HomeMy WebLinkAboutVIII-09 Special Event Policy
City Council Memorandum
To: Mayor Fasbender & City Councilmembers
From: City Administrator Dan Wietecha
Date:
Item:
Council Action Requested:
Add “The City may promote the event through various media outlets.” for Tier 2 events in the Special
Event Policy.
Background Information:
In 2018, the City developed the Special Event Policy in order to have consistent criteria for determining
the amount and kinds of support the City may provide to various community events. The difference in
criteria between Tier 1 and Tier 2 events is that a Tier 1 event is an established event (10+ years) with
demonstrated ongoing community value and a more significant impact on public facilities/resources.
Among the support the City might provide for a Tier 1 event, the City “may promote through various
media outlets.”
On August 12, 2021, the Administration Committee discussed extending the promotional opportunity to
include Tier 2 events. The Committee recognized that the expectation is that the event organization
should be responsible for creating and providing its own promotional material, with the City’s role being
to share or link to the material.
The Administration Committee recommended adding “The City may promote the event through various
media outlets.” for Tier 2 events in the Special Event Policy and updating the application form to inquire
if a Tier 1 or Tier 2 event would be requesting promotional assistance.
Financial Impact:
Not applicable
Committee Discussion:
Administration Committee met August 12 and recommended the change
Attachments:
Special Event Policy
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August 16, 2021
Special Event Policy
City of Hastings 101 Fourth Street East Hastings, MN 55033-1944 Phone: 651-480-2350 www.hastingsmn.gov
SPECIAL EVENT POLICY
1. Purpose
The purpose of this policy is to set forth procedures to be followed by organizer of Special Events who wish
to exclusively use City property and/or require City services to ensure safety and coordination. Any
organization wishing to sponsor or hold a Special Event will be required to complete a Special Event Permit
Application no less than 60 days prior to the event. The City will conduct a thorough review, request City
Council approval, and inform the applicant if the event is approved.
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.
2. City Services Provided for Special Events
Tier 1: Tier 1 events are those events that are larger scale for which the City provides some basic services
without charge. Tier 1 events are those events that the City Council has determined have a broad interest to
the public and a broad duration and impact on public resources. This could include multi-day events and/or
events which require significant impacts on street/trail/public infrastructure. The City may provide financial
support to these events as determined in the annual budget appropriation up to 100% of related personnel
costs and/or City equipment. Licensing costs are not included in City supported funding. The City must be
listed as a key co-sponsor of the event on promotional materials and may promote through various media
outlets. The event organizer may be asked to provide reimbursement for costs in excess of the support level
authorized in the budget appropriation.
Criteria to qualify as a Tier 1 event:
Event is organized by a local group, association, or non-profit organization
Attendance is open to all members of the public
Admission is free for all or a majority of the event
An established event (10 + years) with demonstrated ongoing community value
Significant impact of public facilities/resources
Event expenses are appropriated annually during the budget process
Tier 2: The City may provide up to 75% of related personnel costs and/or City equipment to assist Special
Events operated by Tier 2 organizations. Tier 2 events are those events that the City Council has determined
are in the general interest to the public and have limited duration and impact on public resources. The City
may provide financial support to these events as determined in the annual budget appropriation. Licensing
costs are not included in City supported funding. City support may include Police Reservists, blocking of
streets, barricades etc. These events must be approved by City Council and the organizer must reimburse
the City for any costs in excess of this support level. Approval of an event does not require the City to
VIII-09
City of Hastings 101 Fourth Street East Hastings, MN 55033-1944 Phone: 651-480-2350 www.hastingsmn.gov
approve similar events or even the repeat of the same event in subsequent years. Each event will be
reviewed and approved separately.
Criteria to qualify as a Tier 2 event:
Event is organized by a local group, association, or non-profit organization
Attendance is open to all members of the public
Admission is free for all or a majority of the event
Limited impact on public facilities/resources
Event expenses are appropriated annually during the budget process
Tier 3: The City may provide up to 50% of related personnel costs and/or City equipment to assist Special
Events operated by Tier 3 organizations. Licensing costs are not included in City supported funding. These
events must be approved by City Council and the organizer and must reimburse the City for any costs in
excess of this support level. Approval of an event does not require the City to approve similar events or
even the repeat of the same event in subsequent years. Each event will be reviewed and approved
separately.
Criteria to qualify as a Tier 3 event:
Event is organized by a non-profit organization
Attendance is open to all members of the public
Admission/participation fee may be charged with significant portion of proceeds intended for
charitable cause
Lower impact on public facilities/resources
Tier 4: Approval of all other events is at the sole discretion of the City of Hastings. Events must be
determined to be in the general interest of the public. These events are subject to a fee for use of public
property and must pay 100% of City costs related to the event. Approval of an event does not require the
City to approve similar events or even the repeat of the same event in subsequent years. Each event will be
reviewed and approved separately.
Criteria to qualify as a Tier 4 event:
Event is organized by private business or for profit organization
Attendance may/may not be open to the public
Admission/participation fee may be charged and proceeds intended for organizing entity/cause
Lower impact on public facilities/resources
Waiving Fees
The City understands the value of each of the Special Event applications and the true community and
economic value of the events. We also appreciate the dedication of these individuals to their causes. The
City is aware of balancing the public purpose to support individual event needs with overall resources
dedicated to privately run events. This policy affords for most Special Event organizers to receive a
discounted service for City services.
The level of support most recently provided for any event held in the past 12 months will remain as is going
forward, unless specifically approved by the City Council as part of the budget and/or event approval
process.
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City of Hastings 101 Fourth Street East Hastings, MN 55033-1944 Phone: 651-480-2350 www.hastingsmn.gov
New events or previous events that have not been held in the last 12 months will be categorized according to
this policy.
3. Fees For Special Events
a. Hourly Rate is the hourly cost for any employee working on a Special Event. These rates are
charged according to City Ordinance §34.04 (a) which lists a rate of two (2) times the hourly rate
paid to the staff person who is performing services. These fees are reviewed annually.
b. Purchased or Rented Materials includes all direct costs for materials provided by the City of
Hastings for use at the event.
c. Equipment Charges include current equipment usage rates as established by the City fee
schedule.
4. Alternatives to City Services
a. Applicants have the option to hire qualified private security to satisfy any public safety
requirements identified by staff during review of the event request.
b. Posting of signage relating to street closures, parking restrictions, lot closures, etc. may be done
by event volunteers based on a timeline identified by staff during review of the event request.
Placement will be reviewed by the proper City authorities for accuracy.
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