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HomeMy WebLinkAboutSpecial Event - Sunburst Races - June 1• 4 Spt; iN BF O �O {r APPLICATION FOR USE OF Li PUBLIC RIGHT-OF-WAY FOR EVENT m �a The following special event has been approved by the Special Events Committee. Submitted by: Denise Miller Event name: Sunburst Races 2024 Event Date: June 12024 Street Closure: Rolling closures (see maps) Closure Times: 7:00 am to 11:00 am Sidewalk Closure: ❑ Yes ❑■ No Comments: Participants to depart from Century Center. Activities included are a 5K Run, Half Marathon, IOK Run, 5K Walk, followed by a post race party at Century Center. 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 Briana Micou, Member Attest: Theresa M. Heffner, Clerk Date: April 23, 2024 t ►._.I • 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 Brine 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: February 12, 2024 Organization Name: Beacon Health System/Sunburst Races Applicant (Contact) Name: Courtney Kipker Applicant (Contact) Phone: cell 574.514.4176 Contact Email: ckipker@beaconhealthsystem.org Address: 111 W. Jefferson Blvd., Suite 300 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: Contact Name: Contact Email: Address: City/State/ZIP: Section B - Event Information Event Name: Sunburst Races Event Type: (Festival, Race, Parade, Other): race Event Classification: E 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.) Race day is 6/1/24, starting and finishing at the Century Center. Current plan - 5K run @ 7AM, half marathon @ 7:15 AM, 10K run at 7:45 AM, 5K walk @ 9 AM. Sunburst staff will Date of Event Setup[mm/dd/yy]: 6/1/24 Time: by 5 AM Begin Date of Event[mm/dd/yy]: 6/1/24 Time: 1st event @ 7 AM (5K run) End Date of Event[mm/dd/yy]: 6/1/24 Time: finish line closes @ 11 AM Event Cleanup Completion [mm/dd/yy]: 6/1 /24 Total anticipated attendance: 5,000 Time: 4 PM The proposed event will require the closing of: 0 Streets 0 Sidewalks Is the event ticketed or include fees? 0 Yes ❑ No If yes, list fees and fee groups below: • early bird pricing (Jan. 1-15) $35 - $75 regular pricing (Jan. 1 6-April 30) $40-$80 late registration (May 1-June 1) $45-$85 Does the event have any partnered sponsorships? 0 Yes ❑ No If yes, list the number of sponsors at each level of partnered sponsorship: As of 2/12/24, Presenting: Keybank; Platinum: Steel Warehouse, Network Management Group, Jimmy John's; Gold: Fleet Feet; Bronze: Indiana Donor Network, Visit South Bend Mishawaka; Course Entertainment: South Bend International Airport; Participant Hydration: Granger Community Church; Corporate Team: Hancock Logistics; Media: WSBT 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: 2023 Info Date: June 3, 2023 Location: Start and Finish at Century Center Attendance: 3,941 is 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: 250-500 DJ at start/finish, DJ at "Hallelujah Hill" (St. Joe High School), looking to secure a few bands/musicians on course (TBD), "Boomer" in Century Center parking lot. 0 Does the event have participant categories? For example, a run that has different race divisions or a parade with separate walking/marching groups. •0 Yes ❑ No If yes, list categories and anticipated participants per category. half marathon = 750 10K = 750 5K Run = 2,000 5K Walk- 1,500 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-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: DJ at start/finish, DJ at "Hallelujah Hill" (St. Joe High School), looking to secure a few bands/musicians on course (TBD), "Boomer" in Century Center parking lot. 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). q Describe the event's proposed fire -related entertainment: L 1 Will there be any musical entertainment features at the event? 0 Yes ❑ No • o If yes, describe the type of music, schedule of sound check/performances, and the names of any artists performing. DJ at start/finish, DJ at "Hallelujah Hill" (St. Joe High School), looking to secure a few bands/musicians on course (TBD), "Boomer" in Century Center parking lot. All music will be upbeat and family -friendly. At the Century Center, sound checks will begin around 6 AM with o 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 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.or food -service. Please select food sales types: race sponsors to provide yp ❑Food Vendor ❑Caterer ❑ Food Truck � Other: • If a Food Truck, please list company name: Describe how food will be cooked and served: Meijer, Jimmy John's and Costco typically provide the post -race snacks for finishers. For Meijer, items are pre -packaged and/or prepared at their store and brought over. For Jimmy I..L. n'.. ♦k-., .....n...........71..:n +k_;.....4 k. ;-- n. ,r f`-^+-.. —1- -fF — ...........Lnnn.O Section F - Alcohol Will alcohol be served or sold? M 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.yov/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: 'security provided by Century Center Contact Name: Contact Phone: Email: Address: City/State/ZIP: (b) Name: Contact Phone: Qualifications: Name: Contact Phone: Qualifications: Name: Contact Phone: Qualifications: • Section G - Continency 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. Emergency service personnel/plan to be discussed with Brad Rohrscheib, Andy Meijer and Gerard Ellis. Packet Pickup and Race Day security (onsite at start/finish) provided by the Century Center. Sunburst staff to utilize cell phones and radios along with police and radio communications team (RACES) for public address. • Proposed Cleanup Plan - This plan should include, but is not limited to: o Measures in place to collect and remove trash, litter and recyclables. Sunburst staff - including logistics and crew members, as well as aid station volunteers are responsible for clean up and trash removal on the course. Clean up at the start/finish completed by Sunburst and Century Center staff. • 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. With the assistance of a WSBT meteorologist, weather is monitored by RACES, Sunburst officials and the Sunburst Medical Director, Dr. Linda Mansfield. We utilize a flag system for weather: Green - good conditions, enjoy the event, be alert. Yellow - less than ideal conditions, enjoy the event, be alert. Red - potentially dangerous conditions, slow down/observe course changes/follow event official instructions/consider stopping. Black - event canceled/extreme and dangerous conditions - participation stopped, follow event official instructions and qo home; police to help make announcements on course. U • Proposed Lost and Found Plan - This plan should include, but is not limited to: o Adescription of the use of signage, announcements on public address systems or pre -event handouts. During the event, lost and found items will be stored at the Sunburst information tent. At the conclusion of the event, any items not collected will be given to Century Center security. Items can be claimed by contacting them directly. Section H - Site Plan / Route Map • For parades, races and other processional events: Are you selecting one of South Bend Police Department's (SBPD) pre -approved race routes? ❑ Yes 0 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: Due to our start and finish at the Century Center, we need to follow our own USTAF measured and certified courses. To help minimize the number of officers needed and necessary street closures, we overlap our courses as much as possible. Please see included PDF attachment (submitted with this application) for our tentative course routes - we do anticipate some minor changes to the routes and will communicate and work through those changes with police and traffic control. 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. 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. 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. C , J Section K - Indemnity & Hold Harmless Agreement • City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Date: February 12, 2024 Event Date: June 1, 2024 Event Name: Sunburst Races Organization: Beacon Health System Applicant (Contact) Name: Courtney Klpker, Travis Bladecki Applicant (Contact) Phone: 574.514.4176 (Courtney) Alt. Phone: 219.393.9511 (Travis) Email: ckipker@beaconhealthsystem.org; travis@mrmevents.co Address: 111 W. Jefferson Blvd., Suite 300 city/state/ZIP: South Bend, IN 46601 Event Location (Please describe): Races start and finish at Century Center; course maps show specifics for all routes. Length of Event (Datesfrimes): 6/1/24 7 AM start time; finish line closes @ 11 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: Beacon Health System 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: 2/12/24 Courtne Ki ker Digitally signed by Courtney Kipker Y Date: 2024.02.12 15:13:20-05'00' Authorized Organizer Signature Courtney Kipker, Sunburst Races Director 0 Printed Name and Title • 1. Section L - Permit & Agreement 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. • 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 anyfalse or incomplete information. Date: 2/12/24 Applicant signature: Courtney Kipker Courtney Kipker Digitally signed by Courtney Kipker Printed Name: _ Date: 2024,02.1215d5:27-05'00' SPECIAL EVENTS COMMITTEE APPROVAL Mem er Member a-a7,2-'1 Member Member Date A` )II CERTIFICATE OF LIABILITY INSURANCE GATE IMM DD YYYY) 03/25/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endomement(s). PRODUCER CONTACT NONE: Taotha Messersmith Insurance Management Group PHONN ex (800) 272-8673 uc W: (765) 664-0761 ADDBesB: Ieswmmith@insmgt.wm 959 East 4th St INSURERS AFFORDING COVERAGE NAICI INSURERA: Granite State Insurance Company 23809 Nlarion IN 46952 INSURED INSURER B: National Union Fire Insurance Company of Pittsburgh. PA 19445 Road Runners Club of America/2024 and Its Member Clubs INSURER C: INSURER 0 INSURER E 1501 Langston Boulevard, Suite 140 Arlington VA 22209 INSURER F: COVERAGES CERTIFICATE NUMBER: 2024$2MA.1. Liability REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE INSO POLICY NUMBER POI MMM MMMD LIMITS X COMMERCIAL GENERALLIABILITY EACH OCCURRENCE S 2,000.000 CLAIMS -MADE ®OCCUR PREMISES Eii xcunence $ 500,000 MED EXP (My one on $ 5,000 Legal Liability to Participants $2,000.000 PERSONALAADVINJURY 6 2,000,000 A AIL0003450335200 12/31/2023 12/31/2024 GENT AGGREGATE LIMITAPPLIES PER: GENERALAGGREGATE S 5,000.000 POLICY ❑ JECT LOC PRODUCTS AGO IS 2,000,000 Abuse and Molestation s 500,000 x OTHER I Per Event Basis AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ 2,000.000 BODILY INJURY (Per Person) $ ANVAUTO A OWNED SCHEDULED AUTOS ONLY AUTO$ AIL0003450335200 12/3112023 12/31/2024 BODILY INJURY (Per III$ HIRED NON -OWNED AUTOS ONLY AUTO$ ONLY PROPERTY DAMA E Per amldent S E UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LAS CIAIMS-MADE DIED I I RETENTION S S WORKERS COMPENSATION ANDEMPLOYERSLIABILITY YIN I PER TH- STATUTE ER E.L. EACH ACCIDENT 5 ANY PROPRIETOWPARTNER/EXECUTIVE OFFICEMEMBER EXCLUDED? NIA E.L. DISEASE - EA EMPLOYEE $ (Mandmonr In NH) d yes, d Pbe under DESCRIPTION OF OPERATIONS W. E.L. DISEASE -POLICY LIMIT $ Excess Medical $10,000 Excess Medical & Accident B ($250 Deductible/Claim) AID0003450335800 12/31/2023 12/31/2024 AD & Specific Loss $2,500 DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Sch".1a. mry be MMcbed if mA..pan Ia raRaindl CERTIFICATE HOLDER IS NAMED AS AN ADDITIONAL INSURED AS RESPECTS TO THEIR INTEREST IN THE OPERATIONS OF THE NAMED INSURED. DATE OF EVENT(S): DW01/24 Sunburst Races, Road Race INSURED RRCA CLUB/EVENT MEMBER: Beacon Health System DBA Sunburst Races ATTN: Courtney Kipker, 111 W. Jefferson Blvd. Suite 300, South Bend IN 46601 Processed by RMV CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 06101/24 The City of South Bend ACCORDANCE WITH THE POLICY PROVISIONS. 227 W. Jefferson Blvd. AUTHORIZED REPRESENTATIVE South Bend IN 46601 of A . NA1 ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD %;SUNBURST races ARE COMING YOUR WAY! Saturday, June 3 Saturday morning, runners and walkers will compete in the 39th annual Sunburst Races. Your home or business is on or near the race route, so when you see these folks coming - cheer, clap, put your sprinklers out (if it's warm) and even a little music! Your enthusiasm means a lot to our participants and to this great community tradition that directly supports the children and families at Beacon Children's Hospital (like Judson pictured below). Please follow parking and traffic directions from South Bend and Mishawaka police officers along the routes. Your cooperation is greatly appreciated! Map and closure details are listed on the backside of this sheet. Maps & Questions? Interested in running or volunteering? 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Card # XXXXXXXXXXXX9962 (Merchant agreement if Credit Voucher) SEQ 9: 1 Batch #: 4 X INVOICE I Approval Code: 016714 Entry Method: Mai l MERCHANT COPY Mode: Online Tax Amount: $0.00 Cust Code: Card Code: M SALE AMOUNT $502 CUSTOMER COPY