HomeMy WebLinkAboutSpecial Event - Near Northwest Neighborhood Arts Café - September 26APPLICATION FOR USE OF
PUBLIC RIGHT-OF-WAY FOR EVENT
The following special events have been approved by the Special Events Committee
Submitted by: Denise Miller
Event name: NNN Arts Cafe
Event Date: 9/26/21
Street Closure: California Avenue between Sherman and Portage.
Closure Times: 10:00 am to 7:00
Sidewalk Closure: ❑ Yes ❑ X No
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Comments: Neighborhood festival showcasing NNN housing work. Will include art
vendors, food vendors, hay ride, kids zone and a musician stage.
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
1
City of South Bend Special Event Application
City and Regional Event
!t= C $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
June 7 2021 Near Northwest Neighborhood, Inc.
Date of Application: = Organization Name:_____________
-----------------
Applicant (Contact) Name: Kathy Schuth, Executive Director_
Applicant (Contact) Phone: 574-232-9182 -------Contact Email: nnndirector@nearnorthwest.org
Address: 1007 Portage Ave __ city/state/ZIP: South Bend, IN 46616
- - -----------------
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 Phone:
Address:
Event Name:
NNN Arts Cafe
Contact Name:
Contact Email:
City/State/ZIP:
Section B - Event Information
Event Type: (Festival, Race, Parade, Other): Festival --
Event Classification: ® 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.)
Neighborhood festival showcasing NNN housing work, involves art vendors, food vendors,
and musician stage in block party style. Also involves a hay ride, kids zone, and other
activities. Anticipated attendance is 1000-1200
Date of Event Setup [mm/dd/yy]: 09/26/21
Begin Date of Event [mm/dd/yy]: 09/26/21
End Date of Event [mm/dd/yy]: - 09/26/21
Event Cleanup Completion [mm/dd/yy]: 09/26/21
Total anticipated attendance: 1000 ---------------
Time: 8'00 a.m.
Time: 11:00 a.m.
Time: 6:00 p.m.
Time: 8'00 p.m.
The proposed event will require the closing of: M Streets 0 Sidewalks
Is the event ticketed or include fees? ❑ Yes ® No If yes, list fees and fee groups below:
Does the event have any partnered sponsorships? ® Yes ❑ No
If yes, list the number of sponsors at each level of partnered sponsorship:
We are currently seeking event sponsors, without current commitments in place.
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:
Same location as similar for past events: Two blocks of California Ave from Cottage Grove
Ave to Sherman Ave.
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-uo, and Logistics
Are you hiring a company to provide entertainment, games or inflatables? ❑ Yes ® No
c If yes, you must submit proof of insurance for all stage and entertainment companies three (3) weeks
before the event.
Describe any hired entertainment:
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 ® 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
c If yes, describe the type of music, schedule of sound check/performances, and the names of any artists
performing:
We plan on one outdoor music stage, with musicians performing from 11:00 am - 6:00 pm. There would be setup
starting at 9:00 am, and anticipated first sound checks around 10:30 am. We do not currently have a set line-up of
musicians, but are inviting local and neighborhood musicians
For stage inspections, contact the Department of Homeland Security at 317-232-2222.
If your route crosses over a state road or a bridge please contact the following for permission:
State, INDOT: County bridges:
Michael Hurt Andy Hayes
219-235-7528,Mhurt1@indot.in.gov 574-235-9626,ahayes@co.st-joseph.in.us
Section E - Food
Are you having food at your event (food vendors, caterers, food trucks, etc.)? ® Yes ❑ No
c If yes, the event coordinator must apply for and receive a St Joseph County Health Department
Temporary Event Permit.
o 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.
o All applications and guidelines can be found at the St. Joseph County Health Department Food Service
website: sichd.org/food-service.
Please select food sales types: 0 Food Vendor ❑ Caterer ® Food Truck ❑ Other:
If a Food Truck, please list company name:
We will be contacting REAL Grille and Martin's Food Truck for their interest in participating
Describe how food will be cooked and served:
All food vendors responsible for following Health Department guidelines. We will be seeking
both food truck and local food vendor participation.
Section F - Alcohol
Will alcohol be served or sold? ❑ Yes 0 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.tov/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:
Name: _____----__-- Contact Phone:________________
Qualifications: ------ --------------- ------------------------------ ------
Name:------------------------------ Contact
Qualifications: —__--_—__—_— --_--_--__
Section G - Contingency and Strategic Plannina
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.
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.
We do not anticipate the need for any certified officers, fire, or emergency medical personnel. We
will contact the South Bend Police Department to notify them of the event for their awareness, and
if they desire to increase patroling or presence for the event.
We are not hiring a security service.
In case of emergency, event coordinators will have each other's contact information, and will
create a plan of communication. The main outdoor public address system will be through the main
stage. For interior spaces, vocal instructions would be the main source, as well as smoke and fire
detectors for fire emergencies.
Proposed Cleanup Plan - This plan should include, but is not limited to:
c Measures in place to collect and remove trash, litter and recyclables.
We will have a temporary dumpster available for event cleanup, and provide cardboard event
receptacles for trash and recycling. These receptables will be monitored and emptied during
the event as necessary, and trash emptied into the dumpster at the end of the event, and
recycling collected for pickup.
• 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.
In the event of severe weather, we will invite immediate shelter into the Community Center at
the Near Northwest Neighborhood. Should a tornado warning or watch occur, we will
postpone, close, or cancel the event - inviting immediate shelter or for attendees to leave for a
preferred shelter if time to do so. In the case of extreme temperatures, we will consider
postponing, closing, or canceling the event, likely within 24 hours of the event.
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.
Signage will be in place to direct attendees to the welcome tent, event areas, restrooms, and
the volunteer area/office. Event handouts include location information of all of the above.
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 ❑ 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:
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
City of South Bend Special Events Committee
Indemnity & Hold Harmless Agreement
Date: 6/7/2021 _- - Event Date: 926/2021
Event Name: NNN Arts Cafe
Organization: Near Northwest Neighborhood _ ____ _____
Applicant (Contact) Name: Kathy Schuth, Executive Director
Applicant (Contact) Phone: 574-232-9182
Alt. Phone: 574-514-9588
Email: nnndirector@nearnorthwest`org _ __ _
Address: 1007 Portage Ave _ _ City/State/ZIP: South Bend, IN 46616
Event Location (Please describe):
California Ave from Portage Ave to Sherman Ave
Plus two vacant lots on California Ave owned by NNN
Plus NNN offices and Community Center at 1007 and 1013 Portage Ave
Length of Event (Dates/Times): 11:00 am-- 6:00 pm Sunday 9/26/21
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.
Near Northwest Neighborhood
Organization Name: ___.............
__ 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: June 7, 2021
Kathy Schuth
Authorized Organizer Signature
Dl9llany sgn by Kathy Swum
DN: m=Kathy Schuth, o=Neo, Nmthwast NbghbaM . ou.
amailmnncire n@a eamoM st.oq, c=US
Date: 2021.08.071369:60 i W'
Kathy Schuth, Executive Director
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 II 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 make 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, time and contact information must be included with the
attachments to this application. The applicant is responsible for providing affected residents and
business owners with transportation to their property.
4. The APPLICANT shall reimburse the Board for the actual cost to the City for the event, if deemed
necessary.
5. Notification of approval/denial of this request will be issued by return of this form, upon signed
authorization by the Special Events Committee.
6. 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.
7. 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.
8. 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.
9. 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).
10. 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: June 7, 2021
Applicant Signature: ' '
Printed Name:
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Schuth
SPECIAL EVENTSOMMITTEE APPROVAL \ /
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Denise Miller
From: Kathy Schuth <nnndirector@nearnorthwest.org>
Sent: Thursday, August 12, 2021 11:21 AM
To: Denise Miller
Subject: RE: Neighborhood Signatures
Attachments: scan0042.pdf,- Letter to Neighbors 1st notice.docx
Hi Denise! We have gotten going on the signatures — but it's been a little hard to find everyone at home... I've got four
signatures, left letters and a note to email me at six households, and the remaining four homes are vacant. So out of 10
homes impacted, we currently have 4 that we've been able to connect with entirely, and the other 6 notified.
I assume you may want to see more response before proceeding, but I trust your judgement! I've attached what we
have so far, as well as a copy of the letter we've distributed.
Kathy Schuth
Executive Director
Near Northwest Neighborhood, Inc.
1007 Portage Ave.
South Bend, IN 46616
(574)232-9182
nnndirector2nearnorthwest or¢
www.nearnorthwest.org
From: Denise Miller <dmiller@southbendin.gov>
Sent: Thursday, August 12, 20217:41 AM
To: nnndirector@nearnorthwest.org
Subject: Neighborhood Signatures
Good morning Kathy,
I am putting the agenda together for the next meeting of the Special Events Committee on August 17, 2021. Please let
me know if you have your neighborhood signatures. If you do, I will put your event on the agenda.
Best,
Denise
Denise Miller
Administrative Assistant 11
Cityof South Bend IN
731 S Lafayette Blvd
574-235-7563
dmiller r southbendin.eov
Denise Miller
From: Kathy Schuth <nnndirector@nearnorthwest.org>
Sent: Tuesday, August 17, 2021 10:33 AM
To: Denise Miller
Subject: FW: NNN Arts Cafe
Hi Denise — I'm sure the meeting is underway or maybe even over, but we just received one more "signature" from a
neighbor
(below)
Kathy Schuth
Executive Director
Near Northwest Neighborhood, Inc.
1007 Portage Ave.
South Bend, IN 46616
(574)232-9182
nnndirector@nearnorthwest.org
www.nearnorthwest.org
From: Jill Joachim <nnnassistant@nearnorthwest.org>
Sent: Tuesday, August 17, 202110:08 AM
To: Kathy Schuth <nnndirector@nearnorthwest.org>
Subject: FW: NNN Arts Cafe
From: Britta Eastburg Friesen [mailto•britta eastburg(algmail coml
Sent: Monday, August 16, 20218:30 PM
To: Jill Joachim
Subject: NNN Arts Cafe
Hi Jill,
This is Britta Friesen of 914 California Ave. We are fine with the street closure on California.
Britta Eastburg Friesen
www.brittafiiesen.com
Neiahbor Signature Sheet - Neighborhood special Event
We have been informed. agree to, and request that the Special Events Committee of the City of South Bend authorize a
block party inthearea described as: //�/,
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August 9, 2021
Dear NNN Neighbor,
We are planning our Annual Arts Cafe to be held on Sunday September 26th, 2021
from 12:00 p.m. until 6:00 p.m.
The Arts Cafe will take place along California Ave. between Sherman and Portage and
include the NNN office complex. As in past years, the event wilt include a hayride to
the various houses under construction by the NNN. Artists' wares will be available for
sale in addition to culinary delights. Local musicians will add to the atmosphere,
providing music for your enjoyment. We invite you to come and share in the
festivities!
The NNN has requested for the City to close California Ave. from Sherman Ave. to
Portage Ave. to vehicle traffic during the Arts Cafe. The City has also requested
that we seek neighbor approval to this request for the street closure. Would you
please consider signing the enclosed petition for street closure approval? If you do
not think we should close the street, or have concerns about the event - please do let
us know.
On the day of the event, because we are closing the street, your vehicles need to be
removed from the street by 9:OOam on September 26. The street will need to be
closed for set up and clean up from 9:00 am to 8:00 pm, but we will re -open it as
soon as it is safe to do so. Additionally, if you need to get ADA access to your home
during the event, please give the office a call on or before September 21 and we will
make arrangements. On the day of the event, our Welcome Tent on Portage Ave is
the best way to get in touch. We appreciate your cooperation and hope you will join
in the festivities.
If you have any questions or would like to volunteer in making this years' event a
success please call the NNN at 574-232-9182. Thank you for understanding.
Sincerely,
Kathy Schuth
Executive Director