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HomeMy WebLinkAboutSpecial Event - Winter Walk 2025-February 16 2025APPLICATION FOR USE OF PUBLIC RIGHT-OF-WAY FOR EVENT The following special event has been approved by the Special Events Committee Event name: Event Date: Street Closure Closure Times: Sidewalk Closure: Comments: Submitted by: Denise Miller Winter Walk 2025 ypUTH eF y MACY. +r le y ■ 1865 February 16 2025 Brief crossings beginning at W Colfax/N Lafayette; W Colfax/ S Michigan.• S Michigan/W Monroe; W Monroe/N Main; End S Lafayette/W Washington ❑ Yes FE1 No One mile walk looping thru downtown beginning at South Bend City Church, utilizing City sidewalks. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member ,,�— 7Tt Joseph R. Molnar, Vice President Breana Micou, Member �4 Attest: Theresa M. Heffner, Clerk Date: February 11, 2025 Cl • • c^H.; 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. Date of Application: 1 /2/25 Organization Name: St. Margaret's House Applicant (Contact) Name: Lauren Smyth Applicant (Contact) Phone: 574-234-7795 x.2223 Contact Email: lauren(EDstmaggaretshouse.org Address: 117 N Lafayette Blvd 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: City/State/ZIP: Event Name: Winter Walk Event Type: (Festival, Race, Parade, Other): Walk--1 mile 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.) Date of Event Setup[mm/dd/yy]: 2/16/2025 Time: 1:00 pm to 3:00 pm Begin Date of Event [mm/dd/yy]:2/16/2025 Time:1:00 pm End Date of Event [mm/dd/yy]: 2/16/2025 Time: 3:00 pm Event Cleanup Completion [mm/dd/yy]: 2/16/2025 Time: 3:00 pm Total anticipated attendance: 700 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: Does the event have any partnered sponsorships? ® Yes ❑ No If yes, list the number of sponsors at each level of partnered sponsorship: Sponsorship levels vary from $1000 to $5000. We are still securing those partners now, and anticipate securing $40,000 + in total sponsorship income. 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: Winter Walk has been held in downtown South Bend for 26 years, attendance numbers are as follows: 2002: 330, 2003: 286, 2004: 425, 2005: 275, 2006: 246, 2007 210, 2008: 126, 2009: 307, 2010: 505 2011: 410, 2012: 638, 2013: 677, 2014: 600, 2015: 444, 2016: 637, 2017: 1100, 2018: 725, • 2019: 573, 2020: 720, 2022: 620, 2023: 606, 2024: 625 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? 600-700 Describe any sound equipment that will be used in the parade/race: We anticipate a live marching drumlilne from Adams HS, no sound systems or sound check required. 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: N/A • Section D - Eauioment. Set-up. 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: r1 U 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. We anticipate a live marching drumlilne from Adams HS. 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 fol lowing 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: 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: 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 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 Namt •Contact Phone: (b) Contact Name: Email: City/State/ZIP: Name: Contact Phone: Contact Phone: Name: 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. 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. We are requesting that law enforcement assist in stopping traffic along the route to allow walkers to cross streets safely. Additional security will be hired by SMH through Radde Investigative and Security located at 2927 Mishawaka Ave, South Bend 46615 SMH staff and volunteers will communicate via walkie-talkie, cell phones during the event, and a large speaker is available at SMH to address the crowd if necessary. • Proposed Cleanup Plan - This plan should include, but is not limited to: o Measures in place to collect and remove trash, litter and recyclables. St. Maragarets House staff and volunteers will pick up any discarded or lost items immediately after the walk. 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. The walk will be canceled in the event of extreme weather as issued by the National Weather Service. • 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. Winter Walk ends at SMH, and any found items will be taken to SMH by a staff member or volunteer so the appropriate owner can pick them up. Section H - Site Plan / Route May • 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 Each year St. Margaret's House has chosen a 1 mile route, that can end at SMH for a wrap-up event and celebration. In 2025, the route will begin at the new South Bend City Church, make a one -mile loop through downtown to wrap-up back at SMH. The proposed route is attached and we are happy to discuss any suggestions or preferences to make the route safe and accessible for all participants & residents. 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. • -T111112 1117117TIM 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: 1/2/2025 Event Date: 2/16/2025 Event Name: Winter Walk Organization: St. Margaret's House Applicant(Contact)Name: Lauren Smyth Applicant (Contact) Phone: 574-234-7795 x.2223 Alt. Phone: 260-615-7116 Email: lauren(cD-stmargaretshouse.org Address: 117 N Lafayette Blvd city/state/zip: South Bend, IN 46601 Event Location (Please describe): Winter Walk will launch from South Bend City Church in the old Tribune Building and make a 1-mile loop through downtown SB, utilizing sidewalks and crossing at intersections, that will end back at St. Margaret's House at 117 N Lafayette Blvd. Length of Event (Dates/Times): February 16, 2025, 1-3 pm 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: St. Margaret's House agrees to indemnify, defend and hold harmless the Civil City of South Bend, Indiana, from any liability, loss, costs, damages orexpenses, 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: 1 /2/2025 Authorized Organizer Signature Lauren Smyth, Senior Director of Development and Strategy 40 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 I II 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 any false or incomplete information. Date: 1 /6/2025 Applicant Signature: Printed Name: Lauren Smyth SPECIAL EV,EN,TS COM President M Member Member / Member Date WINTER WALK 2025 •REQUESTED ROUTE MAP 2/16/2025 Blue arrows indicate direction of movement, as well as the side of the street/sidewalks participants will utilize. START: 226 N LAFAYETTE BLVD @ SOUTH BEND CITY CHURCH END: 177 N LAFAYETTE BLVD @ ST. MARGARET'S HOUSE u Z © Arts Center O , 0.2G mi ��ddler's He,: Do Q HC n St Q ©� . street Kitchen t�c 0 O W Wayne St 0 O O O N © T4j 0 Q 0 I E Monroe St O W ST. MTRGARET'S HOUSE Dear Downtown Neighbor, We will celebrate our 26th annual Winter Walk on Sunday, February 16. The Winter Walk raises funds for our work and awareness of the people St. Margaret's House serves: women and children who rely on their feet for transportation, no matter the weather. Attached are: • A map of the walk route. The Winter Walk departs at 2:00pm from South Bend City Church -located in the old South Bend Tribune Building and ends at St. Margaret's House with a reception. We may be walking past your business! We apologize for any congestion the crowd causes, and we promise that we will not take long. • A poster. We encourage all our downtown neighbors to display this poster in support of the women and children we serve, especially on Sunday 2/16, during the Winter Walk. • We invite you to support the Winter Walk by displaying the poster, cheering for walkers as they pass by your business, or joining us! Complete details are on our website: stmargaretshouse.org. Please contact us with any questions at info@stmorgaretshouse.org or 574.234.7795. We appreciate all that you do to support the women and children of our community. Thank you! Lauren Smyth Senior Director of Strategy and Development St. Margaret's House A safe & caring day center for women and children in downtown South Bend. 41 We walk with HOUSE WinterWalk Sunday, February 16 stmargaretshouse.org I st Source Bank 002667 ST. MARGARET'S HOUSE PO Bo. 1602 117 NORTH LAFAYETTE BOULEVARD SOUTH BEND, INDIANA 46601-1507 574-234-7795 2667 RAY: One hundred and 001100*"******' 1111WITTP III St. Joe County/City of South Bend TOTHE 125 S.Lafayette Boulevard ORDER South Bend, Indiana 46601 OF 111 00266 716 t:07121212as: 1032 69911,91I4 • St Margaret's House SOUTH BEND, INDIANA 46601-1507 stjoecounty0000 St. Joe County/City of South Bend $100.00 WW 2025 Event $100.00 $100.00 01/08/2025 2667 002667 g M8eg2Jef'S id, I,k--oa((L ACORD® CERTIFICATE OF LIABILITY INSURANCE DA D/ I08/ 01/0812025 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 endorsement(s). PRODUCER Healy Group 17535 Generations Drive CONTACT NAME: T Ryan Swygart (574) 271-6000 FAXNo): South Bend, IN 46635 AIL ADDRESS: rswygart@healygroup.wnn INSURERS AFFORDING COVERAGE NAICe INSURERA: Mount Vernon Fire MOUVE1 INSURED St Margaret's House Inc INSURER B: Selective Insurance Group Inc. 12572 117 N. LaFayette Blvd. South Bend, IN 46601 INSURER c: SELECTIVE INS CO OF THE SOUTHEAST 39926 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 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 CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE 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. wER' TYPE OF INSURANCE LTR AODL SUER' POLICY EFF POUCYEXP POLICY NUMBER MMIDDIVYYY MWBD/YYYY LRRTS B COMMERCMLGENERALLMIRLRY S 2238806 08/01/2024 08/0112025 EACH OCCURRENCE $ 1,000,000 CLAIM3-MADE OCCUR DAMAGE PREMISES Es owunenm $ 1,000.000 S 20,000 MED EXP (Any WO Person) S 1,000,000 PERSONAL BADV INJURY $ 3,000,000 GEN'L AGGREGATE LIMITAPPLIES PER: GENERAL AGGREGATE POLICY JECOT LOG PRODUCTS-COMPAJP AGG $ 3,000,000 S OTHER' B AUTOMOBILELUIBILJTY S 2238806 08/01/2024 08/01/2025 Ee OII E SINGLE LIMB g 1,000,000 $ ANY AUTO BODILY INJURY Par pe apn) OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY Per ac ovX S NON-OW HIRED AUTOSO ONLY AUTOS ONLY � AUTOS ONLY (Per2PROPERTYDAMAGE Pera¢ident $ S B UMBRELLA UAB y/ OCCUR S 2238806 08/01/2024 08/01/2025 EACH OCCURRENCE S 1,000,000 EXCESS LIAB CLAIMS -MADE AGGREGATE S 1,000,000 DED RETENTIONS 08/01/2024 08/01/2025 S y/ PET OTH- STATUTE _ ER E.L. EACH ACCIDENT S 500,000 E.L. DISEASE - EA EMPLOYEE S 500,000 E.L. DISEASE -POLICY LIMIT S 500,000 C WORKERS CONPEN811TION WC 9038052 ANDEMPLOYERS'LIABILITY YIN ANYPROPRIETORIPARTNERIEXECU IVE OFFICE"EMBER EXCLUDED? 711 NIA (MarWsW, in INK) I(yS6d rbe under DESCRIPTION OF OPERATIONS... B ' NFP Management Liability MY 1003105 08/01/2024 08/01/2025 AGGREGATE 1,000,000 A General Liability - Special Event Y SE 2027912 02/16/2025 02118/2025 $1M OCCUR/ AGG: 2,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES IACORD 101, Addkional Ramahs ScheduN, may w attached If more apace laraquim0 Event: 2025 Winter Walk The City of South Bend, Special Events Committee, and Board of Public Works are listed as Additional Insureds under General Liability for this event as required by written Contract. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of South Bend ACCORDANCE WITH THE POLICY PROVISIONS. 227 W Jefferson Blvd South Bend, IN 46601 AUTHORIZED REPRESENTATIVE © 1988.2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD