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HomeMy WebLinkAboutSpecial Event - Sunburst Races-May 31 2025tilll-'fF� y� Jk �i J ~ X APPLICATION FOR USE OF PUBLIC RIGHT-OF-WAY FOR EVENT y The following special event has been approved by the Special Events Committee. 1867 Submitted by: Denise Miller Event name: Sunburst Races Event Date: May 31 2025 Street Closure: See attached map(s) Closure Times: 5:00 am to 11:00 am Sidewalk Closure: ❑ Yes ❑■ No Comments: All events will start and finish at Century Center. Races included are Half Marathon, 1 OK, 5K run, 5K walk. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS a Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member Joseph R. Molnar, Vice President Breana Micou, Member Attest: Theresa M. Heffner, Clerk Date: March 11, 2025 1 City of South Bend Special Event Application • City and Regional Event a $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: I - A I - a 5 Organization Name: SuobuCS-� Rucet) Applicant (Contact) Applicant(Contact)Phone: 514- 514-L- I Q ContactEma1I:CKipi<?r P bQaCOni eqW i Address: edn. or 3ad1 P�ea(Dn PGiKW(ly City/State/ZIP: M)Sh i_N%Isio 1�40_ 9 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 Event Name: Race-5 Event Type: (Festival, Race, Parade, Other): M Ce Event Classification: d 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.) RO&C &i 15 5131 Ja 5 W I Vb ail everl%5 5kaf)rtn5 and Finishicl9 ak tre cenlucyCefOer. cdverA 91an- half ma(ghcn ctnd 5Y_ run e r' AM, UL fun '1.35 AM) 5K- WIak e 9 W. Sunbu(S+ &A-D -G will meek ak Ce�ry Cenaer by 3'.U)W tr race day preparaA(:on5 and will be9irl Date of Event Setup [mm/dd/yy): Time: Begin Date of Event [mm/dd/yy]: W ;I) a� Time: rM eyph;tz (0) 916 6 AM End Date of Event[mm/dd/yy): 513II 5 Time: line closes i©_ 11.6DAM Event Cleanup Completion[mm/dd/yy): 5131_� 5 _Time: LfU PM • Total anticipated attendance: 5.0 ODn sew a uwufse cones are Sip qe by 5'.00W. +hard The proposed event will require the closing of. [,Streets ❑ Sidewalks k(QRk, OUSWe5 AU 1011In U-3o RA. knish line doses ► -ODRM . • i 40 Does the event have participant categories? For example, a run that has different race divisions or a parade with separate walking/marching groups. 1A Yes ❑ No If yes, list categories and anticipated participants per category. half mO.rclkhon - -115 IoK- -1 -15 5K run- II950 5K walK- 11500 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-up, and Loeistics Are you hiring a company to provide entertainment, games or inflatables? OYes ❑ No o If yes, you must submit proof of insurance for all stage and entertainment companies three (3) weeks before the event. f\b Ska9eS wtll be USed Describe any hired entertainment: bT (kk a�k��inish, OS on course Uocal;on +T60, I6o6ny Secure cc, few On course (76D) ar)l "boomer'` in +Y►e Century CeOf park(ng low. Will you be staking any tents, inflatables, portable restrooms or any other anchorings? ❑ Yes [ No n 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 M No Depending on the potential fire risk, applicants may need to receive approval of the South Bend Fire Department (process facilitated by event coordinator). c Describe the event's proposed fire -related entertainment: Will there be any musical entertainment features at the event? Wl Yes ❑ No • o If yes, describe the type of music, schedule of sound check/performances, and the names of any artists performing: a /�6sh U on course Uoca'4un TBD) loo6n 4o Secure a dew balls/musicians on cuursel(-r8D) and "Boomer" in -the Cer t, �e4r Pax" kl) -. MI music will be upbeat cm d Tamil--riendly A+ -the Crnkury ccnkr Sound c ecK5 will begin around o PrM wi}i�1 rnn uncem s S+ar�(n9 u:i5lNu' For stage inspections, con cttheDepartrr omeland curl at 17-232-2 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 i 219-235-7528, Mhurtl@indot.in.gov 574-235-9626, ahayes@cost-joseph.in.us Are you having food at your event (food vendors, caterers, food trucks, etc)? to Yes ❑ No o If yes, the event coordinator must apply for and receive a St Joseph County Health Department Temporary Event Permit. c 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: achd.ore/food-service. Please select food sales types: ❑ Food Vendor ❑ Caterer ❑ Food Truck 0 Other: (6 Cl° S ph • If a Food Truck, please list company name: A0 proV l rK Describe how food will be cooked and served: Meer -providing prepackaged sr`auCs-iOr 4-W%1ners in -4he post - race IvA 4ev* Jimmy Wnh s_ providing min sandwic`nes wed chips ;n-Vhe corpprok aer�_ sandwiches are prequred in Yr7eCr res�aurank SeN. bF°_ hk ver _Vhrou9hot race mornCn� Will alcohol be served or sold? 0 Yes ❑ No beer garden led by Cert (Aj y CElr\kf Ska f � 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 i _r' ,1,1 _ : ',-t (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. c 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. •• 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). LJ (a) *- Securlj proNiM by Company Name: �nIIT eCntcr Contact Name: Contact Phone: Email: Address: City/State/ZIP: (b) Name: Contact Phone: Qualifications: Name: Contact Phone: Qualifications: Name: _ Contact Phone: Qualifications: E 1't T inclu� �� -Cantin enc and Strategic Plannin `q\Nc • For each of the following, plea 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 pef5onnel)plan be discussed \,NA $fad Rohfscheib, Andy Ae\jef and Gerard Uli5. PaoK6 4icKuQ and face, clay Secuti�y provided by Nne Cenktry Cenler. -Sunburn %4 At Wi\ite We phones orb f066s alang wikh police kor necessary public cMwss. We can also send ouj,- emergency a\eft k4 • Proposed Cleanup Plan - This plan should include, but is not limited to: `r;oessges. o Measures in place to collect and remove trash, litter and recyclables. Sunbwsk, ftak-indudn Mo v wAters we responsible -4or Olean uQ cL-k the S�atk� C�niSh icx * Skc . i cs and crew members and aid skixkon \eafl u>� an6 *6h femoval un Aloe Course. cumokA by sunbutsk and Glendon, • 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. W"1 - \ ck sII ance 4 a \ASBT mekeotoloyisk weather is Munibred by Sunburn 0f-Wals and 4be Sunbursk med-cal director Dr. Linda flans-keldi and 43eawo OnItOc gainers. * UWi ie a -Nay sys4rn for communiCQj03 Wegner Wfn64(0n5 6reerl - good concliAtions, enjoy -tyre evert; be aler-r✓. yell w less -than ideal cor\dikions, enjoy Nne event, be alert. ?W -?DeefqTajlj dar�erouS condoions, slaw dewnlobserve course event OrMaal insiruc+rl)ns I consider S')flppirg. black- evenk cancelledlexlYeme and Can Mq5 u(IMb(1S-pr�f�iu�attn is st ped+ f0tw • Proposed Cost and Found Plan - This plan should include, but is not imit d to eVeY1a o[ cl I tn$4ruC�ti0n5 o Adescription of the use of signage, announcemen 'e systems or pre -event handouts. 0.n6 yp ilOq ,police -b hflp Make Usk and %UM onnouncernerrts on curse urX use Dunnqq kne evertr lbsk and -4ound items etr�eryency clerk �txk messaging �vree ar -e SunburSk eveC\k, any iaemS mA iSems con be 00SM d regis�ra�ion��n�Orma ion Ant. M -the wnclu.sion of 4he claimed will be given At Cenaury Center Securiky, l.oq Vi Conk 605 -them direc- . 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 �f 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: We av Uf Skark c>nd kinish 0A -?he cert4ury Cer\�erl we need ko -Follow out awn MfAF measured and ctir i�ed courses. To help minimise 4he, number' ok tr�(0s and XetUssary creek cloSuses, we overlap Oaf courses as much c6 �osslble. Please see included PN c kachmerA (submAed wikh -this cq ico-hon) %f wf kn- clAk ve course rouRs. �+ changes ore rveelAed, we wit\ wor Onely wikh police and A%i- is and lighktiny. 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. �Tziu-Tlv= 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: I - aarl - as 5 Event Date: 5 - 31 - A 5 Event Name: Sunbut"I Races Organization: Beacon NeQK11 SVsAM Applicant(Contact)Nam . UU11_n1eU KIVKU 11m15 MCI Applicant (Contact) Phone `J I y - 51 ti - y � 11 Lp Alt. Phone: Email: CVue((# heawnhea_\)r syskin ma ; ilUyls(m MyMeg enh.co Address: 3�I i)e.QC00 MYWa�j —City/State/ZIP: M\Ch i wak. N !4�530 Event Location (Please describe): Races CA0A and kini5h ak -Nne Cervaq Op-r4f, see ifC*QAi \Je aoa5 wuxw Mq5 Hof ewrA- fou�es. Length of Event(Dates/Times): 5-31-a5 TODW 'tlN 1`\1ne_ UpseS t' IV.WN • 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 A1ea1;h S\Is�em 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: � -ai - a 5 Authorized Organizer Signature Races D 1f • 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 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: `'Ar1' a5 Applicant Signature: Printed Name: • SPECIAL EVENTS COMMITTEE APPROVAL Mem r Z77__�_ �q/,; c /�5" Member Date n c c W Z W L W `OOOD V oL � J ZJ � Q •G/D szoz ���� jo` a W Z*� C n a' T O Y y N 3 C � T � a � W 'orth Irorwnod Dove I 00 op- MIJ 0 It GC1= Soo-Lh Iror'wo r a Q Q W Q W Z _i LL. c~iD RRT N 0 t C Q u • u • L -C u E i 0 U E C W N � O c > t ® +❑ El s, Ell 0 1 I b bOd�OJl a ?' t � � N O O r y? C..LLo ®� a O, �r m Y Zm w N L w � u a i n U �J %;:SUNBURST races COMING YOUR WAY! Saturday, June 1 Saturday morning, 6/1/24, thousands of runners and walkers will compete in the 40th annual Sunburst Races. Your home or business is on or near the race route. When you see these hardworking folks (of all ages) coming your way - head outside and cheer them on! A strong showing of neighborhood and community support makes race day extra meaningful and fun for participants. Not sure how to support? It's easy! Clap, cheer, smile, wave, give high fives, create posters, ring a cowbell, play music, put a sprinkler out, dress in a fun costume, encourage runners by calling out their bib numbers, etc. These small gestures of support can boost a runner's mood and help get them to the finish. Sunburst Races directly supports the kids and families at Beacon Children's Hospital (like Yami 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 walking, running or volunteering? https://runsignup.com/Race/IN/SouthBend/SunburstRaces I" ❑� PR ES ENTED BY KeyBank ;'BEACON CHILDREN'S HOSPITAL Both lanes of these roads will be closed on Saturday, June 1st at the times listed Wayne St. / Jefferson Blvd. Dr. MLK Jr. Blvd. Niles Ave. 3:00 a.m. •• 12:00 p.m. (Noon) Jefferson Blvd. Niles Ave. Eddy St. 6:45 a.m. 10:30 a.m. St. Peter St. Jefferson Blvd. Wayne St. 6:45 a.m. 9:30 a.m. Wayne St. St. Peter St. St. Louis Blvd. 6:45 a.m. 9:30 a.m. St. Louis Blvd. / Northside Blvd. Wayne St. Sample St. 6:45 a.m. 9:45 a.m. Northside Blvd. Sample St. Ironwood Dr. 7:00 a.m. 9:45 a.m. Pleasant St. Ironwood Dr. 27th St. 7:10 a.m. 9:30 a.m. 27th St. Pleasant St. Northside Blvd. 7:15 a.m. 9:30 a.m. Northside Blvd. 27th St. Logan St. 7:15 a.m. 9:15 a.m. Beyer Ave. / Longfellow Ave. Northside Blvd. Sunnyside Ave. 6:45 a.m. 10:00 a.m. Sunnyside Ave. wall St. Wayne St. N 6:45 a.m. 10:15 a.m. Wall St. Sunn side Ave. Greenlawn Ave. 7:45 a.m. 10:00 a.m. Greenlawn Ave. Wall St. Southwood Ave. 7:45 a.m. 10:00 a.m. Southwood Ave. Greenlawn Ave. Twyckenham Dr. 7:45 a.m. 10:00 a.m. Twyckenham Dr. Wall St. Monroe St. 7:45 a.m. 10:00 a.m. Monroe St. Twyckenham Dr. Sunnyside Ave. 7:45 a.m. 10:15 a.m. Wayne St. N Sunn side Ave. Notre Dame Ave. 7:00 a.m. 10:30 a.m. Notre Dame Ave. Wayne St Jefferson Blvd- 7:00 a.m. 10:30 a.m. Frances St. Jefferson Blvd. Washington St. 7:00 a.m. 10:30 a.m. Washington St Eddy St. Niles Ave. 7:00 a.m. 11:00 a.m. St. Louis Blvd. Washington St. Corby Blvd. 8:00 a.m. 11:00 a.m. Corby Blvd, St. Louis Blvd. Hill St. 8:00 a.m. 10:45 a.m. Hill St. Corby Blvd. Madison St. 8:00 a.m. 10:45 a.m. Madison St. Hill St. St. Louis Blvd. 8:00 a.m. 10:45 a.m. Niles Ave. Washington St. Jefferson Blvd. 7100 a.m. 11:00 a.m. IVo-panung enrorcernen L7 will ue ill PIUL.e LIII VUgn VUL I.JVI LIV1 o VI a Ic �VVIc - IJ �c appropriate signage and direction to avoid the risk of being towed. All times are approximate. Closures may occur earlier or remain in place later as deemed necessary by local law enforcement. uth Bend = til,","r�'. T - nmP,1cK nlep Ave. := N Alti ❑w _ w 11-40 - O • 4 2024 Sunburst — South Bend, Emergency Action Plan Emergency Contact Leads Race Director Course Manager Leads Courtney Kipker Travis Bladecki 574-514-4176 219-393-9511 Dr. Linda Mansfield 574-303-2650 Lauren Burish 765-434-0384 Alan Loyd Charnel 1 Channel 1 Channel 2 574-229-0790 Channell Sunburst Races - Event Morning Practices • Event team to check out radio, safety vest, credential, and any supplies necessary for race day role (if not already completed prior). • Race Director to check on timelines. • Course Manager to check road closures are implemented. • Race Director to ensure local authorities and emergency personnel are properly accounted for. • Course Manager to lead road closures and implement the race course activities. • Course Manager to provide all clear with police and traffic control for on -time start. • Closest Emergency Hospital Memorial Hospital of South Bend 615 N. Michigan St., South Bend, IN 46601 Venue Specific Details • Staff Meeting Point • Century Center — Information Tent • Staff Parking for vehicles not used for event • Century Center — behind Meijer food tent (limited number ofspaces) • Distress Meeting Point • Century Center —Information Tent • Staff Shelter • Century Center — Inside facility and/or vehicles • Participant/Volunteer Shelter • Century Center — Inside. facility and/or vehicles Emergency Medical Locations • In case of a medical emergency, staff & communication will be located at the finish line/medical tent and five aid stations along the course. 0 • Main MEDICAL: Medical Tent (Near Finish Line at Century Center) • AID 1 & 4: Northside Trail/20th — Half course only (X2) • AID 2 & 3: Northside/36th — Half course only (x2) • • AID 5: Longfellow —5K, 10K & Half courses • AID 6: Southwood & Belmont — Half & 10K courses • AID 7. Notre Dame & Colfax— Half & IOK courses Emergency Radio Communication In the case of emergency call far: • MEDICAL for situations pertaining immediate need for medical attention. • COMMAND for situations pertaining to security, weather, race activity, and all other immediate needs. Procure for calling an emergency: 1. Staff member making initial emergency calls for COMMAND or MEDICAL. • All other staff clear the radio communication for the emergency to take priority. • When calling command: state your "name/area of activity to command." • When calling for medical emergency: clear the radios wave by calling "MEDICAL, MEDICAL, and MEDICAL." 2. When calling for medical, please be prepared with your location and bib number. Communicate with medical responder, and switch to an open radio channel to discuss care needed. 3. When calling for command, please be prepared with concise need for command, and listen for direction. All staff be prepared for direction from command. • Weather The race director, in conjunction with race medical and local emergency service agencies, will determine the appropriate condition status based on weather conditions and other influencing events. If the race conditions change, either due to weather or other external factors, the race director will notify participants and spectators throughout the event area. If the race must be canceled midway through the event, all timing mats will be turned off and no times will be recorded, even for participants who have already completed the event. Any participants who continue on course after race cancellation will do so at their own risk Lightning Guidelines If lightning is spotted prior to the event start, the start will be delayed by 30 minutes or until the lightning has cleared. If lightning is spotted during the event, race management for Sunburst, EMS, and the medical director, will determine ifparticipants and volunteers must be removed from the course. Evacuation All personnel will be informed of an evacuation via course and site radio channel by command. Immediately stop race activity and support the course evacuation. Announcers and entertainment immediately stop music and provide instruction to participants on appropriate action that is needed. Staff support communicates action to volunteers and other stakeholders at the event. Command will support race announcements through marketing channels such as social media, text alert, and email. Once it is deemed safe to return to the event, an announcement will be made instructing those seeking shelter to return to the event. Race and event alterations will be at the discretion of commanding public authority, and event personnel • should pay attention to radio communication to best inform other stakeholders of changes to the event. Race Evacuations In the event of evacuations, please refer to race specific details, and ensure all stakeholders evacuate. Note that race site tenting is not considered safe shelter for a weather evacuation. Listen to the details from command, and ensure all participants, volunteers, and vendors have evacuated prior to leaving your area of activity. Denise Miller ^'rom: Courtney Kipker <CKipker@beaconhealthsystem.org> Sent: Monday, January 27, 2025 2:49 PM To: Denise Miller Cc: Denise Miller, Brad Rohrscheib; Courtney Kipker Subject: City of South Bend Special Event Application - Sunburst 2025 Attachments: City of South Bend Special Event Application - Sunburst 2025.pdf; Sunburst Mailer 2024 (002).pdf; TENTATIVE 2025 Sunburst Races Course Map.pdf, 2024_Sunburst_South Bend_EAP.docx; Sunburst Start & Finish Line Map 2024.pdf CAUTION: This email originated from outside of the City of South Bend's network. Do not click links or open attachments unless you validate the sender and know the content is safe. Please report any suspicious emails to the CyberSecurity team by clicking the Phish Alert Button in Outlook. Hi, I tried several times to edit the special event application online but had no luck- please accept the handwritten version. The application along with the required documents are attached: Event Notification Mailer -The 2024 mailer is attached as an example. It will be updated for 2025 and mailed a few weeks before race day. • - Course Map -The 2024/tentative 2025 map is attached. We know that you might need us to make modest changes dependent on construction projects and such. Additionally: - Application Fee - I can call Denise with our credit card information to pay the $50 fee. - COI - When we receive this (most likely in late April/early May) I will forward it to you. - Noise Ordinance Request- Regarding the noise ordinance from 11:00 PM - 7:00 AM, we kindly request permission to have the DJ at the Century Center begin the sound check on 5/31/25 by 6:00 AM with important race -related announcements beginning by 6:15 AM (45 minutes prior to the start of the first race). - EAP - a copy of our 2024 Emergency Action Plan is included. It will be updated for 2025. - Start & Finish Line Map -I've also included the 2024 start and finish line map for your reference. The plan is for 2025 to be very similar. Please let me know if you have any questions or need additional information. Courtney Kipker Sunburst Races Director Beacon Health System Sunburst Races 3221 Beacon Parkway Granger, IN 46530 Confidentiality Notice: This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message. 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