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HomeMy WebLinkAboutSpecial Event - Live Way of the Cross-April 18 2025:ak TN J APPLICATION FOR USE OF PUBLIC RIGHT-OF-WAY FOR EVENT YF«t The following special event has been approved by the Special Events Committee. �N65 Submitted by: Denise Miller Event name: Live Wav of the Cross Event Date: April 18 2025 Street Closure: Chapin St between W Calvert St/Bruce St Closure Times: 3:00 pm to 6:00 prn Sidewalk Closure: ❑ Yes 0 No Comments: Religious procession beginning at Our Lady of Hungary Church, continuing around the surrounding block, then ending with Mass at the church. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President •�� - �� = Gary A. Gilot, Member Murray L. Miller, Member �m Joseph R. Molnar, Vice President Breana Micou, Member Attest: Theresa M. Heffner, Clerk Date: March 25, 2025 tcTH Bf-i. City of South Bend Special Event Application o; ,c J City and Regional Event $50 application fee if filed 60 days or greater (up to 360 days) in advance of event $100 expedited application fee if filed 30-59 days in advance of event Please Bring Completed Application and Payment to: Public Works Service Center, 731 S. Lafayette Blvd., South Bend, IN Review the Instructions on the Special Events page before completing the application. City and Regional Special Event applications must be submitted more than 30 days in advance of the event date or the application will not be accepted. Z /,� Date of Application: z`/ /0"5- Organization Name: COY ldd4 oP L,l An 4 Applicant (Contact) Name: Fa > ll f✓ 731 . Lan do a an Applicant (Contact) Phone: ZU) - �/qZ - / 6'f 6 Contact Email: b41g drCn an (a a /h ,b, v Address: 731 d (a7vr / V City/State/ZIP: Sovati N IA! List any professional event organizer, event service provider or commercial fundraiser that is authorized to work on your behalf to plan, produce and/or manage your event. Organization Name: Contact Phone: • Address: Contact Nam( Contact Email: City/State/ZIP: Section B - Event Information Event Name: t! yt- ojw tf -)f,e CvcsS Event Type: (Festival, Race, Parade, Other): Pfccesc1n.� Event Classification: 19f Nan -Profit' ❑ For -Profit ''//,, � re gia✓s ❑ City (Civic) Sponsored M Other (If Other, please describe): i i y, c - /i o s on 5e f d , - yee Cold 'The Special Events Committee may request proof of non-profit status. Provide a brief description and timeline of event (Note: A detailed map plan is required in Section H of this application. The description should be a summary overview.) Date of Event Setup [mm/dd/yy]: 0✓ /1 b /Z 6 Z S Time: 7 c( J' �, Begin Date of Event [mm/dd/yy]: G `l l 18 /Zc Z 5-Time: q o O End Date of Event [mm/dd/yy]: C 4 //$ / Z 6, ZS Time: 6 •uo �� v 40 Event Cleanup Completion [mm/dd/yy]: Total anticipated attendance: 1W /i4 lee?6 Time: Z 6c '?,- Z 50 The proposed event will require the closing of: E Streets (Sidewalks Is the event ticketed or include fees? ❑ Yes E�No If yes, list fees and fee groups below: • Does the event have any partnered sponsorships? ❑ Yes b 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 0 No a,7,1,0 / PG"O/1 � If yes, provide the date, location, and attendance of past special events and/or future planned events in the series: U If your event is a parade, race, or other processional -type event, please complete Section C. Otherwise, continue to section D. What is the estimated number of parade/race spectators on the proposed route? 2 Sa- �O Describe any sound equipment that will be used in the parade/race: 0 • 0 40 Does the event have participant categories? For example, a run that has different race divisions or a parade with separate walking/marching groups. ❑ Yes 10 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: )fit d C� 1 ill I so -) r L' C I- tuG,j C 7-6 tv C( Section D - Eauioment. Set -um and Logistics Are you hiring a company to provide entertainment, games or inflatables? ❑ Yes P 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: /1 Will you be staking any tents, inflatables, portable restrooms or any other anchorings? ❑ Yes 1i 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 [W 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: Will there be any musical entertainment features at the event? ❑ Yes � No CJ • • o If yes, describe the type of music, schedule of sound check/performances, and the names of any artists performing: 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 CP No o If yes, the event coordinator must apply for and receive a St Joseph County Health Department Temporary Event Permit. Vendors) 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 E�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 ir.eov/atc/2409.htm. (Temporary Permits are near the bottom of the form list.) Forms must be filed with the district ATC office five (5) days prior to the requested event date. o Application cannot be processed without a copy of this license. o A refundable $400.00 deposit paid by card or check (made to City of South Bend) must be submitted with application. o Application cannot be processed without deposit. Deposit will be returned upon inspection of event area by the Board of Public Works. o Events with have alcohol sales must provide security. If your event will be hiring a security company, please provide its contact information in sub -section (a) below. Otherwise, please list the names, phone numbers, and qualifications (e.g. off -duty police officer, professional security guard, or event applicant) of three (3) security guards in the fields provided in sub -section (b). (a) Company Name: Contact Name: • Contact Phone: Email: Address: City/State/ZIP: (b) Name: Contact Phone: Name: Qualifications: Name: Qualifications: Contact Contact Phone: Section G - Contineencv 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. S< S✓1W) Q Plv %0 `r x,at j �'S V/f1!`-d& 1v r�L° /�racr� id° �c [ Ik,-LA< tk)aS ►tm an-t �rez�'e_ �O", lvOU 0 917X-1eJ'ajj 1%4-, • Proposed Cleanup Plan - This plan should include, but is not limited to: o Measures in place to collect and remove trash, litter and recyclables. & • • 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. 0 14Cad -4 5�A 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. s Q�c U �d✓nQ %C2 si/P Q i �G1 /�P C� c c r�ti 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 9 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: /f 15 a e Att rCA %e_/�fnjiOJt /7r'dCPSS)p�, i r) PAdi!I Q � 't" eA,e-% _/ /—e Mass, U • Our Lady of Hungary Church, 825 W. Calvert St, South Bend, IN 46613 Good Friday, 2025 Live Way of the Cross Procession, beginning at 4:00 pm Close Chapin St between Calvert and Bruce for the day. Begin procession at Our Lady of Hungary Church, 825 W. Calvert St, South Bend, IN 46613 North on Chapin Street from Our Lady of Hungary Church to Dubail Street then DOnji Si-. West on Dubail 5t to Kemble Ave, then South on Kemble Ave tom, then Oonald� $'F. East on SIMMM to Chapin St, then North on Chapin St to Our Lady of Hungary Church ,n T G .0 a p Kendal! St. �, S � 3�v v+ S Douglas St. 'IS Ilepuag h t,� 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. 72/e,� -w- /7. L v• j% hc,'r, Ac 5 / - 5L is Jv"rl Location of all stages, platforms, bleachers, grandstands, tents, booths, cooking areas, vehicles, trailers, 13"c a • and other temporary structures. Applicants should also clearly mark locations of food and alcohol serving or sales, if applicable. IU-^-L • The location(s) and number of all portable toilets and wash stations. ' rI ✓ • The location(s) and number of all trash and recycling containers, including dumpsters. 4r , h u�, ti 3 wo, ,61s • The location of generators or any source of electricity. Nip • 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. ,kxe, t�s ,� s �c� L` Section I - Mitigation of Impact - () p-e ki ; /..Q tau k, / L 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. r 1 U 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. n Section K - Indemnity & Hold Harmless Agreement City of South Bend Special Events Committee • Indemnity & Hold Harmless Agreement Date: / e k ZZi ZBZ'S Event Date: Qald l3, 60Z S Event Name: L%✓t Z[)ayl a/ ,I -le Cress /'iUtrss/a., Organization: Applicant (Coi Applicant(Contact)Phone: ufo- c{tiZ- /6�18 Alt. Phone: 5-7V- 72'7 - 1-7 /1C) Email: !1IaAdn'gan n. o 5A. 119 Address: 73/ /y, (lQ 1 ✓or/ Sl City/State/ZIP: So✓at ;3 Ad /Pi c%(o(o/3 Event Location (Please describe): C)M)5 oia p� Qy �q� o� A0/U,)�?n, CA �k0l,'c Cl1urclI, 0Z5 Gtl. ritl✓ora Si 9Ad In lze .1,W e e, /3iu a 5 r.or! AZ)( Length of Event (Dates/Times): /g, ZQ ZS /0 1 3d .gym 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: `,r- /may GI Alpmay 6AaA (/,vr,-% 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: Z( Z`( IZ 'S Authorized Organizer Signature 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 f ull 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. Date: 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. Z/2cl/2027 Applicant Signature: Printed Name: • SPECIAL EVENTS COMMITTEE APPROVAL t�1 mbel Member Member 3 //a /%A5 Date ENDORSEMENT • • • (TO BE ATTACHED TO CERTIFICATE) Effective Date of Endorsement 4/18/2025 Charge Credit Cancellation Date of Endorsement4/19/2025 Certificate Holder The Diocese of Fort Wayne -South Bend, Inc. Chancery Office P O Box 390 Fort Wayne, IN 46801 Location OUR LADY OF HUNGARY CHURCH 829 W CALVERT ST SOUTH BEND, IN 46613-0000 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 11 - 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. acneaule - Public Works Service Center 731 S. Lafayette Blvd. South Bend, IN Remarks: Our Lady of Hungary Church's Live Way of the Cross Procession on April 18, 2025. 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 Secflon 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 ads 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(1b23) THE CATHOLIC MUTUAL RELIEF SOCIETY OF AMERICA Certificate of Coverage Date:2/24/2025 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. Company Affording Coverage Fort Wayne, IN 46801 THE CATHOLIC MUTUAL RELIEF SOCIETY OF AMERICA 10843 OLD MILL RD OMAIIA, NF 68154 Covered Location OUR LADY OF HUNGARY CHURCH 829 W CALVERT ST SOUTI I BEND, IN 46613-0000 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 ElOccurrence ❑ Claims Made 8679 10 1/2024 10/1'2025 ProduMs-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/Co, erage Description of Operations/Lmations/Vehicin/Special Items (the following language supersedes any other language in this endorsement or the Certificate in conflict with this language) Our Lady of Hungary Church's Live Way of the Cross Procession on April 18, 2025. Holder of Certificate Cancellation Additional Protectederson(s) Should any of the above described coverages be cancelled before the expiration date thereof, the issuing company will City of South Bend, Special Events Committee, & Public Works Public Works Service Center 731 S. Lafayette Blvd, Board of 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 ?O-J� South Bend, IN 0067005394 OUR LADY OF HUNGARY PARISH SOUTH BEND, IN 46613 001509 Bill # Invoice # Inv. Date Comment Amount 6651 Way of the Cross pro 2/222025 Way of the Cross Procession event application 4.18.25 100.00 Check # 1509 Check Date: 2/22/2025 100.00 To: City of South Bend, 731 S Lafayette Blvd, South Bend, IN 46601-3013 IF THE FACE OF THIS DOCUMENT HAS A COLORED BACKGROUND ON WHITE PAPER MICROPRINTING AND SECURITY FEATURES WITH DETAILS ON BACK NOME DAME OUR OF 001509 829 WEST CALVERT STREET SOUTH BEND, IN 46613 PAY TO THE One Hundred Dollars and Zero Cents DER OF City of South Bend 731 S Lafayette Blvd South Bend, IN 46601-3013 E DATE AMOUNT 02//22120225// 100.00 IrOO L5090 1: 27 i 29 i5961: L900050800 L6001"