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HomeMy WebLinkAboutSpecial Event - Sunburst 2021-September 25SpU T� B� .`� Oi 'gyp' . APPLICATION FOR USE OF rt} PEACE y - PUBLIC RIGHT-OF-WAY FOR EVENT The following special events have been approved by the Special Events Committee. 1865 Submitted by: Denise Miller Event name: Sunburst Event Date: 9125121 Street Closure: See maps Closure Times: 7 am to 11:30 am Sidewalk Closure: ❑ Yes ❑ No Comments: Beacon Health System not-for-profit event to promote community health and fitness, provide a safe and fun activity for area residents and to promote tourism in the South Bend area. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Joseph R. Molnar, Member Jordan V. Gathers, Member Murray L. Miller, Member Attest: Anne Fuchs, Clerk H City of South Bend Special Event Application y� Wit. : ct. City and Regional Event $50 application fee if filed 60 days or greater (up to 360 days) in advance of event $100 expedited application fee if filed 30-59 days in advance of event Review the Instructions on the Special Events page before completing the application. City and Regional Special Event applications must be submitted more than 30 days in advance of the event date or the application will not be accepted. Section A - Applicant Information Date of Application: 4/8/21 Applicant (Contact) Name: Courtney Kipker Applicant (Contact) Phone: (574) 514-4176 Address: 111 W. Jefferson Blvd., Suite 300 Organization Name: Beacon Health System/Sunburst Races Contact Email: ckipker@beaconhealthsystem.org City/State/ZIP: South Bend, IN 46601 List any professional event organizer, event service provider or commercial fundraiser that is authorized to work on your behalf to plan, produce and/or manage your event. Organization Name: _ Contact Name: Contact Phone: _— ------- _------ ___ Contact Email: Address: -------- __------- _ __ City/State/ZIP: Section B - Event Information Sunburst Races Race Event Name: ___________ Event Type: (Festival, Race, Parade, Other):_______ Event Classification: E Non -Profit' ❑ For -Profit ❑ City (Civic) Sponsored ❑ Other (If Other, please describe): 'The Special Events Committee may request proof of non-profit status. Provide a brief description and timeline of event (Note: A detailed map plan is required in Section H of this application. The description should be a summary overview.) Half Marathon @ 7am, 10K Run @ 7:45am, 5K Run @ 8:30am, 5K Walk @ 9:15am. 'If needed due to COVID-19, all races have start time windows. Races start at Four Winds Field and finish in Notre Dame Stadium. *If COVID-19 afters the current ND football schedule, races will both start and finish at Four Winds Field. Sunburst staff will begin setting up course signage on 9/25/21 @ midnight and will be at Four Winds Field by 2:30am to bad trucks for on course deliveries and to set up start line structure. Finish line closes at 11:30am. Date of Event Setup [mm/dd/yyl: 925/21 Begin Date of Event [mm/dd/yyl: 9/25/21 End Date of Event [mm/dd/yyl: 9125/21 Event Cleanup Completion [mm/dd/yyl: 9/25121 Total anticipated attendance: 6,000_ Time: start @ midnight Time: 7am (start of first race) Time: 11:30am (finish line closes) Time: 4pm The proposed event will require the closing of: 0 Streets ❑ Sidewalks Is the event ticketed or include fees? ❑Q Yes ❑ No If yes, list fees and fee groups below: Early bird pricing: $65, $35, $30, $25 (April 1-16) Regular pricing: $75, $40, $35, $30 (April 17 -August 31) Late pricing: $85, $45, $40, $35 (September 1 -September 23) Does the event have any partnered sponsorships? ■ Yes ❑ No If yes. list the number of sponsors at each level of partnered sponsorship: Please see attachment: list of sponsors does not properly format here. Is this a returning special event or part of a series of special events? ® Yes ❑ No If yes, provide the date, location, and attendance of past special events and/or future planned events in the series: Date: June 1, 2019 Location: Four Winds Field to Notre Dame Stadium Attendance: 6,350 If your event is a parade, race, or other processional -type event, please complete Section C. Otherwise, continue to Section D. Section C - Parades. Races, and other Processional Events What is the estimated number of parade/race spectators on the proposed route? 250-500 Describe any sound equipment that will be used in the parade/race: DJ at start, DJ at "Hallelujah Hill" (St. Joe High School), band at Eddy Street - working with DTSB to see if we can secure others. Does the event have participant categories? For example, a run that has different race divisions or a parade with separate walking/marching groups. ■ Yes ❑ No If yes, list categories and anticipated participants per category. Half Marathon = 1,000 10K Run = 1,000 5K Run = 2,500 5K Walk = 1,500 If your event is a parade, what is the approximate number and type(s) of animals, vehicles, and floats participating in the parade? (Note: If using animals in a parade, event organizers are responsible for cleaning up animal waste left on the parade route.) Describe parade participants below: n/a Section D - Equipment. Set-up. and Logistics Are you hiring a company to provide entertainment, games or inflatables? E Yes ❑ No o If yes, you must submit proof of insurance for all stage and entertainment companies three (3) weeks before the event. Describe any hired entertainment: DJ at start, DJ at "Hallelujah Hill" (St. Joe High School), band at Eddy Street - working with DTSB to see if we can secure others. Will you be staking any tents, inflatables, portable restrooms or any other anchorings? ❑ Yes ® No o If yes, you must provide proof of locates (locate number) two (2) weeks prior to your event. Locates can be found by calling 811. Does your event include the use of fireworks, rockets, lasers, or other pyrotechnics? ❑ Yes i No o Depending on the potential fire risk, applicants may need to receive approval of the South Bend Fire Department (process facilitated by event coordinator). o Describe the event's proposed fire -related entertainment: Will there be any musical entertainment features at the event? ■ Yes ❑ No o If yes, describe the type of music, schedule of sound check/performances, and the names of any artists performing: DJ at start, DJ at "Hallelujah Hill" (St. Joe High School), band at Eddy Street - working with DTSB to see if we can secure others. All music will be upbeat and family friendly. Section E - Food Are you having food at your event (food vendors, caterers, food trucks, etc.)? ❑ Yes M No If yes, the event coordinator must apply for and receive a St Joseph County Health Department Temporary Event Permit. Vendors) must also apply for and receive a St. Joseph County Health permit. Health Permits must be filed with the county 30 days prior to the proposed event. Each vendor must obtain necessary permits to serve on-site and display these permits at the event All applications and guidelines can be found at the St. Joseph County Health Department Food Service website: sichd.ore/food-service. Please select food sales types: ❑ Food Vendor ❑ Caterer ❑ Food Truck ❑ Other: If a Food Truck, please list company name: Describe how food will be cooked and served: Section F - Alcohol Will alcohol be served or sold? ❑ Yes ■ No If no, please continue to Section G - Contingency and Strategic Planning If yes: The applicant must apply for and receive a temporary liquor license from the Alcohol & Tobacco Commission. Indiana ATC forms are located at in.gov/atc/2409.htm. (Temporary Permits are near the bottom of the form list.) Forms must be filed with the district ATC office five (5) days prior to the requested event date. o Application cannot be processed without a copy of this license. A refundable $400.00 deposit paid by card or check (made to City of South Bend) must be submitted with application. o Application cannot be processed without deposit. Deposit will be returned upon inspection of event area by the Board of Public Works. Events with have alcohol sales must provide security. If your event will be hiring a security company, please provide its contact information in sub -section (a) below. Otherwise, please list the names, phone numbers, and qualifications (e.g. off-duty police officer, professional security guard, or event applicant) of three (3) security guards in the fields provided in sub -section (b). (a) Company Name: — Contact Name: Contact Phone: ---------- _---- —_ Email: Address:--___—_—_____--_—_—_---- City/State/ZIP: ----------___--- (b) Name: --_ Contact Phone: _________________—__—_— Qualifications: ----------- — ------ — --- - — ------ — Name: Name:—_—�_ _— Contact Phone: Qualifications: Name: Contact Phone: Qualifications: — —_---_— _----`_ Section G - Contingency and Strategic Planning For each of the following, please provide detailed descriptions. If you run out of space, attach a response to this application submission. Emergency Safety Plan - This plan should include, but is not limited to: o The number of Indiana Law Enforcement Academy certified officers, fire, and emergency medical personnel, and the need to use any of the City's public safety or emergency response services. If hiring a security service, provide contact information and the number of hired event personnel. c Proposed internal communications systems and public address systems. Emergency service personnel to be discussed with Brad Rohrscheib, Andy Meyer and Gerald Ellis. Race day security (at the stadium) provided by Notre Dame. Sunburst staff to utilize cell phones and radios along with police and radio communication team (RACES) for public address. • Proposed Cleanup Plan - This plan should include, but is not limited to: o Measures in place to collect and remove trash, litter and recyclables. 'this box and next box will not allow separate entries Cleanup: Sunburst staff, including Logistics and Crew members, as well as volunteers will remove all trash at the start and on course. Weather Plan: see attached • Inclement Weather Plan - This plan should include, but is not limited to: o Safety measures that will be taken in the event of a tornado warning, tornado watch, thunderstorm, and extreme temperatures. 'this box and next box will not allow seperate entries Cleanup: Sunburst staff, including Logistics and Crew members, as well as volunteers will remove all trash at the start and on course. Weather Plan: see attached Proposed Lost and Found Plan - This plan should include, but is not limited to: o A description of the use of signage, announcements on public address systems or pre -event handouts. We utilize the Notre Dame Police Department for lost and found. All items that are lost at the start or on course are taken to Notre Dame. Participants should follow up with the ND police regarding any misplaced items. Section H - Site Plan / Route Mao For parades, races and other processional events: Are you selecting one of South Bend Police Department's (SBPD) pre -approved race routes? ❑ Yes 0 No You must select from SBPD's pre -approved race routes (see links on application site) or provide sufficient evidence of event participation if the applicant is proposing a different route through South Bend. If your event will not be using a pre -approved race route, the proposed event map should include a route plan clearly identifying the timing and locations of proposed street closures, and the direction of parade movement. If your event will not be using a pre -approved race route, please explain: Due to our start at Four Winds Field and finish at Notre Dame, we need to follow our own USTAF measured and certified courses. To help minimize the number of officers needed and necessary street closures, we overlap our courses as much as possible. Please see attached maps for course routes. Please note: 'If COVID-19 alters the current ND football schedule (and there is a home game rescheduled for 9/25/21) the races will NOT finish in the stadium for 2021. Instead, races will both start and finish at Four Winds Field. This is a very small likelihood; if it were to happen, both Brad Rohrscheib and Colby Deal would be immediately notified. Attached are course maps for both scenarios. PRIMARY PLAN: Start at Four Winds Field, finish at Notre Dame. CONTINGENCY PLAN: Start and finish at Four Winds Field. Site Plan / Route Map - For All Events: Provide an attached map with the geographic locations of all event items listed below. • Outline of entire event venue including the names of all affected streets and areas. • Clear markings for street closures and a schedule for each. • Location of fencing, barriers, and/or barricades. Indicate any removable fencing and exit locations for emergency purposes. • Location of all stages, platforms, bleachers, grandstands, tents, booths, cooking areas, vehicles, trailers, and other temporary structures. Applicants should also clearly mark locations of food and alcohol serving or sales, if applicable. • The location(s) and number of all portable toilets and wash stations. • The location(s) and number of all trash and recycling containers, including dumpsters. • The location of generators or any source of electricity. • Traffic plan and map, including proposed loading/drop off areas, barricades, secured areas, vehicle and bicycle parking areas, and considerations for TRANSPO bus route changes. Section I - Mitisation of Impact If you are using and/or closing public sidewalks or streets, you are required to notify area business owners and residents. You must: o Present your event concept to the surrounding stakeholders (residents, businesses, and neighborhood groups) that represent the venue area. Attach a copy of the brochure or door hanger distributed to all affected residents/businesses/neighborhood groups describing the event purpose, date and time. Section J - Insurance A Certificate of Insurance (copy) confirming the existence of a liability policy (General Liability and Automobile Liability) of not less than $700,000 per occurrence and $1,000.000 aggregate, which specifically names the City of South Bend, IN as an additionally insured for the event must be submitted. Copy of Certificate of Insurance must be submitted two (2) weeks prior to the date of the event. Section K - Indemnity & Hob Harmless Azreement City of South Bend Special Events Committee Date: 4/8/21 Event Name: Sunburst Maces Indemnity & Hold Harmless Agreement Event Date: 9/25/21 Organization: Beacon Health System Applicant (Contact) Name: Courtney Kipker Applicant (Contact) Phone: (574) 514-4176 Alt Phone: (574) 647-2679 Email: ckipker@beaconhealthsystem.org Address: 111 W. Jefferson Blvd., Suite 300 City/State/ZIP: South Bend, IN 46601 Event Location (Please describe): Primary Plan: Races start at Four Winds Field (525 S. Lafayette Blvd.) and finish on the 50 -yard line of Notre Dame Stadium. Contingency Plan: Races both start and finish at Four Winds Field (525 S. Lafayette Blvd.) Length of Event (Dates/Times): 9/25/21 7am-11:30am (start of first race to close of finish line) Insurance Amount: This event is insured for no less than $700,000 per occurrence and $1,000,000 in aggregate, and the certificate of insurance includes a rider naming City of South Bend, Special Events Committee, and Board of Public Works as additionally insured for the event. Organization Name: Beacon Health System — -------------- agrees to indemnify, defend _ and hold harmless the Civil City of South Bend, Indiana, from any liability, loss, costs, damages or expenses, including attorney fees, which the Civil City of South Bend. Indiana, may suffer or incur as a result of any claims or actions which may be made against the City, its agents, employees, or subdivisions by any person, including a participant in the activity, arising out of the approval of this request by the Civil City of South Bend, Indiana, through the Board of Public Works, to close a portion of the public right-of-way for the event described above, or for any harm or damage alleged to have occurred because of the holding of the special event. The undersigned certifies that he/she is authorized to bind the APPLICANT to these terms. Signed on this Date: —Y t- / t.l - ----- v� Authorized Organizer Signature i. Cef+�l[o . CFO Printed Name and Title Sftlfon L - Permit_i Agement 1 Pursuant to Loea1 Ordinance No 106:91a mere h a S5000 non-•efundable fee for Tie' II and III eve -t appkcabons tiled 60 or greater days Ir advance of the event or, A $100 non-refundable e.pednted fee for appficariont filed between 30 and 59 days ,r advance of the evmL Tqe APPLICANT must comply with all term; and Conditions of Inns Permit and Agreement The APPLICANT must obtain signatures from and, or make an arer.rpt to ndhfy all -es,dent; that resile on the bkxk A copy of A lWMhum a door destirtim Me event ur d cW dstrlbuted to all affected restdentslbusksesses g D Dose date. bene and contact mfonnabon must be included wrth the attachmerfts to this apokatwn The appincarnt is responsible for Providing affected ms,oents and business owner wdt transportation to their property The APPLICANT shall �eunburse t^e Boa•d to, [ necessary he act,.al cost to the Gb rot the eve^[..t deenud 5 Notification of approval denial of this feouest w.11 be issued by feturr. of this form. upa' signed authonzabon by Me Special Events Committee 6 The APPLICANT shag Provide to the Bond a Certificate of knNKance showing a liability Dokcy ,n fu11 force and effect wrth limits of S700.000.00 Per occurrence and $1.000.000.00 aggregate for this event and the City of South Bend. Sper,al Events ComrWee. and Board of Pubgr works listed as an additional named irnured 7 The APPLICAW assumes fug mSc Ohsib lnv for provding ample disposal containers tx ref6se mizyckng and assures the Area will be cleaned up upon the :onctusdn of The event B Barr"Oes wig be dekvered and Picked uP at the event ocaborr The APPLICANT n responsible for seeing that all cones are maintained and returned undamaged 9 The APPLICANT *-If follow the C h, Of South Bend Noise Ordmrce which a ,n effect at all hours. Between the hours of 11.00 D M. and 700 a.m. certain mases Are parbcularfy, Prohibited These include Opefat,ng radio receiving sets. mU51Cat MStfUnlen[S audible fiftyPhOnograc*s and other sound reproduction snc dees d 1501 feet away as well as shouting, yelling. fdot,ng whrsding or sngmg 'n me streets n a manner to disturb the peace fMurocrpal Code 17-571 1n; The APPLICANT assures the C,ty mat the area v,11 be closed durng the times indicated on the appkcatdn only Event end limes are Pursuant to the recommendations of the South Bend Poke Deoartmmt. I have read the APokcatwn and the Permit and Agreement for This Special Event and I affirm the truth of the In/OnmMIOn provided by me to the bust of my knowledge I understand and agree to the above rules and regulationsand any applicable state and federal taws I also understand that this application rtyv be denied based on any'alse a incomplete �rformation. Date 418121 Appacanf Srgnaturer.-C(UL1tML0r-- DnntM Name Court"Kipker --- SPECIAL ENT SCOMMITTEEAPPROVAI--------�— ResidentMember .nn ------ - `---'__-- ------------ --------- ember Member Date 2021 Weather Plan *The application wouldn't allow me to include this info on it We work closely with WSBT Meteorologists to monitor the weather. If the weather is a concern, we will first try to delay all events. Under the advisement of the Sunburst Medical Director, Race Director, Notre Dame Officials and RACES Team, events can be postponed or cancelled. If inclement weather occurs when the races are taking place, we would ask that police help make necessary announcements. If the need to cancel would happen, all participants on course would report to the nearest water stop and shuttles would be dispatched to the stops. Participants would be taken to the start or the finish. When on shuttles, all participants must be masked. In addition, we utilize a colored flag system to indicate the weather conditions on race day • Green = good conditions; enjoy the event and be safe • Yellow = less than ideal conditions; slow down and be prepared for worsening conditions • Red = potentially dangerous conditions; slow down and observe course changes, follow event official instructions, consider stopping • Black = event cancelled due to extreme and dangerous conditions; participation stopped, follow event official instructions _vii 1416, SUNBURST races Beacon Health & Fitness 111 West Jefferson Boulevard Suite 300 South Bend, IN 46601 sunburstraces.org Brought to you by BEACON - HEALTH SYSTEM Presented by KeyBank Ow Media Sponsors WSB�.n/� ^s t Benefiting _104/ ot BEACON QIILDREN'S HOSPI1AL April 29, 2021 Ms. Elizabeth Maradik South Bend Board of Public Works 227 W. Jefferson Blvd. 1316 County -City Building South Bend, IN 46601 Dear Elizabeth, Beacon Health System requests permission to use South Bend streets for the Sunburst Half -marathon, 1 OK and 5K runs, and the 5K Fitness Walk on Saturday, September 25, 2021. Please note that the formal Special Events Application has been submitted, I would just like to share additional information. All events start in Downtown South Bend near Four Winds Field and finish inside of Notre Dame Stadium. The event start times are as follows: Half Marathon 7:00am 10K Run 7:45am 5K Run 8:30am 5K Fitness Walk 9:15am All participants will be advised that if they exceed our 18 -minute pace per mile, they may proceed at their own risk, but without course protection or aid. Those wishing to continue beyond the time limit will be asked to obey traffic signals and continue on the sidewalk. We will work closely with Brad Rohrscheib from the South Bend Police Department and Colby Deal from the Traffic and Lighting Department to coordinate logistics and ensure the safety of the community. Beacon Health System's insurance carrier will provide certificates of insurance for both standard property damage and liability. The Sunburst events are strictly not-for-profit. Beacon Health System sponsors Sunburst as an event that promotes community health and fitness, provides a safe and fun activity for area residents and promotes tourism and wellness in our area. Any proceeds directly benefit Beacon Children's Hospital. Please feel free to contact me if you have questions or concerns. Enclosed is a 2021 tentative course map for your review. Sincerely, Cou -tney K%pker Sunburst Race Director RECEIVED `tAy 0t °IIYI 01'YUI-bVUT 19EN0 DN. 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