HomeMy WebLinkAboutVIII-04 Special Event Designation Hastings High School Reunion
City Council Memorandum
To: Mayor Fasbender & City Councilmembers
From: Paige Marschall Bigler, Recreation Program Specialist
Date: May 2, 2022
Item: Special Event Designation
Council Action Requested:
Designate the Hastings High School Class of 2002 20th Reunion as a Special Event on June
18th and approve a one day on-sale liquor license as part of their event with the following
conditions.
Background Information:
The Hasting High School Class of 2002 is requesting to hold their 20th Class Reunion at
Levee Park on Saturday, June 18th from 3:00 – 10:00 p.m. with an estimated attendance of
150 people. Activities include: check-in area, music, food & beer sales and a photo booth.
City staff are supportive of the events with the following conditions:
• Event Organizers will work with Hastings City Clerk to ensure all vendors have
necessary permits and licensing.
• City restroom facilities will remain open but will not be staffed by City personnel.
Staff will clean and stock restroom facilities prior to the event.
• Access to and egress from the alcohol service area(s) must be staffed with security
personnel at all times during service hours. Security personnel need not be
uniformed but must wear something that identifies them as security. Security
personnel may be volunteers of the event.
• Security personnel are expected to immediately report to the Hastings Police
Department any safety issues, disorderly conduct, or behavior that may affect the
safety of the event staff, attendees, or surrounding community.
• Identification checks must be made to ensure with the Minnesota alcohol
consumption possession statutes.
• Wristbands required to verify compliance with age requirements.
• Alcoholic beverages are not permitted to leave identified area.
• Proof of insurance for the temporary liquor sales must be received by City staff
prior to the event.
• No unauthorized vehicles on City trails or sidewalks.
• All event supplies and equipment will be removed by event organizers directly
following the end of the event.
• Event organizers agree the site will be left in at least the condition it was pre-event.
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• Any other reasonable conditions as determined by staff to ensure a successful
event.
Financial Impact:
n/a
Advisory Commission Discussion:
n/a
Council Committee Discussion:
n/a
Attachments:
▪ HHS Reunion - Special Event Permit Application
▪ HHS Reunion – Event Map
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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)?
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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