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HomeMy WebLinkAboutSpecial Event - Cinco de Mayo Festival-May 3 2025APPLICATION FOR USE OF � PUBLIC RIGHT-OF-WAY FOR EVENT E .. The following special event has been approved by the Special Events Committee.isss Submitted by: Denise Miller Event name: Cinco de Mayo Festival Event Date: _Mqy 3 2025 Street Closure: Huron St between S Meade/S Olive St W Grace St between S Meade/S Olive Closure Times: 8:00 am to 9:00 Sidewalk Closure: ❑ Yes ❑■ No Comments: Annual Cinco de Mayo Festival held on the grounds of St Adalbert Parish. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member �ff� Joseph R. Molnar, Vice President Breana Micou, Member Attest: Theresa M. Heffner, Clerk Date: March 25, 2025 u 11 • City of South Bend Special Event Application '7 City and Regional Event $50 application fee if filed 60 days or greater (up to 360 days) in advance of event IN(d $100 expedited application fee if filed 30-59 days in advance of event Please Brine Completed Aoolication 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: 1/04/2025 Applicant (Contact) Applicant (Contact) Phone: Section A - Applicant Information Organization Name: St. Adalbert Parish Fr. Ryan Pietrocarlo, CSC 574-288-5708 Contact Email: rietrocarlo@stadalbertschool.org Address: 2505 W. Grace St City/State/ZIP: South Bend, IN 46619 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: St. Adalbert Parish Contact Name: Contact Phone: 574-288-5708 Address: 2505 W. Grace St Juan Ramos Contact Email: juan@lacasadeamistad.org City/State/ZIP: South Bend, IN 46619 Cell: 574 - 276-6195 Section B - Event Information Event Name: Cinco de Mayo Festival Event Type: (Festival, Race, Parade, Other): Festival 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): 05/03/2025 Time: Begin Date of Event [mm/dd/yy]: 05/03/2025 End Date of Event [mm/dd/yy]: 05/03/2025 Time: Event Cleanup Completion [mm/dd/yy]: 05/03/2025 Time: Total anticipated attendance: rrrr The proposed event will require the closing of: 21 Streets ® Sidewalks 8:00am 12:00pm 8:00pm 9:00pm 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: 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: 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? N/A Describe any sound equipment that will be used in the parade/race: 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: 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: C� Will there be any musical entertainment features at the event? ® Yes ❑ No • • If yes, describe the type of music, schedule of sound check/performances, and the names of any artists performing: There will be Mexican music from 12:00 - 7:30pm. Sound check starting at 11:00am. 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, Mhurt1@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. 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: Please select food sales types: ❑ Food Vendor ❑ Caterer ❑ Food Truck ® Other: Parish groups If a Food Truck, please list company name: Describe how food will be cooked and served: Food will be cooked in our school kitchen and will be served at post right outside the school. Section F - Alcohol Will alcohol be served or sold? ❑ Yes ® No If no, please continue to Section G - Contingency and Strategic Planning If yes: The applicant must apply for and receive a temporary liquor license from the Alcohol & Tobacco Commission. Indiana ATC forms are located at . (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. A refundable $400.00 deposit paid by card or check (made to City of South Bend) must be submitted with application. c 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 Contact Name: • Contact Phone: Email: (b) Qualifications: Name: Qualifications: Name: Qualifications: City/State/ZIP: Contact Phone: Contact Phone: Contact 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. See attached - • Proposed Cleanup Plan - This plan should include, but is not limited to: o Measures in place to collect and remove trash, litter and recyclables. See attached - • • • Inclement Weather Plan - This plan should include, but is not limited to: o Safety measures that will betaken in the event of a tornado warning, tornado watch, thunderstorm, and extreme temperatures. See attached - • 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. See attached - i3 u . 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: 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. K-74717Mnla 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, I N 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. • City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Date: 01/04/2025 Event Date: 05/03/2025 Event Name: Cinco de Mayo Festival Organization: St. Adalbert Parish Applicant (Contact) Name: Fr. Ryan Pietrocarlo, CSC Applicant (Contact) Phone: 574- 288-5708 Alt. Phone: 574- 334-0049 Email: rietrocarlo@stadalbertschool.org Address: 2505 W Grace St City/State/ZIP: South Bend, IN 46619 Event Location (Please describe): Length of Event (Dates/Times): 05/03/2025 from 12:00 - 8:OOpm Insurance Amount: This event is insured for no less than $700,000 per occurrence and $1,000,000 in aggregate, isand 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. Adalbert Parish 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: I N /a s M Signature Fr. Ryan Pietrocarlo, CSC, Pastor 0 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). 11 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: ) / 145- Applicant Signature: Printed Name: Fr. Ryan Pietrocarlo, CSC, Pastor SPECIAL EVENTS COMMITTEE APPROVAL ertlb r Member 3%m Member Date 0 7 ni Lost and Found Plan We will have a lost and found table inside the school in the cafeteria where we will put any lost items during the event. 0 n� Inclement Weather Plan In case of inclement weather or a tornado, we would send people into the school on the bottom Floor since there are secure areas without windows. Cleanup Plan We have plenty of garbage cans to put around the grounds during the event and a dumpster right on site. Our volunteers will take care of all the cleanup during and after the event. qP Emergency Safety Plan Since our Cinco de Mayo festival is held on parish grounds, we will use volunteers to help with any medical emergency. Of course, in case of any emergency requiring medical care we will call an ambulance. In terms of security, we will also have volunteers maintaining the security of the event. The coordinator of the event will be our two logistics coordinators who will also serve as the coordinators for internal communication. They will communicate with the parish groups who will be doing the food sales. We have a public address system within the school building, but it does not extend to the outside. In case of the need of evacuation or to clear the grounds, we can secure people inside the church and the school buildings. L7 5 Sale- 0 r LM Certificate of Coverage Date: 1/16/2025 Certificate Holder The Diocese of Fort Wayne -South Bend, Inc. Chancery Office P O Box 390 This Certificate is issued as a matter of information only and confers no rights upon the holder of this certificate. This certificate does not amend, extend or alter the coverage afforded below. Fort Wayne, IN 46801 Company Affording Coverage THE CATHOLIC MUTUAL RELIEF SOCIETY OF AMERICA 10843 OLD MILL RD Covered Location ST ADALBERT CHURCH OMAHA, NE 68154 2505 GRACE STREET SOUTH BEND, IN 46619-0000 Coverages This is to certify that the coverages listed below have been issued to the certificate holder named above for the certificate 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 coverage afforded described herein is subject to all the terms, exclusions and conditions of such coverage. Limits shown may have been reduced by paid claims. Type of Coverage Certificate Number Coverage Effective Date Coverage Expiration Date Limits Property Real & Personal Property D. General Liability Each Occurrence 700,000 General Aggregate 1,000,000 Occurrence ® Claims Made 8679 10/1/2024 10/1/2025 Products-Comp/OP Agg Personal & Adv Injury Fire Damage (Any one fire) Med Exp (Any one person) Excess Liability Each Occurrence Annual Aggregrate Other Each Occurrence Claims Made Annual Aggregrate Limit/Coverage Description of Operations/LocatiousNehicles/Special Items (the following language supersedes any other language in this endorsement or the Certificate in conflict with this language) Cinco De Mayo Festival on May 3, 2025 from 8am until 9pm. Holder of Certificate Cancellation Additional Protected Person(s) Should any of the above described coverages be cancelled before the expiration date thereof, the issuing company will City of South Bend, IN, Special Events Committee of Public Works 731 S Lafayette Blvd South Bend, IN and Board endeavor to mail 30 days written notice to the holder of certificate named to the left, but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives. Authorized Representative C/�/�I�/ ` n' � ` 0067005384 11 • C� ENDORSEMENT (TO BE ATTACHED TO CERTIFICATE) Effective Date of Endorsement 5/3/2025 Charge Crcdit Cancellation Date of Endorsement5/4/2025 Certificate Holder The Diocese of Fort Wayne -South Bend, Inc. Chancery Office P O Box 390 Fort Wayne, IN 46801 Location ST ADALBERT CHURCH 2505 GRACE STREET SOUTH BEND, IN 46619-0000 Certificate No. 8679 of The Catholic Mutual Relief Society of America is amended as follows: SECTION II -ADDITIONAL PROTECTED PERSON(S) It is understood and agreed that Section II - Liability (only with respect to Coverage D - General Liability), is amended to include as an Additional Protected Person(s) the organization(s) shown in the schedule below. City of South Bend, IN, Special Events Committee and Board 731 S Lafayette Blvd South Bend, IN Remarks: Cinco De Mayo Festival on May 3, 2025 from 8am until 9pm. However, the following limitations apply to coverage: 1. The maximum limits of coverage provided by Catholic Mutual Relief Society of America to the Additional Protected Person(s) named in this endorsement shall not exceed the coverage dollar amount specifically required by contract or agreement and agreed to by the Protected Person(s). In the absence of specific coverage limits within a referenced contract or agreement, the limits of liability afforded to the Additional Protected Person(s) must be listed on a separate Certificate of Coverage form attached to this endorsement. All limits of liability extended by this endorsement are inclusive of both Section II Coverage D and Section VII coverages (if applicable). 2. Unless specifically agreed to by contract or agreement, the coverage extended to the Additional Protected Person(s) by this endorsement is excess and non-contributory over any other available coverage or insurance. 3. This endorsement does not apply to any Occurrence outside the specific date(s) of a facility use agreement or terms of a lease. 4. This endorsement does not extend coverage to the Additional Protected Person(s) for Occurrences which cannot be attributed to primary acts or omissions of the Protected Person(s). 5. Provided that a premises is utilized by the Protected Person(s) in a manner consistent with its intended purpose and in accordance with the applicable contract, agreement, or lease, this endorsement does not extend coverage to the Additional Protected Person(s) for premises defects or other Occurrences which could not be discovered by the Protected Person(s) with reasonable diligence. 6. The limited coverage afforded to the Additional Protected Person(s) by this endorsement only applies to the extent permissible by law and shall not apply to non -delegable duties unless specifically agreed to by contract or agreement. This extension of coverage shall not enlarge the scope of coverage provided to the Certificate Holder under this Certificate nor increase the limit of liability thereunder. Unless otherwise agreed by contract or agreement, coverage extended under this endorsement to the Additional Protected Person(s) will not precede the effective date of this endorsement or extend beyond the cancellation date. PKS-122C(10-23) THE CATHOLIC MUTUAL RELIEF SOCIETY OF AMERICA 21165 Bill # Invoice # Inv. Date Comment Amount 8092 SE09 114/2025 Cinco de Mayo Street Closure Application 50.00 Check # 21165 Check Date: 1/8/2025 50.00 Pay To: City of South Bend, 227 W. Jefferson Blvd.. South Bend, IN 46601 Ax .. c x x x x x. x x x s s • • •• wm.. momomam..mam�mmmom.t g MOTRE DAME FEDERALCRECR ANION 21165 e ST ADALBERTS PARISH ""'"n0cu-or' 71.51594712 d 574-288-5708 DATE 2505 GRACE ST SOUTH BEND, IN 46619-3341 453 f 8 i BCNE4Ka1,411tR AMOUNT m $ I j Fifty Dollars and Zero Cents 01/08/2025 PAY 6 TO THE 50.00 ORDER OF: City of South Bend- 227 W. Jefferson Blvd. dR _ South Bend, IN 46601 E I e AIRHORrgD51 sl A RE , s. 'I'D2LL651I' I:27129L5961:L9000432laIEDIns a w • • • Neighbor Signature Sheet - Neighborhood Soecial Event We have been informed, agree to, and request that the Special Events Committee of the City of South Bend authorize a block party in the area described as: //y�J I _ / l from C 11VC' c5� togCL�CQ [ , Street Name Cross Street Cross Street Date of Event: 1. Signature 6. Signature Name Name Address e , Address �1 cir&ee L Phone No. K ,6 p (� Phone No. C, J J Date D Date 2 1l c� 1 2. Signature Pa 7. Signature Name Name A� Address Address Phone No. Phone No. Date D .._, a G C/457 Date 3. Signature 8• Signature Name Name Address Crra6e 5 , Address O Phone No. 5 s-v Phone No. Date 3 / 1 o /�r0 Date 4. Signature ®® 9. Signature Name Name Address y /` Address Phone No. 7Y 65 .7 7 a ' Phone No. � f_ T SA Date to Date 5. Signature 10. Signature Cl �6%i Name - Name �— ^ rr4 CC' 6v! 6Z Address Address O Phone No. Phone No.1(691) © d- Date Date • • Neighbor Signature Sheet - Neighborhood Special Event We have been informed, agree to, and request that the Special Events Committee of the City of South Bend authorize a block party in the area described as: / from f ✓ e toMea (.— �- -54f Street Name Cross Street Cross Street Date of Event: 1. Signature 6. Signature Name n K I � Name Address �I 1 \�,I�� `-t Address Phone No. �.� t�,1au Phone No. Date 10 Date 2. Signature 7. Signature Name Name Address Address Phone No. Phone No. Date Date I Signature B. Signature Name Name Address Address Phone No. Phone No. Date Date 4. Signature 9. Signature Name Name Address Address Phone No. Phone No. Date Date 5. Signature 10. Signature Name Name Address Address Phone No. Phone No. Date Date 11 • r1 Neighbor Signature Sheet - Neighborhood Special Event We have been informed, agree to, and request that the Special Events Committee of the City of South Bend authorize a block party in the area described as: f V Y S-1 from ©1 \ V e S to COL c7 Street Name Cross Street Cross Street Date of Event: 1. Signature LYi 6• Signature Name RA Name Address O (Meade > Address O r Phone No. — 69 1`' ` � Phone No. Date D ZJ Date vVl 2. Signature 7. Signatures w Name �r Name n ,2acr �zv� s��"'ll Address Address Phone No. % ,2 �3-(_U l i / ✓J0 ( Phone No. / 7 7 Date 5 — ( _ 2,S-1 J Date to JQS 3. Signature $• Signature Name ` Name Address U(O Address YO Phone No. _ "h Phone No. D26^ Date / C Date 4. Signature /}� t V 9• Signature o Name Name ?I Address 0Oynn Address 5 Phone No. 7L� `JZ� Phone No. t O Date S Date 5. Signature 10. Signature Name (/J Name W Address 1 F �t" Address r Phone No. v cAa / Phone No. Date l,� C Date IN • • • Neighbor Signature Sheet - Neighborhood Special Event We have been informed, agree to, and request that the Special Events Committee of the City of South Bend authorize a block party in the area described as: n 4 from t � G- to d, S Street Name Cross Street Cross Street Date of Event: 1. Signature 6. Signature Name Name Address Address Phone No. -71R Phone No. Date I _ Date 2 Signature 7. Signature Name Name Address Address Phone No. Phone No. Date Date 3. Signature 8. Signature Name Name Address Address Phone No. Phone No. Date Date 4. Signature 9. Signature Name Name Address Address Phone No. Phone No. Date Date 5- Signature 10. Signature Name Name Address Address Phone No. Phone No. Date Date