HomeMy WebLinkAboutSpecial Event - St Joseph County Crop Walk - September 29Soc rN e�
APPLICATION FOR USE OF a
WAVE i
PUBLIC RIGHT-OF-WAY FOR EVENT
The following special event has been approved by the Special Events Committee. rsbs
Submitted by: Denise Miller
Event name: St Joseph County Crop Walk
Event Date: September 29 2024
Street Closure: Participants remain on sidewalks
Closure Times: 7:00 am to 5:00 pm
Sidewalk Closure: ❑ Yes W No
Comments: Participants depart Zion UCC and proceed along East Race to
Christian Parish and back.
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: August 13, 2024
•
City of South Bend Special Event Application
�Iftk 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
Keview the instructions on the Special Lvents page betore completing the application. Wty ana Kegional 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
7/17/24 St Joseph County Crop Walk
Date of Application:Organization Name:______—__ —_ _—
Applicant (Contact) Name: Tom Whlpkey
Applicant (Contact) Phone: 574 485=9245-- — — Contact Email: twhlpkey@att_net
1139 Miner St South Bend IN 46617
Address: City/State/ZIP:_—_ --____
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:
•
Contact Name:
Contact Email:
City/State/ZIP:
Section B - Event Information
St Joseph Couny Crop Walk Walk
Event Name: Event Type: (Festival, Race, Parade, Other):___—
Event Classification: ® Non -Profit' ❑ For-P-fi+
❑ 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.)
Set up begins Saturday morning with marking the routes with sloewalK chalk. Narticlpants
L,vyin arriving Sunday at 1 pm. The walk begins at 2pm and concludes no later than 5pm.
Date of Event Setup [mm/dd/yyl: 9/29/2024
Begin Date of Event [mm/dd/yyl: 9/29/2024
End Date of Event fmm/dd/vvl: '.-i29/2024
• Event Cleanup Completion fmm/dd/yvl: uf29/2024
I otal anticipated attena,-^ —
Time: 7_00am
Time: 1 _OOpm
Time: 5:00pm
Time: 5:OOpm
The proposed event will require the ciosin¢ or: t-i atreets u NQe•,, _
Is the event ticketed or include fees? ❑ Yes ® No If yes, list fees and fee groups below:
•
Does the event have any partnered sponsorships? ® Yes ❑ No
If ves. list the number of sponsors at each level of oartnered soonsorshio:
Church World Services
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:
The last Sunday in September for the last 40 years at Howard Park and Zion UCC. Average
attendance is 200.
1
A
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? 0
Describe any sound equipment that will be used in the parade/race:
A small sound system will be used prior to the start of the walk at Zion UCC.
0
Uoes the event nave participant categoriesr For example, a run that has anrerent race divisions or a parade witn
separate waiKingimarcnrng groups.
• ❑ Yes ® No
it yes, list categories and anticipated participants per category.
A long walk along the river to Broadway Christian Parish and back. A short walk along the
river to the Farmers Market and back.
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-up, and Logistics
Are you hiring a company to provide entertainment, games or inflatables? ❑ Yes ® No
o If yes. you must submit oroof of insurance for all stave and entertainment companies three (3) w—1,-
before the event.
rliescribe anv hired entertainment:
Will you be staking any tents, inflatables, portable restrooms or any other anchorings? ❑ Yes OF "'c
o If yes. you must provide oroof of locates (locate number) two (2) weeks orior to vour event. Locate
"Found by calline 811.
Uoes your event include the use of fireworks, rockets, lasers, or other pyrotechnics? LJ Yes R No
o Deoendine on the ootentiai fire risk. aooiicants may need to receive agorovai or the Soul.^. te- - -
Department (process facilitated ov event coorain- ----
o Describe the events or000sed tire-reiatea entertammr
40
Will there be any musical entertainment features at the event? ❑ Yes ® No
o 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 vour 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: 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 ® 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.
o Events with have alcohol sales must Provide securitv. If vour event will be hiring a security comoanv.
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 Phone:
Address:
(b)
Name:
Conran Name.
Email:
City/State/ZIP:
Contact Phone:
Qualifications:
Name: Contact
Oualifications:
Name:
Qualifications:
Contact Phone:
• 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.
• tmergency aarery vian - i ms pian snowo mauue, uuc 1s nuL uu 11L u w:
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.
WaiKers will oe advisea to call vi l In case or emergency. vvalKers Wlli De aoviseo to caii u iv
Zion UCC office for non emergency needs. A vehicle will circulate along the long walk route to
provide assistance if needed.
• or^posed Cleanup Plan - This plan should include, but is not limited to:
easures in place to collect and remove trash, litter and recyclables.
Designated walkers will carry trash bags to pick up litter aiong the routes. i rasn w(ii n-
disDosed of in the Zion UCC dumes :.
• Walkers will shelter inside Zion UCC. Waik couid be cane:.
• 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.
• Designated walkers will carry trash bags to pick up litter along the routes. Trash will be
disposed of in the Zion UCC dumpster.
Walkers will shelter inside Zion UCC. Walk could be canceled.
• 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
hnn`louts.
Lost and found will be in the Zinn I Ir( nfer-o
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:
There were no links to routes. We are not planning any right of way closures.
0
Site Man / koute Map - For Ali Events:
• Provide an attached map with the geographic locations of all event items listed below.
• Outime or entire event venue mcwamg the names or all attectea streets ano 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 dearly 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.
Demon i - Mitigation or impact
If you are using and/or closing public sidewalks or streets, you are required to notify area business owners and
residents. You mus±
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.
amtnwu J - mSuldi
A Certificate of Insurance (copy) confirming the existence of a liability policy (General Liability and Automobile
Liability) of not less than b/uu,uuv per occurrence ano yl,wu,uw aggregate, wmcn specmcauy name :.,_ _...
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 even!
0
Section K -Indemnity &Hold Harmless Agreement
• City of South Bend Special Events Committee
Indemnity & Hold Harmless Agreement
Date:7/17/2024 _ EventDate:9/29/2024 _
„Pnf Name: St Joseph County Crop Walk
Organization: Church World Services
Applicant (Contact) Name: Tom Whipkey
Applicant (Contact) Phone: 574 485-9245 Alt Phone:
Email. twhipkey@att.net _
Address: 1139 Miner ST — city/state/zIP: South Bend IN 46617
Event Location (Please descrihPi-
Starting at Zion UCC walkers will walk along the East Race and/or to Broadway Christian
Parish and back.
Length of Event (Dates/Times): 9/29/2024 1 pm-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
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Organization Name: St Joseph County Crop Walk _— agreestoindemnify,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: 7/1 7/2024
Thomas W W h i ke Digitally signed by Thomas W Whipkey
p y Date: 2019.07.29 06:18:16-04'00'
Authorized Organizer Signature
Thomas W Whipkey
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 run responsibifty for providing ampie aisposai containers ror rerusei 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
>cn, ir, EnaL ail cones are maintainee ano returnee uneamagee.
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 it
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 1 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: 7/17/2024
ApplicantSignature:TS W Ipf
Printed Name: Thomas W Whip
Digitally signed by Thomes W Whipkey
Date: 2019.07.29 0619:17 -04'00'
SPECIAL EVENTS COMMITTEE APPROVAL
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1139 EAST MINER
SOUTH BEND, IN 46617
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