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APPLICATION FOR USE OF •
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PUBLIC RIGHT-OF-WAY FOR EVENT s �}
The following special event has been approved by the Special Events Committee. 7 ises "
Submitted by: Denise Miller
Event name: Art Beat
Event Date: August 19 2023
Street Closure: Jefferson from MLK to St Louis, St Louis from Jefferson to
Washington, Howard Park
Closure Times: 8/ 18-6:00 m to 8/20-12:00 pm
Sidewalk Closure: ❑■ Yes ❑■ No
Comments: Day -long showcase of visual, performing and culinary arts on
the City streets of downtown South Bend.
CITY OF SOUTH BEND, INDIANA
BOARD OF PUBLIC WORKS
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Elizabeth A. Maradik, President
Joseph R. Molnar, Vice President
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Gary A. Gilot, Member
Jordan V. Gathers, Member
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Murray L. Miller, Member
Attest: Theresa M. Heffner, Clerk
Date: June 27, 2023
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06/16/2023
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isy.nr� City of South Bend Special Event Application
City and Regional Event
$50 application fee if filed 60 days or reater (up to 360 days) in advance of event
$100 expedited application fee if filed 30-59 days in advance of event
Review the Instructions on the Special Events page before completing the application. City and Regional Special
Event applications must be submitted more than 30 days in advance of the event date or the application will not
be accepted.
Section A - Applicant Information
Date of Application: 6/15/23- — -
Applicant (Contact) Name:K y lie Carter
Applicant (Contact) Phone: 574-968-7293
Organization Name: Downtown South Bend
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Contact Email: kcarter@downtownsouthbend.com
Address:
217 S. Michigan St_ — city/state/ZIP: South Bend, IN 46601
List any professional event organizer, event service provider or commercial fundraiser that is authorized to work
on your behalf to plan, produce and/or manage your event.
Organization Name:
Contact Phone:
Address:
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Contact Name:
Contact Email:
City/State/ZIP:
Section B - Event Information
Aft Beat 2023 Event Type: (FestivalRaceParadeOther)
Event Name: _ - - , , , : -_-- _ Festival
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Event Classification: ® Non -Profit' ❑ For -Profit
0 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 Beat is a day -long showcase of visual, performing, and culinary arts on the city streets of downtown South
Bend. The timeline appears below. We are changing our ask for this year to extend the closure from noon on
Friday, 8/18 to 3 pm Sunday, 8/20 to allow for more setup and teardown time for this huge event. It has grown
so much in recent years that setting it up the morning of the event and tearing it down the same evening is no
longer possible. We would greatly appreciate the extra time as other large events like Morris 100 Fast had.
Date of Event Setup [mm/dd/yy[: 8/18/23
Time: _V-iBm ;-Do PM
Begin Date of Event [mm/dd/yy): 8/19/23 - _ - Time: 11 am
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End Date of Event [mm/dd/yy[: 8/19/23 Time: 7_pm
Event Cleanup Completion [mm/dd/yy[: 8/2,-23 -- Time: 3,pm- /.2- ' 009pwt -_---
• Total anticipated attendance: 25,000
The proposed event will require the closing of: E Streets ❑ Sidewalks
Is the event ticketed or include fees? ❑ Yes H No If yes, list fees and fee groups below:
Does the event have any partnered sponsorships? NO Yes ❑ No
If yes, list the number of sponsors at each level of partnered sponsorship:
We receive funds from Everwise, the Community Foundation, IAC, VSBM, and others
Is this a returning special event or part of a series of special events? N Yes ❑ No
If yes, provide the date, location, and attendance of past special events and/or future planned events in the
series:
This will be the 20th anniversary for Art Beat, and the location has varied through the years.
Last year the event was held on the Jefferson Bridge and East Bank, and we plan on having
a similar location for 2023. In the years before that Art Beat was on Michigan Street from
Colfax to Wayne.
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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:
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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? ® 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:
We use EventSys for our stage and sound. We typically have their services covered under
the umbrella of the DTSB insurance policy.
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:
CJ
Will there be any musical entertainment features at the event? R Yes ❑ No
o If yes, describe the type of music, schedule of sound check/performances, and the names of any artists
isperforming:
We will have four performance stages scattered throughout the Art Beat campus, with free
entertainment from 11 am to 7 pm. The stages include - Dance Stage, Acoustic Stage, Main
Stage (mainstream/popular music acts), and a Variety Stage (spoken word, theatre, fashion.
Section E - Food
Are you having food at your event (food vendors, caterers, food trucks, etc.)? ® 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.
o 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 0 Food Truck ❑ Other:
If a Food Truck, please list company name:
We will have our list of food trucks in July.
• Describe how food will be cooked and served:
Some of the food will be cooked off -site and brought to the event: some will be cooked on -site
with portable heating units.
Section F - Alcohol
Will alcohol be served or sold? ® 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.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.
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.
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).
(a)
To Be Determined
• Company Name: Contact Name:
Contact Phone: Email:
Address:—__----____`_---_City/State/ZIP: —___—
(b)
Name: Contact Phone:
Name: —__ Contact
Qualifications:
Name:----- --------- ----- __-- Contact Phone: -------------
Qualifications: _ _
• Section G - Contingency and Strategic Planning
For each of the following, please provide detailed descriptions. If you run out of space, attach a response to this
application submission.
• Emergency Safety Plan - This plan should include, but is not limited to:
o The number of Indiana Law Enforcement Academy certified officers, fire, and emergency
medical personnel, and the need to use any of the City's public safety or emergency response
services.
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.
Plan to have SBPD officers and members of the SBFD in attendance as we have done in the
past. We have always appreciated the support of city officials for this event. We will also have
a public address system.
• Proposed Cleanup Plan - This plan should include, but is not limited to:
c Measures in place to collect and remove trash, litter and recyclables.
There seems to be a glitch here in the application and I can only put the same response for this question and the next. So for
this question - on Cleanup Plan - we will have trash boxes and will be renting dumpsters. Our ambassadors, staff, and
volunteers will make sure that all trash is placed in dumpsters and that the area is cleaned after the event We additionally are
planning on partnering with the Office of Sustainability to offer recycling.
• For Inclement Weather Plan - We plan to closely monitor the forecast during the week of the event and if the weather looks
threatening, we will move Art Beat to Sunday, August 20. If unforeseen inclement weather pops up the day of the event, we will
dismiss vendors early and encourage visitors to either leave the festival or take cover in the Century Center or the nearest
indoor location.
• 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,
Isthunderstorm, and extreme temperatures.
There seems to be a glitch here in the application and I can only put the same response for this
question and the next. So for this question - on Cleanup Plan - we will have trash boxes and will be
renting dumpsters. Our ambassadors, staff, and volunteers will make sure that all trash is placed in
dumpsters and that the area is cleaned after the event. We additionally are planning on partnering
with the Office of Sustainability to offer recycling.
For Inclement Weather Plan - We plan to closely monitor the forecast during the week of the event
and if the weather looks threatening, we will move Art Beat to Sunday, August 20. If unforeseen
inclement weather pops up the day of the event, we will dismiss vendors early and encourage
visitors to either leave the festival or take cover in the Century Center or the nearest indoor location.
• 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 have two Info Booths where we will field lost items, lost children, and any other issues
the public may have. We will have a PA system to make any necessary announcements.
Wayfinding signage will be located throughout the event as well.
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:
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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 Imoact
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.
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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.
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Section K - Indemnity & Hold Harmless Agreement
City of South Bend Special Events Committee
Indemnity & Hold Harmless Agreement
Date- 6/15_/23_ _ _ Event Date: 8/19/23
Event Name: Art Beat 2023
Organization: Downtown South Bend, Inc.
Applicant (Contact) Name: Kylle tarter --- --
Applicant (Contact) Phone: 574-968-7293
Email: kcarter@downtownsouthbend.com
Address: 217 S. Michigan St.
Alt. Phone: 574-527-7165
City/State/ZIP: South Bend, IN 46601
Event Location (Please describe):
Jefferson from MLK to St. Louis; St. Louis from Jefferson to Washington; Howard Park
Length of Event (Dates/Times): 8/19/23_ 11 am to 7 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.
Downtown South Bend, Inc. _ —agrees toindemm Organization Name: ____� 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:
-6/15/23 -------------------
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Authorized Organizer Si
Kylie Carter - Senior Director of Marketing & Events
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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
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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
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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.
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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: 6/15/23
Applicant Signature:
Printed Name: Kyrie Carter
SPECIAL EVENTS COMMITTEE APPROVAL
President Member
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Date
Denise Miller
rom: Kylie Carter <kcarter@downtownsouthbend.com>
Sent: Thursday, June 15, 2023 3:42 PM
To: Denise Miller
Cc: Willow Wetherall; Katie Reaves
Subject: Art Beat 2023 application
Attachments: CityandRegionalSE_Application - Art Beat 2023 signed.pdf
Good afternoon,
I am submitting my Special Events application for Art Beat 2023, taking place August 19 this year from 11 am
to 7 pm. In the past, we have set this up the morning of the event and teardown was done the in the same
evening. This event has grown a lot in the past few years, going from about 14,000 in attendance in 2019 to
20,000 last year, and this year we are expecting over 25,000 as it is will be Art Beat's 20t" anniversary and we
plan on it being bigger and better than ever before.
We are asking for road closures to begin at noon on Friday, August 18 until 3 pm on Sunday, August 20 so we
can have the time we need to set up and tear down properly. I know similar large-scale events in South Bend
like Morris 100 Fest have had this extra time and we would greatly appreciate it as well.
Thanks for your consideration and let me know if you have any additional questions.
(011Kylie
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Kylie Carter
Senior Director of Marketing & Events
T: (574) 968-7293 1 M: (574) 527-7165
E: kcarter@downtownsouthbend.com
W: https://www.downtownsouthbend.com/
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