HomeMy WebLinkAboutSpecial Event Committee Minutes_11-17-20_
SPECIAL EVENTS COMMITTEE MEETING MINUTES
November 17, 2020, 10:00 AM
731 S. Lafayette Blvd, South Bend, IN 46601
Members present: Brad Rohrscheib, Gerard Ellis, Toy Villa, Darwin Shipley,
Jonathan Jones
1. Call to Order
The meeting was called to order at 10:01 AM by President Rohrscheib.
2. Approval of minutes
Upon a motion by Rohrscheib and seconded by Villa the minutes from the previous
meeting September 15th was approved unanimously
3. Approval of Special Event Permits
a. Trax Music Bash – 09/18/2021
This is a new event to the City of South Bend. Event coordinator (Doug Michael) would
like to have an all-day event with (7-8) artists to perform throughout. Gates open around
9:30 am, with a start time of 11:30 am and end time of 11:00 pm. Stage would be set up
on Friday. The event would take place inside the city lot encompassed by Main St, South
St, Monroe St, and Lafayette Blvd. As a committee several questions were brought up.
Contact city for use of lot, Stage inspection, insurance, space capacity for the number of
people attending, parking, entrances/exits, Notre Dame home game, fencing, street
closures, notifying downtown businesses of event. Doug did provide some feedback on a
few questions, he is waiting to hear back from city about use of lot, he will pull a permit
for stage inspection and provide insurance as event approaches, he felt that the space
was big enough to house that many people using 10 sf per person and allowing the
stage to take 1000-1500 sf, he was open to adding more exits in case of emergency, he
was not concerned with it being a home game weekend, chain link fencing with surround
the entire event, 43 security personnel as well as 6 off duty offices will monitor/secure
the event, he was open to adding street closures for public safety, and he was planning
on contacting nearby businesses to inform of event, he said he would contact Four
Winds field to get more feedback on parking as well as maybe contact downtown city
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parking garages. It was also mentioned that a 2nd option for a location could be at
Ignition Park. Due to several unanswered questions it was decided to revisit this at our
next meeting on Dec 1st.
Upon a motion by Rohrscheib and seconded by Jones the permit was tabled unanimously
4. Other Business – Amend the agenda to add one event for review/approval – March for
Life.
a. March for Life – 01/29/2021 – Annual event with no issues. No closure needed,
participants stay on sidewalk and march from the Knights of Columbus Hall to the
Federal Courthouse and will stand on the sidewalk for one hour. Event is from 12:00
PM to 1:00 PM. Nothing is needed from T/L or PD.
Upon a motion by Rohrscheib and seconded by Shipley the permit was approved
unanimously
1. Privilege of the Floor – None
2. Adjournment
With no additional business, Rohrscheib motioned for adjournment and Shipley
seconded. The meeting ended at 10:24 AM.