne Klein
612 801 3679
jklein@thisoldhorse.org
Run for the Roses 5k and Family Day
Kentucky Derby- themed 5k walk/ run with an 'infield' social activity area for vendors,
games, awards , etc.
5/3/25 5/3/25
VIII-12
Special Event Permit Application Page 3 of 10
Is there an admission fee? ______ Yes ______ No
What is the anticipated attendance?
What was the previous year’s attendance?
Where will the event be located?
___________________________________________________________________________________________
___________________________________________________________________________________________
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: ____________ Tear Down: _____________
Event Set-Up Date: __________________________Event Set-Up Time: __________ to ___________
Event Start Date: ____________________________Event Start Time: _______________
Event End Date: ____________________________Event End Time: _______________
Event Tear Down Date: ______________________Event Tear Down Time: _________ to __________
Staging Details
The following items will be used at the event (please mark all that apply):
Amplified Sound / Music / Live Entertainment Tents/Canopies Stage(s)
Parking Details
Please describe Public Parking Arrangements for attendees, staff & volunteers. (Please indicate location(s) on
Site Plan / Map)
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
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.
VIII-12
Special Event Permit Application Page 4 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
Company Name:
Contact Phone Number & Email:
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 ______ No
3.Will the event generate food scraps back-of-house (e.g. non-public
food-prep areas)?______ Yes ______ No
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?
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:
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-12
Special Event Permit Application Page 5 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:
Tents and Canopies over 200 square feet
Other
_______________________________________________________________________
Event will host the use of:
Fireworks/Pyrotechnics (a firework display permit is required)
Other
_______________________________________________________________________
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:
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.
VIII-12
Special Event Permit Application Page 6 of 10
Street Closures
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: _______________
(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: _______________
VIII-12
Special Event Permit Application Page 7 of 10
Barricade Equipment
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.constructionequipme
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.safetysigns-
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
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.
VIII-12
Special Event Permit Application Page 8 of 10
Indemnification Agreement
Host Organization and/or Event Organizer agree, in consideration of the granting of this application and
Special Event Permit for:
___________________________________ to be held on ______________________________________
Event Name Event Date(s)
by ___________________________________ of ____________________________________________
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.
_____________________________ __________________________________
Print Name Title
________________________________ ___________________________________
Signature Date
VIII-12
Special Event Permit Application Page 9 of 10
Applicant Agreement
Please read each statement. Initialing next to each statement indicates your understanding and agreement
ot the statement.
_____ 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.
_____ 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.
_____ 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.
_____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.
_____ 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.
________________________________________________________________
Print Name Title
________________________________________________________________
Signature Date
VIII-12
Special Event Permit Application Page 10 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-12
5k Trail Route
Hastings;Regina...
DISTANCE 5.00 km Help ®
Mississippi R''
US Lock and Dam
’^^^Lake'Rebecca Park’
VIII-12
VIII-12