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HomeMy WebLinkAboutSpecial Event - Fusion Fest - September 8-10SOVTit & A. O �O APPLICATION FOR USE OF PUBLIC RIGHT-O&WAY FOR EVENT It The following special event has been approved by the Special Events Committee. 1865 Submitted by: Denise Miller Event name: Fusion Fest Event Date: September 8-10 2023 Street Closure: Jefferson between MLK Jr and S St Louis, S St Louis between E Jefferson and E Wayne St Closure Times: 8:00 am to 5:00 pm (cleanup on 9/ 11 by 8:00 am) Sidewalk Closure: ❑ Yes ❑■ No Continents: Two day festival featuring globally inspired food vendors, music, demonstrations, and artisans. 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 41///,- Attest: Theresa M. Heffner, Clerk Date: July 25, 2023 1 • 10 City of South Bend Special Event Application `Q g) City and Regional Event l" P $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. Date of Application: 6/27/23 Section A - Aoolicant Information Organization Name: Venues Parks & Arts Applicant (Contact) Name: Hannah Francis Applicant (Contact) Phone: (574) 235-5584 Contact Email: hfrancis@southbendin.gov Address: 301 S St Louis Blvd -V 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 Name: Contact Phone: Address: Event Name: Fusion Fest Contact Email: City/State/ZIP: Section B - Event Information Event Type: (Festival, Race, Parade, Other): Festival Event Classification: ❑ Non -Profit` ❑ For -Profit City (Civic) Sponsored ❑ Other (If Other, please describe): "The Special Events Committee may request proof of non-profit status. Provide a brief description and timeline of event (Note: A detailed map plan is required in Section H of this application. The description should be a summary overview.) The City d South 9entl aM tea Venues Pans Ill department wid Mat Fuean Feel on Saturday. September 91h from 10am.9pm and Sunday. 1M Imm noon-5pm W Howaa Pan, The two-day leetival will be filed with food vendors, music, demumuebons. wasans Fusion Fast will lake aver she end. campus of lbward Path and wnourldihg streets Tee feaival site will be separated into gloEal regions with stages and vendors iocatetl at ease condspbnding mgan. NprM Amenta South America, A4ice. Europe, OW A&elAusbaba Fusion Feet attendees will enjoy traditional music and dance performances, sample "idous foods, and loam -- about culbums oubide of the, own by paNcip ling n hanchl ap9wfies and workshops A few a his expenenms include a car show, dragon boat haws, Daily Taus Les bum Toad Soamns'and a firowork show Saturday night Street dosures - Jefferson doesn't need to W dosed until the morning of Me 9th, St Louis will ikely need to be dosed by the ]M for rod mrttrucearr of 2 of MB mandalas Date of Event Setup [mm/dd/yyi: 9/8/2023 Begin Date of Event [mm/dd/yy): 9/9/2023 End Date of Event [mm/dd/yy): 9/10/2023 Event Cleanup Completion [mm/dd/Wl: 9/11 /2023 • Total anticipated attendance: 20,000 Time: 8:00arn Time: 10:00am Time: 5:00pm Time: 8:00am The proposed event will require the closing of: ® Streets 0 Sidewalks Is the event ticketed or include fees? ❑ Yes ® No If yes, list fees and fee groups below: • There will be one ticketed experience within the festival. is Does the event have any partnered sponsorships? i Yes ❑ No If yes, list the number of sponsors at each level of partnered sponsorship: Still finalizing sponsors, but there are over 10 different opportunities. 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: Ethnic Festival occurred for 30 years, ending as Summer in the City in 2004. This event will pay a strong homage to Ethnic Festival, however it will be its own event moving forward. If your event is a parade, race, or other processional -type event, please complete Section C. Otherwise, continue to Section D. Section C - Parades. Races, and other Processional Events What is the estimated number of parade/race spectators on the proposed route? Describe any sound equipment that will be used in the parade/race: Does the event have participant categories? For example, a run that has different race divisions or a parade with separate walking/marching groups. • ❑ Yes ■ No If yes, list categories and anticipated participants per category. If your event is a parade, what is the approximate number and type(s) of animals, vehicles, and floats participating in the parade? (Note: If using animals in a parade, event organizers are responsible for cleaning up animal waste left on the parade route.) Describe parade participants below: • Section D - Eauioment. Set-uo. and Logistics Are you hiring a company to provide entertainment, games or inflatables? M 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: EventSys will be providing the staging and AV equipment that will host numerous performers through the two days. Will you be staking any tents, inflatables, portable restrooms or any other anchorings? ❑ Yes i 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? M 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: RKM will be producing a fireworks show on the pedestrian bridge across the St. Joseph River. Will there be any musical entertainment features at the event? ® Yes ❑ No is performing: If yes, describe the type of music, schedule of sound check/performances, and the names of any artists performing: Yes, a wide variety of performers and performances will be held throughout the two day festival. Those are currently being confirmed by the performance subcommittee. There will be dance, band, solo, and more. Sound checks will happen about 15 minutes prior to performing. EventSys will likely perform their own sound checks both on the day of set up, and the morning of the first event day. 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. 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. 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: i Food Vendor 0 Caterer 0 Food Truck M Other: If a Food Truck, please list company name: Yes, a wide variety of food trucks will be at the two day festival. Those are currently being confirmed by the food subcommittee. • Describe how food will be cooked and served: Some will prep on site, others will utilize a commercial kitchen. Section F - Alcohol Will alcohol be served or sold? 0 Yes ❑ No If no, please continue to Section G - Contingency and Strategic Planning The applicant must apply for and receive a temporary liquor license from the Alcohol & Tobacco Commission. Indiana ATC forms are located at in.eov/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. 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 is three (3) security guards in the fields provided in sub -section (b). n f� (a) Company Name: Navarre Contact Phone: 574-323-7640 Contact Name: Melissa Barenie Email: melissa@navarrehospitalitygroup.com Address: 727 S Eddy St City/State/ZIP- (b) Name: Qualifications: Name: Qualifications: Name: Qualifications: South Bend, IN 46615 Contact Phone: Contact Phone: Contact Section G - Contingency and Strategic Plannin¢ • 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. This event will include coordination with SBPD, SBFD, SBRR, IDNR, and potentially the S-lr'qr) ING will 2160 IDO hiriAg a seGurilly company to assist with maAagipg entrancos and overnight security. That groups is still being decided. SBPD will be utilizing the Lodge within HP to monitor security of the festival. Emergency vehicles will be sprinkled throughout the area at multiple points. • Proposed Cleanup Plan - This plan should include, but is not limited to: o Measures in place to collect and remove trash, litter and recyclables. Clean Up - Solid Waste will be providing two dumpsters. Between DTSB Ambassadors, volunteers and VPA staff, the grounds will be continually cleaned through and after the festival. • Weather - Brian Garner is still finalizing the safety plan, however, in the case of an emergency, security personnel and staff will help push attendees and vendors towards exits and emergency exits. We will also be able to utilize our overhead announcement system to provide any festival -wide announcements. The Lodge and Howard Park Event Center can be utilized as shelter if absolutely necessary. • 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, is Clean and extreme temperatures. Clean Up - Solid Waste will be providing two dumpsters. Between DTSB Ambassadors, volunteers and VPA staff, the grounds will be continually cleaned through and after the festival. Weather - Brian Garner is still finalizing the safety plan, however, in the case of an emergency, security personnel and staff will help push attendees and vendors towards exits and emergency exits. We will also be able to utilize our overhead announcement system to provide any festival -wide announcements. The Lodge and Howard Park Event Center can be utilized as shelter if absolutely necessary. • 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. Items will be held at the Howard Park Event Center front desk for a week after the festival. 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 M 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: 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 reprovable 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: Present your event concept to the surrounding stakeholders (residents, businesses, and neighborhood groups) that represent the venue area. Attach a copy of the brochure or door hanger distributed to all affected residents/businesses/neighborhood • groups describing the event purpose, date and time. Section J - Insurance A Certificate of Insurance (copy) confirming the existence of a liability policy (General Liability and Automobile Liability) of not less than $700,000 per occurrence and $1,000,000 aggregate, which specifically names the City of South Bend, IN as an additionally insured for the event must be submitted. Copy of Certificate of Insurance must be submitted two (2) weeks prior to the date of the event. Section K - Indemnity & Hold Harmless Agreement • City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Date: 6/27/23 Event Name: Fusion Fest Event Date: 9/9/23 & 9/10/23 Organization: City of South Bend Venues Parks & Arts Applicant (Contact) Name: Hannah Francis Applicant (Contact) Phone: 574-235-5584 Phone: 920-858-6278 Email: hfrancis@southbendin.gov Address: 301 S St Louis Blvd _ city/State/ZIP: South Bend, IN 46617 Event Location (Please describe): Howard Park, Jefferson Blvd & St Louis Blvd Length of Event (Dates/Times): 9/9/23 10am-9pm and 9/10/23 12-5pm 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. Organization Name: City of South Bend Venues Parks & Arts 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: 6/27/23 Organizer Hannah Francis, Manager of Special Events 0 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 an any false OF infemiatien Date: 6/27/23 Applicant Signature: dffd&T1_& Printed Name: H nah Francis • President p L Member SPECIAL EVENTS COMMITTEE APPROVAL Member Me r -7-//-.;23 Member Date -_ � ' _" .._.,. -•o ,ice,_. -_. 1 • • n rx�ma c.ca.v.a��.