HomeMy WebLinkAboutSpecial Event - Color Run 2024 - June 15APPLICATION FOR USE OF
PUBLIC RIGHT-OF-WAY FOR EVENT
The following special event has been approved by the Special Events Committee. __111_1ees
Submitted by: Denise Miller
Event name: Color Run 2024
Event Date: June 15 2024
Street Closure: Western Ave between Laurel St and S Michigan (rolling)
Closure Times: 9:30 am to 1 1:00 am
Sidewalk Closure: ❑ Yes ❑■ No
Comments: 5K Color Run/ 1Mile Family Fun Walk will occur in conjunction
with Kroc Fest. Kroc Fest will be held at the Kroc Center and is
a free community event.
CITY OF SOUTH BEND, INDIANA
BOARD OF PUBLIC WORKS
a
Elizabeth A. Maradik, President
Gary A. Gilot, Member
Murray L. Miller, Member
zl'�_ ff L
Joseph R. Molnar, Vice President
Briana Micou, Member
�4
Attest: Theresa M. Heffner, Clerk
Date: April 9, 2024
City of South Bend Special Event Application
• City and Regional Event
$50 application fee if filed 60 days or greater (up to 360 days) in advance of event
$100 expedited application fee if filed 30-59 days in advance of event
Please Bring Completed Application and Payment to:
Public Works Service Center, 731 S. Lafayette Blvd., South Bend, IN
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: / Ira-/ 1 LI Organization Name: SALVATION Q2My kwr, CENTEK
Applicant (Contact) Name:.tSA gAH VAtJ ,�JcKLE
Applicant (Contact) Phone: 544.361 Contact Email: SAret Vanfickk D dsc.5'44141e^
�p I aLrIML11.PC)
Address:!jQ0 iv. WES rceN Avc. City/State/ZIP: S y-F DEAJD i NJ , 94661
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:
Contact Name:
Contact Email:
• Address: City/State/ZIP:
Section B - Event Information
Event Name: COLO_f[1.vN Event Type: (Festival, Race, Parade, Other): ZALE
Event Classification: GR/ 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.)
Date of Event Setup [mm/dd/yyl: 'Cl 1 S,2 N Time: -?-SO AM
Begin Date of Event [mm/dd/yyl: 6 1 IS ,2 9 Time: Q: 30 A M
End Date of Event [mm/dd/yy): 611 J�- !'14 Time: I 1 t 00 AM
Event Cleanup Completion[mm/dd/yyl: 61I5-'l4 Time: I 1 t 30 AM
• Total anticipated attendance: 6,00
The proposed event will require the closing of. tNatreets 0 Sidewalks
Is the event ticketed or include fees? Q Yes ❑ No If yes, list fees and fee groups below:
• # 10 1par+n c r pm_r�
5ye-s• +- uwdf.e-
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? 3 Yes ❑ No
If yes, provide the date, location, and attendance of past special events and/or future planned events in the
series:
K20L F'65-r / COLor-
'100 w. w7e-rceN
,5�vrt-1 3vr P j /N
Av16
q"01
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:
/00
•
is
Does the event have participant categories? For example, a run that has different race divisions or a parade with
separate walking/marching groups.
El Yes L�1 No
If yes, list categories and anticipated participants per category.
yoo
par+;c;P+_r
r"'k : Oao par+;c•p0"4-
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:
NIA
Section D - Eouioment. Set-up. and Logistics _/
Are you hiring a company to provide entertainment, games or inflatables? El Yes L`� 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 G3 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 O"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 theevent's proposed fire -related entertainment:
•
•
Will there be any musical entertainment features at the event? G3 Yes ❑ No
If yes, describe the type of music, schedule of sound check/performances, and the names of any artists
performing:
0413
55VfA 30ortaer (ko�tF✓(�.,1 J
For stage inspections, contact the Department of Homeland Security at 317-232-2222.
If your route crosses over a state road or a bridge please contact the following for permission:
State, INDOT: County bridges:
Michael Hurt Andy Hayes
219-235.7528, Mhurtl@indot.in.gov 574-235-9626, ahayes@co.st-joseph.in.us
F-t�1��iTl
Are you having food at your event (food vendors, caterers, food trucks, etc.)? ❑ Yes 2"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: sjchd.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 EJ�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.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.
o A refundable $400.00 deposit paid by card or check (made to City of South Bend) must be submitted
with application.
o Application cannot be processed without deposit. Deposit will be returned upon inspection of
event area by the Board of Public Works.
• o Events with have alcohol sales must provide security. If your event will be hiring a security company,
please provide Its contact information in sub -section (a) below. Otherwise, please list the names, phone
numbers, and qualifications (e.g. off -duty police officer, professional security guard, or event applicant) of
three (3) security guards In the fields provided in sub -section (b).
(a)
•
Company Name:
Contact Name:
Contact Phone:
Email:
Address:
City/State/ZIP:
(b)
Name:
Contact Phone:
Qualifications:
Name:
Contact Phone:
Qualifications:
Name:
Contact Phone:
Qualifications:
•
Section
G - Contineency and Strategic Plannine
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.
5Pl a41-actitof
• Proposed Cleanup Plan - This plan should include, but is not limited to:
o Measures in place to collect and remove trash, litter and recyclables.
UdIvrFLL�S /S1�1 W II pick �p p•
I%tc t Co KC I v 0& S. j
•
0
• 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.
cven�- W I ll b2 CAnC"Jeck Fnpl i7C✓+ C1 Ocv� iS
re-(O-rOUO� .
• 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.
CoS4- a, r, o�
oL,^o(
bIkN
0-4- re.aj1
S4- iG+,Cry
�Sk r
do
��o
cask�
a�-J
eve�4- co^cl)o(,,5
K-MM,-Enna FnAx- fisul
For parades, races and other processional events: ��
Are you selecting one of South Bend Police Department's (SBPD) pre -approved race routes? ❑ Yes LK 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:
QUr pl�a5,tck rov+-C. ke.s 6ce^
(-C)1ev✓kck b� SBpv. 'e-a✓+e n2j5-+
Sfc,rk y enOt at: -4e k/vL Cen--Cr.
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 $1,000,000 aggregate, which specifically names the City
of South Bend, IN as an additionally insured for the event must be submitted. Copy of Certificate of Insurance
must be submitted two (2) weeks prior to the date of the event.
0
Section K - Indemnity & Hold Harmless Agreement
•
City of South Bend Special Events Committee
Indemnity & Hold Harmless Agreement
Date: 3�12�2y Event Date: V)s/';Lti
Event Name:
Organization: >AL-VA'riotO AeNY KSZvc-Fti>Tc(Z
Applicant (Contact) Name: e5h�#%KAWyAtJ X; C r L E
Applicant (Contact) Phone:Alt. Phone: D!$ 1
Email: SArti.k. VCf;ckh a Vie Sal✓A+ arm o/a
Address:—qDii W. Wt=STr2N AVF- City/State/ZIP: vTN FCiO T6601
Event Location (Please describe):
traC cC✓4ce . z2 cx /o✓4-2
iV r S We +-a `%Lio-_ �j D �C.� � ✓ Se.
Length of Event (Dates/Times): t; IS�2y ' 30 A04 , J ) t Ov AM
• 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:.S ,.yA-rioN Arem4 UeOC 6E:NTEi2 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: 3 / 2 Lf
Authorized Organizer Signature
�SAaA�11 VAfQ, tCkLE t +IEALTLI L �ASS MANA-CK:
• 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 aCertificate ofInsurance showing aliability policy infull
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.
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: 3112 /2
Applicant Signature:y wV oc
Printed Name: SAkA 14 VAN% IC let er
SPECIAL EVENTS COMMITTEE APPROVAL
dent Member Member
40 3-;t7-ay
Member Member Date
iz miie coirse
art as you cross Chapin. FL 9 dd�
4'. 129
L
r7
We -Ni
to
7
stone theater
C,
RAY & JOAN
CORPS COMMUNITY CENTER
SOUTH BEND, IN
11
WEATHER MEDICAL VIOLENT
FIRE s EMERGENCY EMERGENCY INCIDENT
Upon hearing a code call
and/or fire alarm:
1) Activate Fire Emergency
Procedures
2) Calmly evacuate guests 8
staff to assembly area.
3) Designate a staff member as fire
marshal / radio operator.
4) Conduct head count of staff i4
guests.
5) Keep staff/guests gathered
together and await further
instructions.
6) Wait for "All Clear" prior to
re-entering building.
DO NOT USE ELEVATOR
CODEBROWN
CODE BLUE
CODE ORANGE
Upon hearing a code call:
Upon hearing a code call:
Upon hearing a code call:
1)
Activate Severe Weather
1)
Front desk staff call911.
Run - if possible
Procedures.
2)
First responder staff will provide
• This should be primary reaction
•
2)
Calmly move guests & staff to
necessary first aid treatment.
Evacuate building if possible
using EXIT routes and windows
shelter areas.
3)
Facilities, or other assigned staff
• Use concealment and cover
3)
Designate a staff member as
will assist with crowd control and
when exiting
shelter leader / radio operator.
directing EMS on site.
4)
Conduct head count of staff &
4)
Document the incident, get
Hide - if unable to run
•
guests.
Hide / concealment
witness names / statements and
• Secure your location, turn off
5)
Keep staff/guests gathered
complete Incident Report.
lights, lock doors, and silence
together and await further
phones
instructions.
DO NOT:
• Barricade entrances
6)
Wait for "All Clear" prior to
•
ADMINISTER ANY
Fight - as a last resort
9
leaving shelter area.
MEDICATION
•
PERFORM FIRST AID
• Be prepared to defend yourself
DO NOT USE ELEVATOR
TREATMENT BEYOND
• Improvising weapons - chairs,
LEVEL OF TRAINING
fire extinguishers, etc.
Call 911 once you are in a
safe area
When law enforcement
arrives, show you hands and
follow commands
7
9 e B
C c
G N N
>. w U
5 U c c y-
0 0 E 4 0= Q
o � a 'j-5 CD
.o y a o 0) `o
u� � a c d•°v
N OI C C C y Ol C C
0 c y 0 0
y m 2 y O
H y R N N o
y N L C
toG CM a o C a 0)
10 N _ _
N 41 0
m¢¢ U y Q U 2i
> L
w w
a� v
c 0
d
mm A�o
Eoo?c
ovr�an° dmyo moE
w
cry m
E a0 Nov
o
L�V� OD 01c c
a c� E`{ji •o�y 0v ';v yn OD
o
L vE UWE >j »�� La1
ciao w� �Oc '�� =0� 0�'a+ c
�0m mRww
allo
o0n0
A yrn umO
¢m°)dU 7
I
0
11
P
The Salvation Army, Ray & Joan Kroc Center
900 W Western Avenue
South Bend, IN 46601
Monday, March 11, 2024
Dear Resident/Business Owner,
On June 15, 2024, The Kroc Center is excited to host its second annual 5k Color Run and Kroc
Fest. The 5k Color Run will necessitate the temporary closure of streets, potentially impacting
• your home/business. We write to extend our sincere apologies for any inconvenience this may
cause and to provide details about the events while inviting you to be a part of this vibrant day.
The 5k Color Run kicks off at 9:30 am, offering participants the choice of completing the 5k
course or opting for the I -mile Family Fun Walk. The run concludes by 11:30 am, at which point
all road and sidewalk closures will promptly reopen. Registration for the 5k Color Run opens on
April 1, 2024, with a registration fee of $10, inclusive of a T-shirt and color packet. Children
under 5 years old can participate for free. All proceeds from the run contribute to vital
programming at the Kroc Center, such as swim lessons, music lessons, youth sports, and more.
Simultaneously, Kroc Fest is scheduled to unfold on June 15, 2024, from 10 am to 2 pm. This
free community event, held at the Kroc Center's turf field, features inflatables, attractions, and
vendor tables for community partners. The aim of Kroc Fest is to give back to the community
that has generously supported us. In recognition of potential business disruptions due to the 5k
Color Run's road closures, we extend a special invitation for you to participate as a vendor at no
cost (usual charge: $40).
For any inquiries regarding the events on June 15, 2024, please feel free to contact Health &
Recreation Director Eleanor Boothman at eleanor.boothmanaa usc.salvationarmy.ora.
Thank you, and we sincerely hope to see you at the 5k Color Run and Kroc Fest.
Best regards,
The Kroc Center
is
Ll
t � /
i
C, l_l
a
y,
y0y
Ca• oL Sbezl _
��
c_ SOulr 9rn!.ae4r
5Yee1
\ Qc
c
S-111.11b"an S"..,
-
SO,h m,ch. a? s"W
14
+1
_
1 -
s
$GS�W.I6an`SVC<1
.j
v�`k
Snn" Ssov 3r .. -
-,m..: wain_ .<
>mm Scul Sveer
- jc-
3 -
8
3
k
F]
�L
!
a
7
G
i
J\ea
0
�`ae0
ter
�o
r-�
u
Z
so 40! Afe^a1no8 aplSy�ro
aa•
ray u-W.--------- -wu; I\Y: I'v IY No.: Ivvvl V\V uept.:
INVOICE
DATE
DESCRIPTION
TOTAL
ACCOUNT NO.
NET
APPLICATION
•
03/27/2024
Special Event Application Fee
50.00
001/565/80011 OOOC
50.00
Memo
The Salvation Army - South Bend Kroc
P O Box 566
South Bend IN 46624
TOTALS II 50.00�
FIRST SOURCE
CHECK NO. DATE AMOUNT
47623 03/26/2024 $50.00
PAY
EXACTLY
Fifty and no/100
PUBLIC WORKS SERVICE CENTER
R
731 S LAFAYETTE BLVD
OF
SOUTH BEND IN 46601
.r
47623
For c,�..Q,/`7 /1,�y_-C_C T•"�
' - - VOID AFTER 90 DAYS
II'476231101:07121212131:10168250I'm --