HomeMy WebLinkAboutSpecial Event - Rebel Art Fest - August 1APPLICATION FOR USE OF
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: Rebel Art Fest
Event Date: 811121
Street Closure: Wall St from Potawatomi Zoo Parking Lot entrance at Southwood Ave to
Greenlawn Ave
Closure Times: 8:00 am to 10:00 pm
Sidewalk Closure: ❑ Yes ❑ X No
Comments: Art and music festival to be held in Potawatomi Park as part of
Best.Week.Ever 2021. Food trucks available on Wall St.
CITY OF SOUTH BEND, INDIANA
BOARD OF PUBLIC WORKS
Elizabeth A. Maradik, President
Gary A. Gilot, Member
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Joseph R. Molnar, Member
Jordan V. Gathers, Member
Murray L. Miller, Member
Attest: Anne Fuchs, Clerk
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To City of South Bend Special Event Application
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`.', , Ar " $50 application fee if filed 60 days or greater 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: 06/25/21
Applicant (Contact) Name:Amanda Parker
Organization Name: City of South Bend VPA
Applicant (Contact) Phone: 574-235-5636 __ Contact Email: aparker@southbend'In.gov
Address: 301 S. St. Louis Blvd. City/State/ZIP: South Bend, IN 46617
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: Make South Bend Contact Name: Nat or Michelle Fitzgerald
Contact Phone: 574-855-2271 _ Contact Email: michelle@makesouthbend.com
Address: 2228 E. Mishawaka Ave City/state/ZIP: South Bend, IN 46614
Section B - Event Information
Event Name: Rebel Art Fest __ Event Type: (Festival, Race, Parade, Other):Festlyal
Event Classification: E Non -Profit` ❑ For -Profit
N 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.)
Art and music festival to be held in Potawatomi Park, including Chris Wilson Pavilion, on
Sunday, August 1st. This will require the closure of Wall Street, from Potawatomi Zoo's
parking lot entrance of Southwood Ave to Greenlawn Ave. Food trucks will be located on
Wall Street.
Date of Event Setup (mm/dd/yy]: 08/01/2021
Begin Date of Event [mm/dd/yy]: 08/01/2021
End Date of Event (mm/dd/yy]:
08/01/2021
Event Cleanup Completion [mm/dd/yy]:
Total anticipated attendance: 5,000
08/01/2021
Time: 8:00 am
Time: 12:00 pm (Noon)
Time: 8:00 pm
Time: 10:00 pm
The proposed event will require the closing of: 0 Streets ❑ Sidewalks
Is the event ticketed or include fees? ❑ Yes 0 No If yes, list fees and fee groups below:
Does the event have any partnered sponsorships? 0 Yes ❑ No
If yes, list the number of sponsors at each level of partnered sponsorship:
Our presenting sponsor for BWE is United Federal Credit Union + more sponsors.
Is this a returning special event or part of a series of special events? 0 Yes ❑ No
If yes, provide the date, location, and attendance of past special events and/or future planned events in the
series:
BWE is on its 4th year in celebrating South Bend and Rebel Art Fest will be celebrating their
third year with BWE in 2021. Previous BWE with Rebel Art Fast's participation have taken
place on the following dates: A) May 27 -June 2, 2018, B) June 2-8, 2019.
Sunday, June 2, 2019 - Potawatomi Park, Attendance: 5,000
Tuesday, May 29, 2018 - Potawatomi Park, Attendance: 5,000
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?
Describe any sound equipment that will be used in the parade/race:
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.
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:
Section D - Eauioment, Set-up, and Logistics
Are you hiring a company to provide entertainment, games or inflatables? M Yes ❑ No
If yes, you must submit proof of insurance for all stage and entertainment companies three (3) weeks
before the event.
Describe any hired entertainment:
The sound equipment will be borrowed from a friend and covered through our umbrella policy
for the musicians performing at Chris Wilson Pavilion and on the secondary stage.
Will you be staking any tents, inflatables, portable restrooms or any other anchorings? ❑ Yes 0 No
C 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 0 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).
c Describe the event's proposed fire -related entertainment:
Will there be any musical entertainment features at the event? 0 Yes ❑ No
o If yes, describe the type of music, schedule of sound check/performances, and the names of any artists
performing:
Local musicians and artists are still being finalized. Bands will provide family friendly music.
Sound checks will likely take place within 90 minutes prior to the event.
Section E - Food
Are you having food at your event (food vendors, caterers, food trucks, etc.)? 0 Yes ❑ No
o If yes, the event coordinator must apply for and receive a St Joseph County Health Department
Temporary Event Permit.
o Vendor(s) 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
c All applications and guidelines can be found at the St. Joseph County Health Department Food Service
website: sichd.ora/food-service.
Please select food sales types: ❑ Food Vendor ❑ Caterer ® Food Truck ❑ Other:
If a Food Truck, please list company name:
Food trucks are still being finalized but will all be registered with the St. Joseph County Health
Department
Describe how food will be cooked and served:
Section F - Alcohol
Will alcohol be served or sold? M Yes ❑ No
If no, please continue to Section G - Contingency and Strategic Planning
If yes:
o The applicant must apply for and receive a temporary liquor license from the Alcohol & Tobacco
Commission. Indiana ATC forms are located at in.¢ov/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.
c Application cannot be processed without a copy of this license.
o A refundable $400.00 deposit paid by card or check (made to City of South Bend) must be submitted
with application.
c Application cannot be processed without deposit. Deposit will be returned upon inspection of
event area by the Board of Public Works.
C 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:Chicory Cafe Contact Name:
Contact Phone:
(b)
Email:
105 E Jefferson Blvd #103 South Bend, IN 46601
City/State/ZIP:
Name: _ _ Contact Phone:
Qualifications: _
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:
c 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.
o If hiring a security service, provide contact information and the number of hired event personnel.
o Proposed internal communications systems and public address systems.
Security Guards will be hired through ESG.
• Proposed Cleanup Plan - This plan should include, but is not limited to:
o Measures in place to collect and remove trash, litter and recyclables.
For the Cleanup plan, we will have trash boxes throughout the park. Volunteers and staff will
be sure that all trash is placed in dumpsters and the area is clear after the event.
For Inclement Weather Plan, we plan to monitor the forecast closely prior to our event and
during the event. This event will take place rain or shine. If weather is too severe that the
event has to be cancelled, the rescheduled date will not be a part of Best. Week. Ever. and
will need to be handled independently by owners of Make South Bend, Nat and Michelle
Pir7nornlri
• 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.
For the Cleanup plan, we will have trash boxes throughout the park. Volunteers and staff will
be sure that all trash is placed in dumpsters and the area is clear after the event.
For Inclement Weather Plan, we plan to monitor the forecast closely prior to our event and
during the event. This event will take place rain or shine. If weather is too severe that the
event has to be cancelled, the rescheduled date will not be a part of Best. Week. Ever. and
will need to be handled independently by owners of Make South Bend, Nat and Michelle
Fitzgerald.
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.
Lost and found items will be stored inside of Chris Wilson Pavilion and announcements will be
made from the stage on how to reclaim lost items.
Section H - Site Plan / Route May
For parades, races and other processional events:
Are you selecting one of South Bend Police Department's (SBPD) pre -approved race routes? ❑ Yes ❑ 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, the direction of parade movement, and
the locations where traffic security officers will be necessary.
If your event will not be using a pre -approved race route, please explain:
This event is not a parade or race but I've attached the proposed road closure map to the
email for reference.
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 - Mitigation 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:
c 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 & Hold Harmless Agreement
Date: 06/25/21
Event Name: Rebel Art Fest
City of South Bend Special Events Committee
Indemnity & Hold Harmless Agreement
Event Date: 08/06/21
Organization: City of South Bend, Venues Parks and Arts
Applicant (Contact) Name: Amanda Parker
Applicant (Contact) Phone: 574-235-5636
Email: aparker@southbendin.gov
Address: 301 S. St. Louis Blvd.
Alt. Phone: 574-309-6950
City/State/ZIP: South Bend, IN 46617
Event Location (Please describe):
Potawatomi Park and Chris Wilson Pavilion. Road closure needed on Wall St between
Potawatomi Zoo's parking lot entrance of Southwood Ave to Greenlawn Ave.
Length of Event (Dates/Times): 08/01/21 - 12 PM (Noon) to 8 PM
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: City of South Bend Venues Parks & Arts _ 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: 06/25/21
Authorized Organizer Signature
Amanda Parker, Special Events Coordinator
Printed Name and Title
Section L - Permit & Agreement
1. Pursuant to Local Ordinance No. 10628-18, there is a $50.00 non-refundable fee for Tier If and III event
applications filed 60 or greater days in advance of the event, or a $100 non-refundable expedited fee for
applications filed between 30 and 59 days in advance of the event
2. The APPLICANT must comply with all terms and conditions of this Permit and Agreement.
3. The APPLICANT must obtain signatures from and/or has made an attempt to notify all residents that
reside on the block. A copy of a brochure or door hanger distributed to all affected residents/businesses
describing the event purpose, date, and time must be included with the attachments to this application.
4. The APPLICANT is responsible, prior to the event, for determining if there are any residents or business
owners affected that could potentially need assistance in accessing their property. The applicant is
responsible for providing said resident/business owner transportation to their property.
5. The APPLICANT shall reimburse the Board for the actual cost to the City for the event, if deemed
necessary.
6. Notification of approval/denial of this request will be issued by return of this form, upon signed
authorization by the Special Events Committee.
7. The APPLICANT shall provide to the Board a Certificate of Insurance showing a liability policy in full
force and effect with limits of $700,000.00 per occurrence and $1,000,000.00 aggregate and the City of
South Bend, Special Events Committee, and Board of Public Works listed as an additional named insured
for this event.
8. The APPLICANT assumes full responsibility for providing ample disposal containers for refuse/recycling
and assures the area will be cleaned up upon the conclusion of the event.
9. Barricades will be delivered and picked up at the event location. The APPLICANT is responsible for
seeing that all cones are maintained and returned undamaged.
10. The APPLICANT will follow the City of South Bend Noise Ordinance, which is in effect at all hours.
Between the hours of 11:00 p.m. and 7:00 a.m. certain noises are particularly prohibited. These include
operating radio receiving sets, musical instruments, phonographs and other sound reproduction devices
if audible fifty (50) feet away, as well as shouting, yelling, hooting, whistling, or singing in the streets in a
manner to disturb the peace (Municipal Code 13-57).
11. The APPLICANT assures the City that the area will be closed during the times indicated on the
application only. Event end times are pursuant to the recommendations of the South Bend Police
Department.
I have read the Application and the Permit and Agreement for this Special Event and I affirm the truth of
the information provided by me to the best of my knowledge. I understand and agree to the above rules
and regulations, and any applicable state and federal laws. I also understand that this application may be
denied based on any false or incomplete information.
Date: 06/25/21
Applicant Signature:
Printed Name: Amanda Parker
SPECIAL EVENTS COMMITTEE APPROVAL
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