ALCOHOLIC BEVERAGES: Consumption of alcoholic beverages within any public park, beach, or street is prohibited. Provisions must be made on private property for any “beer tent” or other event at which alcoholic beverages are planned. Remember that special liquor permits are required from the Michigan Liquor Control Commission to hold any special event that has liquor for sale or tasting. The City will set the hours of operation on all alcohol permits.

ELECTRICAL/WATER SYSTEMS: If you anticipate needing electric or water services for your event, you must contact the Public Works Director concerning your needs well in advance of your special event. The Public Works Director needs this information in order to insure proper utility extensions are made, if necessary. Four (4) month’s advance notice is recommended for all events.

INSURANCE COVERAGE: Insurance coverage, with the City of South Haven listed as an additional insured, is required.

CLEAN-UP AND TRASH RECEPTACLES: All special events organizers are responsible for the removal of trash and debris caused by or related to the special event. Additional receptacles can be provided upon request. Clean-up requirements could include the replacement of all trash receptacle liners and the removal of all debris and trash from the premises. For events attracting a large number of people, it is recommended that trash removal services be contracted with a private vendor.

POLICE AND FIRE PROTECTION: The Police and Fire Departments need to know specifically what you are planning for your special event. They will need to know the type of event and time the programs will be held, the anticipated number of people expected for the event, and any special requirements you may have. Any additional costs to the City will be the organizer’s responsibility.

SANITARY FACILITIES: Restroom facilities may be required by the local health department. Should any additional facilities be required, City personnel will determine where those facilities will be placed. The organization holding the special event will be responsible for the additional facilities. CONCESSIONS: Any concession stand must meet the State and County Health Department requirements.

CONCESSIONS: Any concession stand must meet the State and County Health Department requirements.

STREET CLOSINGS: If you anticipate that your special event will necessitate the closing of public streets, merchants and other property owners in the area must be informed of your request prior to City Council approval. The closing of streets for festivals/special events can be costly and inconvenient for the surrounding merchants and property owners. If street closings are required, a request outlining specific streets and intersections with time of closings and reasons should be included in your initial request to the City. A map would be most helpful in detailing your request. Depending on the event and the timing of the event, you may be responsible for the closing and opening of the residential streets. Major streets will require Police or Street Department personnel to close and reopen the streets. State trunk lines (Phoenix and Broadway) require Michigan Department of Transportation approval before closing for a special event. At least one month should be reserved for this application process.

TENTS AND STRUCTURES: Be sure to specify any tents or structures that will be used for the special event. No stakes can be placed in the ground without the specific approval of the City due to underground utilities, road and parking lot surfaces, or other infrastructure. Most damage done to the parks or roads during special events is due to staking of tens, etc. Your organization will be responsible for any damage done to the parks or streets during your special event. It’s important that the special event organization has volunteers who monitor the event to insure that damage is kept at a minimum.

VEHICLES IN THE PARKS: Vehicles are allowed only on public access roads within City parks.

FLOWERBEDS: When planning the locations of concessions, booths, and eating areas, every effort must be made to avoid placement near flowerbeds.

VARIANCES: Any variance to the City of South Haven Municipal Code must be presented to the City Council. Please describe the variance you are requesting on the Special Event & Festivals Information Form in the Action or Equipment Requested line. Please note that City Council does not grant every variance request.

EVENT CANCELLATION: The City reserves the right to cancel any event, when deemed necessary, due to security, safety, or weather-related hazards, or in the case of noncompliance with City requirements.

Initial requests to use city parks, streets, parking lots or other public facilities for special events or festivals should be sent in writing to the Special Events Coordinator, City of South Haven, 539 Phoenix Street, South Haven, Michigan, 49090-1499. An application will then be forwarded to you. [Phone Number (269) 637-0758]

This pamphlet provides you with information regarding City services, requirements, and policies. Prior to submitting your request, please read the Special Events & Festivals Check List on the previous page for additional information that should be included in your initial request. This pamphlet was developed to help you organize a successful event in South Haven.

SPECIAL EVENTS & FESTIVALS ROUTING PROCEDURE

When you submit the Special Events & Festivals Information Form to the Special Events Coordinator to sponsor a special event, the request is routed to the appropriate City departments for their initial approval and recommendations. The Special Events Coordinator’s Office is responsible for routing this information and distributing the departmental responses to the appropriate advisory boards for their approval and recommendations.

If your event or festival is expecting less than 500 participants and does not require a variance to the Municipal Code, the requests will be submitted to the City Manager for approval. If your event or festival is expected to have 500 or more in attendance, or a request has been made for a variance of the Municipal Code, then the requests will be submitted to the City Council. You will receive a letter from the Special Events Coordinator notifying you of the approved request.

The routing of your request takes approximately 45 days, depending on advisory board meeting dates. It is recommended that requests be made at least 60 days in advance (for larger events and festivals that attract over 500 people, it is recommended to submit your requests at least 120 days in advance) to assure proper approval of all requests.

CITY OF SOUTH HAVEN POLICY REGARDING SPECIAL EVENTS

The City of South Haven recognizes the importance of special events within the community. These special events are acknowledged as providing additional economic impact to the area’s businesses and helping to develop community pride, commitment, and involvement. While the City of South Haven is supportive of these special events, certain guidelines must be enforced to insure that the festival or special event runs as smooth as possible:

• The City may request that dates or times of special events be changed to facilitate coordination of City services. If changes are required, the sponsoring organization will be notified well in advance.
  
  
• Whenever possible, organizations will be encouraged to hold special events in City parks rather than on streets to minimize the need for additional Public Safety support to assist with traffic control. When the use of streets is required, every effort will be made to schedule events in such a manner so as to avoid the need for additional Public Safety support.
  
  
• Event organizers will be encouraged to use volunteers whenever possible to assist with logistics so as to reduce the need for additional City personnel.
  
  
• In some cases, where there are extraordinary costs incurred by the City, or the organization does not clean up the sites used or where severe damage to City property may incur, the City may request that organization to reimburse the City for the additional costs that the City incurs.
  
  

Here are some things to consider when organizing a special event in the City of South Haven:

Organization: Select a planning committee, and chair people to be responsible for specific events and programs. Plan ahead and pick a date that won’t conflict with other major events. Pick a site which can accommodate the number of people you expect to participate, and make sure there is ample parking available. Select the hours of the event. Parades are best held during the morning hours.

Sample Committees: Here is a list of committees which you might need to organize your special event: Publicity; Photography; Traffic, Parking and Public Safety (logistics); First Aid; Sanitary; Maps and Signage; Food and Refreshments (concessions); Clean up; Entertainment; Finance; Special Events; Volunteer and Parade Committee.

Volunteers: It is crucial that you have enough volunteers to help organize and work your special event. Contact established festivals to gather information regarding volunteer recruitment procedures.

The forms for the Special Events & Festivals Request Procedure that you need to submit are as follows:

1. Special Events & Festivals Information Form – This form provides the basic information for your event.

2. Request for Use of Public Property – This form needs to be completed when you are requesting the use of any City-owned property, park, parking lot, street or sidewalk. You must complete one copy of this form for every location you are requesting to use. For instance, if a festival wishes to use both South Beach and North Beach, then two Request for Use of Public Property forms must be completed, one for each beach.

3. Application for Special Events Vendor License – Pursuant to City of South Haven Ordinance Number 713 of 1988, any person or organization that intends to sell merchandise or services during a special event or festival must apply for this license. It is free to all not-for-profit organizations, but it still must be applied for and obtained.

CITY OF SOUTH HAVEN PARK RULES

The following rules are adopted pursuant to the South Haven Municipal Code and the violation of these rules is a misdemeanor punishable by a Fine of not more than $500.00, or ninety (90) days in jail, or BOTH.

1. No open intoxicants allowed.

2. Motor vehicles permitted only on paved roads, or designated areas.

3. No camping or campfires.

4. Barbecuing permitted only in barbecue grills in designated areas.

5. Cutting or removal of wood or flora is prohibited.

6. No digging.

7. Loud playing of any instrument or device is prohibited.

8. Acts causing a breach of peace are prohibited. A Police Officer may request any person to leave for cause.

PARK HOURS: OPEN – 5:00 A.M.

CLOSED – 10:00 P.M.

REVISED 4-26-93