HomeMy WebLinkAboutVIII-02 Special Event Designation - Holiday Train - Hastings Family Service & Canadian Pacific Railroad
City Council Memorandum
To: Mayor Fasbender & City Councilmembers
From: Paige Marschall Bigler, Recreation Program Specialist
Date: December 5, 2022
Item: Special Event Request – Holiday Train
Council Action Requested: Designate Sunday, December 11th as a Special Event for the
Holiday train hosted by the Canadian Pacific Railroad.
Background Information:
Hastings Family Service, on behalf of Canadian Pacific Railroad, submitted the Special
event Application for the Holiday Train event. The Holiday Train will stop on 2nd St. tracks
near the Train Depot. The goal of the event is to raise donations for Hastings Family Service
Food shelf. City staff are supportive of the 2022 event with the following conditions:
The areas identified on the attached map shall be for the use of the Holiday Train event
beginning at 8:00 p.m. Sunday, December 11th 2022.
• City Staff will provide type II barricades, caution tape, and city vehicles if feasible to
close the area of use for safety during the Holiday Train stop.
• Barricades East & West on 2nd Street Railroad tracks, set 20 feet back
• Caution tape on North and West side of tracks
• City vehicle barricades and reserve officer West and East on 2nd
Street between Tyler and Lea St.
• The Hastings Police Department will provide support for traffic management;
availability of reservists is not guaranteed.
• The Parks and Recreation Department will provide four portable bathrooms near
Depot Park
• City garbage and recycling downtown will be emptied before and after the event by
City staff.
• Any other reasonable conditions as determined by staff during event.
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
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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T y l e r S t r e e t
2nd Street
L e a S t r e e t
P P
HC Viewing AreaInside Barricadeson W side of tracks
Path for pre-arrivalpedestrian use
Barricades on 2nd Street at RR tracks set 20 feet back
Depot Park
Branchline Church
Portable Toilets Area
CP Depot
Artspace
MCES WastewaterTreatment Plant
Police Caution Tape
Barricade & Hard Closure
P Police Squad Car/Reserve OfficerCP Rail Holiday TrainLogistics MapTrain Stops on 12/11/2022
vehicle Barricades
if feasible
City vehicle Barricades
if feasible City
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