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HomeMy WebLinkAboutSpecial Event - Eddy Street Commons Coffee & Cars - August 1204 yot rrf $t, 0 APPLICATION FOR USE OF PUBLIC RIGHT-OF-WAY FOR EVENT The following special event has been approved by the Special Events Committee. 1$65 Submitted by: Denise Miller Event name: Eddy Street Commons Coffee & Cars Event Date: August 12 2023 _ Street Closure: Eddy Street between Angela and Napoleon Closure Times: 6:00 am to 2:00 pm Sidewalk Closure: ❑ Yes ❑■ No Comments: Car show, kids activities, dining and shopping destinations. 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: July 25, 2023 • • City of South Bend Special Event Application City and Regional Event / $50 application fee if filed 60 days (up to 360 days) liifY 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 - Aoolicant Information June 30 2023 Edd Street Commons Date of Application: ____�—___ Organization Name: ---Eddy Applicant (Contact) Name:Carissa McNeil Klaers Applicant (Contact) Phone: (317) 437-4351 Contact Email: cmcneil@kiterealty.com Address: _ 1234 North Eddy Street _ 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. DRB Group LLC Dave Brud Organization Name: _________—__--__— ___ Contact Name: — y Contact Phone: 724-816-4767 Contact Email: davebrudy@zoominternet.net -------------------------- - ------------------------- Address: 102 Kingsfield Drive-________ City/state/ZIP: Mars, PA 16046 Section B - Event Information Eddy Street Commons Coffee & Cars Car Show Event Name: __— --------------- ___---_— Event Type: (Festival, Race, Parade, Other):_ Event Classification: ❑ Non -Profit' ❑ For -Profit ❑ City (Civic) Sponsored ®Other (If Other, please describe):Free Community —__ Event "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.) 9am-12:30pm, Open to the Public -All Car Clubs Welcome Prizes: Best in Show Car, Best in Show Truck, Fan Favorite Car Kids Activities: Mobile Arcade Activity, Face Painter, Crafts Custom Dash Plaques, Great Dining and Shopping Destinations Register the Day of the Event: Street parking for the car show is first come, first served. Additional car show parking will be available in the Eddy Street Commons parking garage. Date of Event Setup [mm/dd/yy]: 08/12/2023, Begin Date of Event [mm/dd/yy]: 08/12/2023 End Date of Event [mm/dd/yy]: 08/12/2023 Event Cleanup Completion [mm/dd/yy]: 8/12/2023 Total anticipated attendance: 400 Time: Gam Time: 9am —_ Time: 12:30pm Time: 2pm The proposed event will require the closing of: E Streets ❑ Sidewalks Is the event ticketed or include fees? ❑ Yes ® No If yes, list fees and fee groups below: is 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: Yearly event • 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: 0 • 0 0 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 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: • CJ • Will there be any musical entertainment features at the event? ® Yes ❑ No DJ If yes, describe the type of music, schedule of sound check/performances, and the names of any artists performing: Section E - Food Are you having food at your event (food vendors, caterers, food trucks, etc.)? ❑ Yes M No o 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.org/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 ® 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. 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. c Events with have alcohol sales must provide security. If your event will be hiring a security company, please provide its contact information in sub -section (a) below. Otherwise, please list the names, phone numbers, and qualifications (e.g. off -duty police officer, professional security guard, or event applicant) of three (3) security guards in the fields provided in sub -section (b). (a) 41 Company Name Contact Phone: Contact Name: Email: Address: _________ City/State/ZIP: (b) Name: __________ Contact Phone: Qualifications:_ Name: ----- __ _ Contact Phone: Qualifications: Name: Contact Phone Qualifications: • Section G - Contingency and Strategic Planning For each of the following, please provide detailed descriptions. If you run out of space, attach a response to this application submission. • Emergency Safety Plan - This plan should include, but is not limited to: 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. The property has security officers and Fire Department and Hired Police will be on Site. • Proposed Cleanup Plan - This plan should include, but is not limited to: o Measures in place to collect and remove trash, litter and recyclables. On site maintenance will have the area cleaned up within an hour after the event. Event will be canceled by 8pm on 08/11/2023 for any expected inclement weather. I' LJ • 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. On site maintenance will have the area cleaned up within an hour after the event. Event will be canceled by 8pm on 08/11/2023 for any expected inclement weather. • Proposed Lost and Found Plan - This plan should include, but is not limited to: c A description of the use of signage, announcements on public address systems or pre -event handouts. In management office on site. 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: 0 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. U Section K - Indemnity & Hold Harmless Agreement • City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Date: 06/30/2023 08/12/2023 -------____ Event Date: Event Name: Eddy Street Commons Coffee & Cars Organization: Edd%fStreet Commons _- Applicant (Contact) Name: -------------------------- Carissa McNeil Klaers -- - - - __ Applicant (Contact) Phone: (317) 437-4351 -----Alt. Phone: (317) 713-7713 Email: cmcneil@kite--realty.com ---- ------- ------------------------- Address: 1234 North Eddy Street, Suite 115 South Bend, IN 46617 ---------- --_ ---City/State/ZIP: _--- Event Location (Please describe): Eddy Street Commons - Phase I - for car show parking and event activities 1234 N. Eddy Street Length of Event (Dates/Times): 8/12/2023, 9am_12pm • 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. Eddy Street Commons Organization Name: -__ y--____--------_ --agrees to indemnify, defend and hold harmless the Civil City of South Bend, Indiana, from any liability, loss, costs, damages or expenses, including attorney fees, which the Civil City of South Bend, Indiana, may suffer or incur as a result of any claims or actions which may be made against the City, its agents, employees, or subdivisions by any person, including a participant in the activity, arising out of the approval of this request by the Civil City of South Bend, Indiana, through the Board of Public Works, to close a portion of the public right-of-way for the event described above, or for any harm or damage alleged to have occurred because of the holding of the special event The undersigned certifies that he/she is authorized to bind the APPLICANT to these terms. Signed on this Date: _06/30/2023 Joanne Luconti Authorized Organizer Signature Digitally signed by Joanne Luconti Date: 2023.06.30 17:00:06-04-00' Carissa McNeil Klaers, Kite Realty, Senior Director of Marketing is 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. 0 I have read the Application and the Permit and Agreement for this Special Event and I affirm the truth of the information provided by me to the best of my knowledge. I understand and agree to the above rules and regulations, and any applicable state and federal laws. I also understand that this application may be denied based on any false or incomplete information. Date: 06/30/2023 Applicant $Inature: g Joanne Luconti Digitally signed by Joanne Lu b Date: 2023.06.30 17:00:32 -04-00- Printed Name: Carissa McNeil Klaers rest ent Member SPECIAL EVENTS COMMITTEE APPROVAL Member Member KNIMM""I\� 1 ► 1-!/- ,2 3 Date LJ �l n u r �4090MM�I?4' �l a AN EDDY STREET COMMONS CAR SNOW 2023 Saturday, August 12 gam - 12:30pm Free Coffee for Registered Drivers Custom Dash Plaques (while supplies last) Great Dining and Shopping Destinations Rthe Day of the Event: Am EDDY STREET COMMONS 1234 North Eddy Street, South Bend, iN 46617 574.287.9890 eddycommons.com While supplies last. Event subject to change without notice. For more information, please contact drbgrouplk@drbgroupllc.com 91 KITE We ire oz the NVhbayifnod./ CITY OF SB SPECIAL EVE 731 S LAFAYETTE BLVD SOUTH BEND, IN 46601 07,iOS12023 11:16:22 MID: XXXXXXXXXXXX401 TID: XXXXX800 CREDIT CARD VISA SALE Cad a XXXKXXX X O587 SEQ a: 1 W #: 56 INVOICE I 4,voval Code: W4D :ry Method: Marl t;de: acne Avs Code: IYY S4E AMOUNT $11.W X 0 I agree to pay above total arrant accordng to cad is a agreement. (Merd)ant agreement it Credit Voucher) MERCHANT COPY