CR 88-95 Adoptions Special Events
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May 10, 1988
Report: 88~95
ADOPTION OF SPECIAL EVENTS POLICY
Pro~o$ed Actlo~
Staff recommends
ad t
.fQJ.icy Manual,
of the following motions;
eclal Events Pol c fo
This action will formalize the process for requesting City assistance for Special
Events,
Overv:islI; .
There a number of Special Events whicn are held in Hopkins each year. Almoat av.~
event requires Some sort of assistance from the City. Staff has worked with Hopkina
Kainstreet, the Jaycees, and the Raspberry Festival Committee tQ produce a policy
for requesting City assistance,
The proposed policy divides Special Events into three catagories:
o City Sponsored Events
o Pre-approved Events
o All other events
City Sponsored Events would be covered by City insursncc, Pre.approved events DU8t
supply their own insurance hut will receive basic city services at nC) charge. All
other events will be treated on a case-by~case basis. They will have to provide
their own insurance and they may be required to reimburse the City for any services
provided,
Requests for services beyond the basic. services by any group will also be treated on
a case-by-case basis.
Primary Issues to Consider.
o Have the various volunteer committees approved this policy?
Staff has met with the committees and received approval.
o Is this policy acceptable to City staff?
This policy will make it clear what is expected of City staff. It will
also ensure that requests for assistance are timely and specific.
Supporting Informati~
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Legislative Policy #5-D
Special Event Application
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Geneltie. City Clerk
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CHAPTER V
POLiCY '5-0
SPECIAL EVENTS POLICY
1.
PURPOSE
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The purpose of this policy is ~o set forth procedures to be followed by
organizers of Special Events who wish to use city property and/or require
city sarvices.
2.
DEFINITIONS
2.01
Basic Services include the setting up and removal of barricades end the
portable stage, and access to electric outlets,
2.02
Special Events are defined as any parade, race, procession, carnival,
community picnic, celebration, fund raiser, dance, concert, large
assembly, or othei.' special event on City property (except parkland)
within the corporate limits of the City of Hopkins
2.03
City Sponsored Activities are special e~ents sponsored wholly or in part
by the City of Hopkins. The City both insures and provides Basic
Services without charge for these events.
2,04 Pre-Approved Activities are special events for which the City provide$ ,
Basic Services without charge. Pre-Approved Activities include:
a. Kusic In the Park activities
b. St. Patrick's Day Parade
c. Raspberry Festival
d. Homecoming Parade
e. Sleigh Rides
f. Christmas in the Park
g. Mainstreet Days
h. Farmer's Market
1. Heritage Days
3 . REGULATIONS AND PROCEDURES
3.01 Any person or organization wishing to sponsor a Special Event must
obtain a Special Event Permit.
3.02 Application for the permit shall be made not less than forty-five (45)
days before the special event.
3.03 Applications for a permit for a Special Event will be available at the
City Clerk's office, and when approved I shall become a part of the
permi t.
3.04 A permit fee in the wnount of $20.00 shall accompany the application.
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3.05 Special Events which are not sponsor~d by the City will require Liability
Insurance naming the City of Hopkins as additional insured.
3.06 Special Events which are not sponsored by the City or Pre-Approved DaY
require a deposit of not less than $200.
3 . 09 The amount 0 f the cash deposit shall be de tennined by the City Manager.
3.07 The cash deposit will be calculated based on the antlcipated and
potential cost to the City of Hopkins, and shall be submitted no less
than twenty (20) days before the special event.
3.08 The return of the deposit is condi tione.d upon the applicant having not
requested nor received services whi~h are a cost to the City of Hopkins
and the applicant causing no damage to th~ public or privata property in
the City of Hopkins. and fw::ther conditioned upon the fact tlv.at tloA
applicant will remove all dirt, paper, li~ter. or other debris generated
by its operations, from the site of the event and the adjoining premisee
upon coapletion of the evenC. -
a.taiIou.w 5/19/"~
Clt)' of
CITY OF HOPKINS
SPECIAL EVENT
APPLICATION FOR PERMI'r
Applicant's Name
Home Phone No.
Address
Work Phone No.
Precise location of the proposed Special Event
Starting Date and Time
Ending Date and Time
Estimated Number of Persons Attending the Special Event
Will alcoholic beverages be sold or allowed to be consumed: Yes
No
If yes, City License #
Please Provide the Following Information (Use a separate sheet if necessary);
1. \1il1 emergency vehicles have access to tbe site? Yes
No
If no, please explain:
2. The number and location of sanitary facili ties:
4. Where will people park who atteIld the Special Event:
S. Will security be provided at the special event? Yes
No
Explain Security arrangements:
6. If applicable, the location of loud speakers or public address system:
SPECIAL. . ~
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SPECIAL EVENT APPLICATION
7. Description and use of any temporary structure which will be accessible to the
public:
8. If necessary, how will drinking water be provtded?
9. How will refuse be disposed of:
10. Will the Special Event require the use of the stage?
Yes No
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Yes No
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Yes No
Yes No
Yes No
If yes, has an Equipment Use Agreement been completed?
11. Will the Special Event require the closing of any streets?
If yes, has a Street Closing application been completed?
12. Does the Special Event include a parade?
If yes, City Permit #
(Parades do not require a seperate street closing permit)
Those events which are not sponsored by the City shdl file with the City a Public
Liability insurance policy, or evidence thereof, in the amount of $600,000 for one
claimant and $600,000 for any number of claimants.
nte applicant and the City shall be named as joint insured on the liability policy.
This permit may be rendered void if any of the following conditions are found to exist
at the site of the special event:
1. The commission of the crime of assault, disorderly conduct. or breach of the
peace by any person present;
2. The consumption or possession of alcoholic beverages by any person who is yowlger
than the legal drinking age.
SPECIAL2. FRK
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