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APPLICATION FOR USE OF o.
PUBLIC RIGHT-OF-WAY FOR EVENT
The following special event has been approved by the Special Events Committee. ". ms
Submitted by: Denise Miller
Event name: Kids Triathlon
Event Date: July 22 2023-Rain Date July 23 2023
Street Closure: Wall St between Greenlawn/Cesear E Chavez Dr
Wall St to Greenlawn continuing to Southwood then Belmont
S on Greenlawn to Wall to Adams Parking Lot
Closure Times: 8:00 am to 12:00
Sidewalk Closure:
■❑ Yes ❑■ No
Comments: Annual triathlon hosted by VPA for kids 5-14, in separate age
groups. The race takes place at John Adams HS and surrounding
neighborhood.
CITY OF SOUTH BEND, INDIANA
BOARD OF PUBLIC WORKS
Elizabeth A. Maradik, President
Gary A. Gilot, Member
Murray L. Miller, Member
Joseph R. Molnar, Vice President
Jordan V. Gathers, Member
Attest: Theresa M. Heffner, Clerk
Date: March 28, 2023
1
03/13/2023
,.„ City of South Bend Special Event Application
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City and Regional Event
$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
February 7, 2023 Venues Parks and Arts
Date of Application: _______ Organization Name:__________________-
Applicant (Contact) Name:_
Rachael Zeiger
(574)440-4595 rzeiger@southbendin.gov
Applicant (Contact) Phone: _______ Contact Email:
Address: 219 S_ Saint -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:
Contact Phone:
Address:
Event Name: Kids Triathlon
Contact Name:
Contact Email:
City/State/ZIP:
Section B - Event Information
Event Type: (Festival, Race, Parade, Other): Race --
Event Classification: i 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.)
This is an annual triathlon that VPA hosts for kids ages 5-14 with 5 separate age groups. This race will take
place at John Adams High School due to Potawatomi being out of commision. The event takes place from 8:
00am-12:00pm with set-up time on the race day being as early as 5;00am and tear down following the end of
the race. As well as some set-up on the day before.
'Note rain date will take place on 7/23/2023 in the case of cancellation.
Date of Event Setup [mm/dd/yy]: 7/22/2023____--_ Time: 5:00am
Begin Date of Event [mm/dd/yy]: 07/22/2023 _ Time: 8.00am
End Date of Event [mm/dd/yy]: 7/22/2023___ Time: _______ 12'OOPm
_
Event Cleanup Completion (mm/dd/yy]: 7/22/2023
Total anticipated attendance: 200 --— --
Time: 1 _00PM
The proposed event will require the closing of: ® Streets 9 Sidewalks
Is the event ticketed or include fees? ® Yes ❑ No If yes, list fees and fee groups below:
The event is ticketed at $26 per participant.
Does the event have any partnered sponsorships? ® Yes ❑ No
If yes, list the number of sponsors at each level of partnered sponsorship:
In the Process of securing partnerships for the event. This will consist of a Presenting sponsc
n
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:
This event has been held annually for 23 years.
Last years attendance (2022) was 145
The previous year's attendance (2021) was 184
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:
There will be no spectators allowed along the biking portion or running portion of the race.
All spectators will be inside the track next to the finish line. There will be groups of
volunteers at the water stations along the route totally around 10-15 people.
Does the event have participant categories? For example, a run that has different race divisions or a parade with
separate walking/marching groups.
❑ Yes 0 No
If yes, list categories and anticipated participants per category
There will be 5 difference age group categories.
Here are the numbers from last year
5-6: 29
7-8: 50
9-10: 39
11-12: 25
13-14: 10
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 0 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 0 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 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).
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:
There will be no musical entertainment, however, we will have our mobile boom box "boomer"
at the event with music playing, announcements, slideshows on the screen, etc.
Section E - Food
Are you having food at your event (food vendors, caterers, food trucks, etc.)? ® Yes ❑ 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:
Rapha Roast
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:
Name: -------------- --- —----------- --------- Contact
Qualifications: -------- ----- -------------------------------
Name:--------------------------------------------- Contact
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.
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.
Safety Plan is includes with this application.
• Proposed Cleanup Plan - This plan should include, but is not limited to:
o Measures in place to collect and remove trash, litter and recyclables.
In the case of these events, we will ensure all participants take cover in the high school for
safety. In the case of lightning and thunder, we will delay the race time by 30 minutes. If there
is a strike within that time, we will start the time over. After 2 times of restarting the time, we
will postpone the race to the following day.
• 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 case of these events, we will ensure all participants take cover in the high school for
safety. In the case of lightning and thunder, we will delay the race time by 30 minutes. If there
is a strike within that time, we will start the time over. After 2 times of restarting the time, we
will postpone the race to the following day.
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 will put a small lost and found bin by the check in. If there are any items left we will make
an announcement to claim items at the tent.
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, 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:
We will be using a very similar route to previous years' races.
Swimming Portion:
-Participants will complete their swim using the Adams Nadatorium
Biking Portion:
- Participants will be biking from the Adams Parking Lot, head East down Wall St., Head North up Greenlawn,
Bike a loop around the neighborhood that consists of Southwood and Belmont Ave. and retuning back down
going South on Greenlawn, West down Wall Street to then finish in the Adams parking lot.
Run Portion:
-Runners will begin their run along the Adams Tennis courts and then finishing the route on the Adams Track.
I have included the route along with this application.
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 - Mitieation 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 & Hold Harmless Agreement
City of South Bend Special Events Committee
Indemnity & Hold Harmless Agreement
Date:
February 17, 2023 Event Date: y
Jul 22, 2023
-
Event Name: Kids Triathlon
Organization:
South Bend Venues Parks and Arts
------------- ------------------------------------- ---
Rachael Zeiger
Applicant (Contact) Name: —......
Applicant (Contact) Phone: (574)4404595 ___--- — Alt. Phone: (574)2355904
Email: rzeiger@southbendin_gov-
--------- —------ ------------------------------
Address: 219 S_ Saint Louis Blvd_ _ city/state/ZIP: South Bend, IN 46617 —
Event Location (Please describe):
This event will be taking place at John Adams High School
Length of Event (Dates/Times): 8:00am-12:00pm
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.
Venues Parks and Arts _— agrees to indemnify, defend
Organization Name: __—______—____ fY
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: February 17, 2023
Rachael Zeiger
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 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: February 17, 2023
Rachael Zeiger
Member Member Date
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Emergency Action Plan
Kids Triathlon 2023
Saturday July22, 2023
Time 8:OOAM-12:OOPM
Notes:
2
Health and Safety Plan
Kids Triathlon 2023
Introduction
This plan relates to the Kids Triathlon events on Saturday July 22, 2023 or (Rain Date of Sunday July 23, 2023)
Setup and tear down on -site daily during the event.
This plan is applicable to all event participants and spectators, event staff, contractors & volunteers at this
event.
Event Timeline
Set Up- Friday Multiple times starting at lam.
Event day Final Set-up 6am
50-yard Swim Event
1.3-mile Bike Riding Event
%: Mile Run Event
Events end at 12pm
Site Map
"Will be attached by event Organizers"
Content
This plan is comprised of:
- Emergency Procedure
- Emergency services
- First Aid
- Event Headquarters / Information Center / Lost Children
- Security
- Weather
- Lost Child
- Active Shooter
- Bomb Threat
- Suspicious Package Found
- Toilet Provision
Volunteer and Activity provider Employees/Contactors
Food Provision
Electrical Guidelines
Crowd Control
Traffic and Parking
Site Hazards
Emergency Procedure
All event staff, volunteers and contractors are to be advised of the emergency
procedure and provided with a copy of this plan.
Staff, volunteers and contractors are to report any emergencies immediately to event
coordinator — located at the venue — refer to attached site plan.
3
Event Coordinator and Staff designated and will coordinate
emergency procedures should they occur.
Volunteers and contractors are not to attempt to put out fires unless they are certain
that they can do so without jeopardizing their own safety. A hand-held fire
extinguishers will be located at stage and by portable electrical devices.
If volunteers and contractors at any time feel they are in danger they are to report
immediately back to event coordinator.
In the event of a member of public sustaining serious injury, volunteers and contractors
are to:
stay with the patient,
- await further instruction from First aid trained staff or event management.
In the event of security risk, volunteers and contractors are to:
- ensure their own safety first,
- report incident to event coordinator to request assistance,
- await further instruction from event management
In the event of an evacuation, volunteers and contractors are to:
- direct all activity participants and spectators to designated evacuation area at.
- evacuation area has been designated as
Emergency & Staff Contact Numbers
Name
Job Title
Phone#
South Bend Police
Emergency
911
South Bend Police
Non -Emergency
574.235.9201
South Bend Fire
Emergency
911
Main Contact for Event
Secondary Contact
Secondary Contact
Emergency Services
911
Event staff have the capability to notify 911 of any medical emergencies and to provide CPR/AED access per
Indiana EMS Agency System Standards [within five (5) minutes in 90% of occurrences]. All events should
meet this requirement regardless of crowd size.
First Aid
- First Aid will be available for minor First Aid Needs.
- Ambulance can be called in event that it is needed by an event attendee.
Event Headquarters / Information Center / Lost Children
- The Administration Building has been designated as the Information Center and
event base, including Lost Children.
- All persons under the age of 18 must be accompanied by an adult.
Weather
Snow
Prolonged exposure to freezing or cold temperatures may cause serious health problems such as trench foot,
frostbite and hypothermia. In extreme cases, including cold water immersion, exposure can lead to death.
El
Danger signs include uncontrolled shivering, slurred speech, clumsy movements, fatigue and confused
behavior. If these signs are observed, call for emergency help.
Events are cancelled if Executive director of VPA decided that weather is a hazard to event or event
attendees.
Thunder & Lighting
Wind
- Activities need to be stopped for any lighting or thunder.
- Encourage attendees to seek shelter (a nearby building, cars) Do not stand under trees.
- Activities will resume 30 minutes after the last thunder has been heard.
- If severe weather continues, senior staff will make the decision of when to cancel the event completely.
- If wind gusts are 35 mph or more, the Theater staff will decide if it poses a hazard to the production or the
attendees. Theater Event Cordinator will have the ability to cancel the event for public safety justification.
Tornado
Before a tornado hits, it is important to know the difference between a tornado watch and
a tornado warning.
Tornado Watch - Tornadoes are possible. Remain alert for approaching storms. Watch the sky and stay
tuned to NOAA Weather Radio, commercial radio or television for information.
Tornado Warning - A tornado has been sighted or indicated by weather radar. Take shelter immediately.
TORNADO WARNING
If you are outside and in a space without enclosed shelter (e.g. public park space):
If you are not in a sturdy building, there is no single research -based recommendation for what last -resort
action to take because many factors can affect your decision. Possible actions include:
- Immediately get into a vehicle, buckle your seat belt and try to drive to the closest sturdy shelter. If your
vehicle is hit by flying debris while you are driving, pull over and park.
-Take cover in a stationary vehicle. Put the seat belt on and cover your head with your arms and a blanket,
coat or other cushion if possible.
- Lie in an area noticeably lower than the level of the roadway and cover your head with your arms and a
blanket, coat or other cushion if possible.
In all situations:
- Do not get under an overpass or bridge. You are safer in a low, flat location.
- Never try to outrun a tornado in urban or congested areas in a car or truck. Instead, leave the vehicle
immediately for safe shelter.
Watch out for flying debris. Flying debris from tornadoes causes most fatalities and injuries.
- Remember that we do have a responsibility to the safety of our event guests. Stay calm, lead by example
and encourage those around you to take shelter/seek low ground.
LOST CHILD
Go to , announce over the microphone "
Meet child at the
Stay with child until reunited with parent.
age child looking for _ (parent, aunt, grandma).
If a parent comes to you saying they lost their child:
- Go to . announce over the microphone the child's first name and description of clothing.
- Available staff needs to search the immediate area; restrooms.
- If child is still now found, call 911.
ACTIVE SHOOTER
An Active Shooter is an individual actively engaged in killing or attempting to kill people in a confined and
populated area; in most cases, active shooters use firearms(s) and there is no pattern or method to their
selection of victims.
Active shooter situations are unpredictable and evolve quickly. Typically, the immediate deployment of law
enforcement is required to stop the shooting and mitigate harm to victims.
Because active shooter situations are often over within 10 to 15 minutes, before law enforcement arrives on
the scene, individuals must be prepared both mentally and physically to deal with an active shooter
situation.
Good practices for coping with an active shooter situation:
- Be aware of your environment and any possible dangers
- Take note of the nearest exit routes away from the shooter.
- Help other escape with you.
As a last resort, attempt to take the active shooter down. When the shooter is at close range and you cannot
flee, your chance of survival is much greater if you try to incapacitate him/her.
CALL 911 WHEN IT IS SAFE TO DO SO!
HOW TO RESPOND WHEN AN ACTIVE SHOOTER IS IN YOUR VICINITY
Quickly determine the most reasonable way to protect your own life. Remember that event participants are
likely to follow the lead of our staff during an active shooter situation.
- Evacuate. If there is an accessible escape path, attempt to evacuate the premises. Be sure to:
- Evacuate regardless of whether others agree to follow
- Leave your belongings behind
- Help others escape, if possible
- If you are out in the park or on the ice rink and evacuation is not a safe option, attempt to take shelter
behind a building or lie flat on the ground if shots are being fired through the air
- Prevent individuals from entering an area where the active shooter may be
Keep your hands visible
Follow the instructions of any police officers
Do not attempt to move wounded people
- Call 911 when you are safe
Hide out. If evacuation is not possible, find a place to hide where the active shooter is less likely to find you.
Your hiding place should:
- Be out of the active shooter's view
- Provide protection if shots are fired in your direction (i.e., a Tree or wall)
- Do not trap yourself or restrict your options for movement
- Silence your cell phone and/or pager
Hide behind large items
Remain quiet
If evacuation and hiding out are not possible (a very real possibility in an open area)
- Remain calm
Dial 911, if possible, to alert police to the active shooter's location
If you cannot speak, leave the line open and allow the dispatcher to listen
Take action against the active shooter. As a last resort, and only when your life is in imminent danger,
attempt to disrupt and/or incapacitate the active shooter by:
- Acting as aggressively as possible against him/her
-Throwing items and improvising weapons
- Yelling
-Committing to your actions
HOW TO RESPOND WHEN LAW ENFORCEMENT ARRIVES
Law enforcement's purpose is to stop the active shooter as soon as possible. Officers will proceed directly to
the area in which the last shots were heard.
- Officers may wear regular patrol uniforms or external bulletproof vests, Kevlar helmets, and other tactical
equipment
- Officers may be armed with rifles, shotguns, handguns
- Officers may use pepper spray or tear gas to control the situation
- Officers may shout commands, and may push individuals to the ground for their safety
- Remain calm and follow officers' instructions
- Put down any items in your hands (i.e., bags, jackets)
- Immediately raise hands and spread fingers
- Always keep hands visible
- Avoid making quick movements toward officers such as holding on to them for safety
- Avoid pointing, screaming and/or yelling
- Do not stop to ask officers for help or direction when evacuating, just proceed in the direction from which
officers are entering the premises
Information to provide to law enforcement or 911 operators:
-Location of the active shooter
-Number of shooters, if more than one
-Physical description of shooter or shooter/s
-Number and type of weapons held by the shooter/s
-Number of potential victims at the location
Notes: The first officers to arrive to the scene will not stop to help injured persons. Expect rescue teams
comprised of additional officers and emergency medical personnel to follow the initial officers. These rescue
teams will treat and remove any injured persons. They may also call upon able-bodied individuals to assist in
removing the wounded from the premises.
7
Once you have reached a safe location or an assembly point, you will likely be held in that area by law
enforcement until the situation is under control, and all witnesses have been identified and questioned. Do
not leave until law enforcement authorities have instructed you to do so.
Bomb Threat
Bomb threats are usually reported via telephone. If you receive a bomb threat via telephone:
- Take the caller seriously.
- Ask a lot of questions, (see list below).
- Take notes on everything said and heard, including background noise, voice characteristics, etc.
- Keep the caller on the line as long as possible by asking questions (If the caller hangs up do not use the -
telephone on which the threat was received.)
- Call police immediately after call from another telephone or ask another person to call the police
immediately.
- Notify Safety and Risk and your supervisor.
- Do not search for the explosive device or touch any unusual or suspicious objects.
Questions to Ask the Caller
When will the bomb explode?
Where is it?
What does it look like?
What kind of bomb is it?
What will cause it to explode?
Why was it placed in the building?
Did you place the bomb?
What is your name?
Observe the Caller
Try to identify the following about the caller:
Caller's gender
Approximate age
Voice characteristics, accents, etc. Is the voice familiar?
Background noises
Suspicious Package Found
If a suspicious package is found, do not touch it, tamper with it, or move it. Call 9-1-1 and let them know a
suspicious package has been found. Include package characteristics in your emergency call.
Suspicious Package Characteristics
Appearance — Stiffness or springiness of contents; protruding wires or components; oily outer wrappings or
envelope; feels like it contains a powdery substance.
Smell — Particularly almond or other suspicious odors.
Writing — Handwriting indicates a foreign style not normally received, cut -and -paste letters or rub on block
letters are used. Common words, titles or names are misspelled.
Security
- Safety and Security will be in attendance for the duration of the event, from
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3 PM till 12 AM:
- South Bend Police has been advised of the event.
Toilet Provision
- 2 to 4 port -potties placed on the grounds for duration of event (refer to attached site plan) — including one
disability toilet. Hand sanitizer is available in the portable restrooms.
- 1 Handwash station will be available for patrons to use.
Volunteers / Contractors
For the purpose of this document the term "Volunteer" refers to all unpaid personal
working at the Workout for Water, and "contractors" refers to all
employees/contactors of the contracted organizations/companies.
Volunteers are being used to assist with set-up & event tear down, event entry, perimeter
control, backstage & merchandise tent
All volunteers are to be provided with rest stops, toilet breaks and water refreshments.
Contractors are to coordinate their employees/contractors breaks, and provide
food/refreshments.
The designated area coordinators shall coordinate volunteers, with a brief provided by
the event coordinator.
Volunteers and contractors are to be prepared for all weather conditions and will be
provided with this health and safety plan and other relevant information for this event.
There is to be NO consumption of alcohol by contractors whilst on duty or breaks.
General Guidelines
All Theater Staff and contractors to:
- Report hazards or incidents
- Observe and obey all warning signs/instructions
- Only go where you are authorized to go
- Report all injuries
- Get first aid promptly
- Report all fires and emergency situations
- Ensure appropriate meal breaks and rest periods are taken to ensure individual is
not adversely affected
- Only use equipment you are certified trained or have the skill to use
- Dispose of waste in accordance with site rules
- Use the right equipment for the job. Wear and use safety equipment when
required, including appropriate clothing and footwear
Manual Handling
No person should be required to lift more than they are capable of lifting on the
day.
Always ensure the pathway is clear prior to moving anything.
Guidelines
For loads that can be carried by the individual:
1. Stand as close to the load as possible with feet apart for good balance, bending
your knees and straddling the load.
2. Always try to lift when standing or at least half squatting rather than kneeling or not
using your legs.
3. Keep your back as straight as possible whilst lifting and carrying.
4. Always keep the load as close as possible to your body, with elbows close to your
sides making sure you can see where you are going.
S. Do not twist your body to change direction, use your feet.
Team Lifts (Preferred Method):
1. Ensure one person is in charge during a team lift.
2. Where possible, ensure members of a team lift are of similar height.
3. Position people for the lift having regard to the size, shape and balance of the load.
Food Provision
- Food Trucks will provide food and beverages for purchase by
event participants.
- All vendors have been provided with the Food Handling guidelines and must
follow appropriate Food Hygiene regulations.
Lighting & Electrical Guidelines
All electrical equipment shall be well maintained.
- Electrical equipment must be inspected, tagged and not used if it appears faulty.
- All portable electrical tools/appliances used in connection with productions and
events must be protected by Ground Fault Circuit Interrupter (GFCI) or, in the event use of
GFCI is incompatible with the use of a particular electrical tool/appliance (for
instance, an electrical light string), then protection must be provided by current
protection on the distribution circuit.
- All these devices must be tested for function by a qualified electrician or
competent person. Testing requirements must follow those outlined in OSHA
and NFPA standards.
- When there is a possibility of moisture, any joins will be provided with adequate
weather protection.
- All leads must:
- be protected from the weather.
- be off the ground where possible.
- not be twisted, crushed, or kinked.
- be secure and clearly identified.
- not create a tripping hazard, and not be contacted by cranes or overhead mobile equipment.
- Before working on any electrical equipment, it must be properly isolated, tagged
and checked.
Portable Generators
- Cables shall be protected against contact with sharp edges or heavy loads.
- All portable generators must comply with current NFPA standards and be fitted with
an earth leakage device if one is needed.
- Cables should be routed, taped down or covered to avoid people tripping over
them. They should not be nailed, stapled, or tacked to wood or attached to metal
pipes or other metal materials.
- Worn and frayed electrical cables should not be used. Keep electric cables away
from sharp corners or doors that can pinch and damage them.
- Generators shall not be located in enclosed locations where emitted fumes are
unable to vent adequately.
Luminaries
- All lights must be safely secured; this includes safety chains.
- All lights and other powered equipment should be properly grounded.
- Deteriorated or poorly maintained lighting equipment fixtures, sockets, fixture wiring,
etc. should be replaced.
- Fixtures should be turned off and disconnected from the power source before
being worked on.
- All lighting fixtures or stands should be properly supported to prevent tipping.
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- All hung fixtures should have a safety chain.
- Stage lights should be properly focused, angled and located.
- There should be adequate lighting backstage.
-Appropriate fire extinguishers must be available.
- All switchboards must be of robust weatherproof construction and have a locking
device, protective doors that will not damage flexible extension cords, securely
fixed to a structure, have an isolating switch, and be locked after work each
day/shift.
- Care must be taken when using multi cord adapters that the circuit is not
overloaded
- Maximum loads of lighting dimmers shall not be exceeded to avoid overloading
and a consequent fire hazard.
- Cables shall be protected against contact with sharp edges or heavy loads.
- All portable generators must comply with current NFPA standards and be fitted with
an earth leakage device.
- Cables should be routed, taped down or covered to avoid people tripping over
them. They should not be nailed, stapled, or tacked to wood or attached to metal
pipes or other metal materials.
- Worn and frayed electrical cables should not be used. Keep electric cables away
from sharp corners or doors that can pinch and damage them.
- Flicker rates of 4 flashes/second or less are recommended and all strobes should be
synchronized when more than one is used.
Crowd Control
Hazards
- Inappropriate event participant and/or spectator behavior (Police)
- Excessive consumption of Alcohol or illegal substances
- Crossing Roads
- Event Staff to monitor crowd behavior and advise Event Coordinators.
- Inform Coordinator of inappropriate behavior or if a situation is imminent.
- advise Event Coordinator if Police intervention is required.
- Contact Police if situation looks to escalate to violence.
- Where illegal substances are in use then the Police shall be contacted in all
circumstances without exception.
Traffic and Parking Issues
- Parking is available for event participants at the surrounding streets and Leeper Tennis Facility.
- Signage will be in place where road closure is in effect if needed.
Site Hazards
- A pre -event hazard inspection will be undertaken, to identify all slip, trip and fall
hazards.
-Safety Hazards will be addressed before Public arrives on site by theater staff.
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