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HomeMy WebLinkAboutSpecial Event - Scholarship Walk-A-Thon - September 18`�tilll Tye4t� G APPLICATION FOR USE OF o PUBLIC RIGHT-OF-WAY FOR EVENT i Zz' The following special event has been approved by the Special Events Committee. 1865 Submitted by: Denise Miller Event name: Scholarship Walk-A-Thon Event Date: 911$121 Street Closure: Intermittent crossings at intersections Closure Times: 10:00 am to 12:00 om (noon Sidewalk Closure: ❑ Yes ❑■ No Comments: Pentecostal Church Fine Arts Dept Walk-A-Thon for Scholarship. Begin on W Western, proceed to Chapin St, turn Left to Washington, turn Left on McPhearson, finish at church. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member e�zrR Joseph R. Molnar, Member Jordan V. Gathers, Member 7'V'4 7-'m Murray L. Miller, Member Attest: Anne Fuchs, Clerk C"w"City of South Bend Special Event Application dCity 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 August 23 2021 Pentecostal Church Fine Arts Dept Date of Application: _ � Organization Name:___________________ Applicant (Contact) Name: Karen L. White Applicant (Contact) Phone: 574-229-3100 Contact Email: kwhite4211@gamil.com _ Address: 1912 Malvern Way__ _ city/state/ZIP: South Bend, IN 46614 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: Contact Name: Contact Email: City/State/ZIP: Section B - Event Information Event Name: Scholarship Walk_A-Thon Event Type: (Festival, Race, Parade, Other): Walk Event Classification: N 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.) Pentecostal Church Fine Arts Dept. 1025 West Western Avenue South Bend, IN 46601. Walk- A -Thon for Scholarship. Date of Event Setup [mm/dd/yy]: 09/18/2021 Begin Date of Event [mm/dd/yy]: 09/18/2021 End Date of Event [mm/dd/yy]: 9/18/2021 Event Cleanup Completion [mm/dd/yy]: Total anticipated attendance: 30-40 Time: none Time: 10_am Time: 12 Noon Time: The proposed event will require the closing of: ❑ 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? ❑ Yes ® No If yes, list the number of sponsors at each level of partnered sponsorship: 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: 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 - Equipment, Set-up, and Logistics Are you hiring a company to provide entertainment, games or inflatables? ❑ 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: 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 N No o If yes, describe the type of music, schedule of sound check/performances, and the names of any artists performing: 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, Mhurtl@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 0 No o 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.ora/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 9 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/ tc %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. o 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. o 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). • 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. If it rains, the walk will not happen. 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. Section H - Site Plan / Route Map 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: The walk will be very small and will begin at the church 1025 W. Western Avenue and will proceed to Chaplin Street, Turn left and walk until Washington and turn left on McPhearson. r�, t I Au.I & ,rch of G� t WHO 1-11.1 pl, I Ca 1,d l I MaWF[m PVC a,1 4 tl025vv6,r.7Are v7- . 1,77 0 IF Gooqle 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: 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 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). 30. 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: Applicant Printed N. --------- -- President SPECIAL EVENTS COMMITTEE APPROVAL Me ber Member Member Member Date Section K - Indemnity & Hold Harmless Agreement Date: Event Name: Organization: Applicant (Contact) Name: ______ Applicant (Contact) Phone: ...... Email: Address: Event Location (Please describe): Length of Event (Dates/Times): City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Event Date: Alt. Phone: City/State/ZIP: 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. Pentecostal Church Fine Arts Dept. 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: August 24, 2021 Karen L. White Authorized Organizer Signature Karen L. White Printed Name and Title Digitally signed by Karen L. White Date: 2021.08.24 18:40:58 -04'00' CITY OF SB SPECIAL EVE 731 S LAFAYETTE BLVD SOUTH BEND, IN 36601 08/25/2021 10:03:15 MID: XXXX)W(XXXXX401 TIC: XXXXX800 DEBIT CARD DEBIT SALE Cad # X)C(KXXXXA90IX0670 Network: MASTERCARD Cho Cad: DEBIT AID: A000000O042203 ATC: 001`5 ARQC: 3BI875977CSF32BF SEQ #: I Batdl #: 22 INVOICE I Approval Cork: 910062 E*Y Me -dad: Chip Read Mode: Ism • PIN Verified SALE AMOUNT %.00 Sgnakie Not Requred KAREN L WHITE MERCHANT COPY ACORa CERTIFICATE OF LIABILITY INSURANCE `/ F DAW(MMIDDIYYYY) 1 08/24/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER Church Mutual Insurance Company, S.I. Schuster Lane P.O. Box 357 Merrill WI 54452 CONTACT NAME: Church Mutual Insurance Company, S.I. PWHOKES. EILL 1-800-554-2642 Option 1Fac 855-2642329 IAX3000 ADDRESS: customerservice@churchmutual.com INSURER(S) AFFORDING COVERAGE NAILS INSURERA: Church Mutual Insurance Company, S.I. 18767 INSURED INSURER B SOUTH BEND PENTECOSTAL CHURCH OF GOD IN CHRIST INSURERC: 1025 W WESTERN AVE INSURER D: NSURER E: SOUTH BEND IN 46601-2751 INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE AWL SUB POLICY EFF POLICY EXP POLICY NUMBER MMNCIYYYY MMIDDI UNRS X COMMERCIAL GENERAL LIABILRY EACH OCCURRENCE 1,000,000 CLAIM$ � E -MADE OCCUR PREMISES Ea occurrence $ 100.000 MED EXP (My one person) E 10,000 A _1 Y 031398025-196936 03/16/2021 03/16/2022 PERSONA.&ADVINJURY $ 1,000,000 GEN'L AGGREGATE LIMITAPjPLIE�S PER: GENERALAGGREGATE $ 3,000,000 X POLICY ❑ JECT LOC I_J PRODUCT$-COMP/OP AGG E 1,000,000 OTHER: E AUTOMOBILE LUBILRY SINGLE LIMIT ANY AUTO ICE BODILY INJURYIPa/person) $ OWNED SCHEDULED BODILY INJURY (Per acdtlenQ E AUTOS ONLY AUTOS HIRED NON -OWNED AUTOS ONLY AUTOS ONLY PROPERTY DAMAGE $ Per ao:kknt UMBRELLA LIAR OCCUR EACH OCCURRENCE $ EXCESS LLA. LAIMB-CMADE AGGREGATE E DED RETENTIONS $ WORKERS COMPENSATION PER ANDEMPLOYERS'L.1MM.RV YIN STA T ER E.L. EACH ACCIDENT E ANYPROPRIEfOWPART,IEPoEXECUTIVE OFFICE R,MEMBEREXCLUOED> ❑ NIA (Mand=in NH) de nbe unser E.L. DISEASE - EAEMPLOYEE $ E.L. DISEASE-POLICYUMR $ ,Yes DESCRIPTION OF OPERATIONS below DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, AOdiUonal Remarks SchWule, may M anachee If man apace ie requinxu Certificate Holder is an additional insured as required by written contract or agreement per the General Liability Enhancement endorsement attached to the policy. City of South Bend Board of Public Works 227 West Jefferson South Bend SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE IN 46601-1830 5ACORD I he AOURD name and logo are registered marks of ACORD reserved.