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HomeMy WebLinkAboutSpecial Event - Concours d'Elegance at Copshaholm-July 12 2025APPLICATION FOR USE OF PUBLIC RIGHT-OF-WAY FOR EVENT:. The following special event has been approved by the Special Events Committee. Submitted by: Denise Miller Event name: Concours d'Elegance at Copshaholm Event Date: July 12 2025 Street Closure: W Washington St between Laurel and Chapin Sts Closure Times: 5:00 am to 6:00 Sidewalk Closure: ❑■ Yes ❑ No Comments: Invitation only car show exhibited in the historic Oliver Mansion gardens. Proceeds benefit the Studebaker National Museum. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member ,�2— 7TL Joseph R. Molnar, Vice President Breana Micou, Member Attest: Theresa M. Heffner, Clerk Date: April 22, 2025 • 0 T;� City of South Bend Special Event Application Neighborhood Event $25 application fee if filed 30 days or greater (up to 180 days) in advance of event. IBGS Please Brine Completed Application and Paymentto: Public Works Service Center, 731 S. Lafayette Blvd, South Bend, IN Review the Instructions on the Special Events page before completing the application. Neighborhood 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: April 1, 2025 Section A - Applicant Information Organization Name: Studebaker National Museum Applicant (Contact) Name: JO McCoy Applicant (Contact) Phone: 235-9714 Contact Email: Jmccoy@studebakermuseum.org Address: 201 Chapin St. City/State/ZIP: South Bend, IN 46601 Secondary Contact Name: Patrick Slebonick Contact Phone: 235-9714 Contact Email: pslebonick@studebakermuseum.org Address: 201 Chapin St. City/State/ZIP: South Bend, IN 46601 Section B - Event Information Event Name: Concours d'Elegance at Copshaholm Expected Attendance: 2,000 Requested Street Closure: W Washington Street From (Cross To (Cross Street): Laurel Street Street Provide a brief description of the event: An invitation -only car show, exhibited in the historic Oliver Mansion gardens. Each car will be showcased as it drives past the bleachers on W. Washington, btwn. Laurel & Chapin. Tickets will be sold at two entry points, proceeds to benefit the Studebaker National Museum. This will be the seventh year we have hosted this event. Date of Event Setup [mm/dd/yy]: July 12, 2025 Time: 5:00am Begin Date of Event[mm/dd/yy]: July 12, 2025 Time: 10:00am End Date of Event[mm/dd/yy]: July 12, 2025 Time: 5:00pm Event Cleanup Completion [mm/dd/yy]:JUIy 12, 2025 Time: 6:00pm Have all residents on the affected block have been notified and invited? ® Yes ❑ No Please attach a copy of the door hanger or letter used to notify residents in addition to signature attachment. Number of households fronting the proposed street closure: Number of households represented by signatures on attached. Will this event have music (live or other)? 0Yes 0No Section C - Alcohol • Will alcohol be served or sold? ® Yes ❑ No If Yes: o The applicant must apply for and receive a temporary liquor license from the Alcohol & Tobacco Commission. 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. o Deposit will be returned upon inspection of event area by the Board of Public Works. o The applicant must submit a map or drawing of. o Fencing around serving area o Trash receptacles o Events that will 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) Security Company Information Company Name: St. Joseph County Sheriff Contact Name: Craig Swanson Contact Phone: 235-9611 Email: (off -duty county officer) Address:401 So. Sample Street city/State/ZIP: South Bend, IN 46601 • (b) Independent Security Information Name: n/a Contact Phone: Qualifications: Name: Contact Phone: Qualifications: Name: Contact Phone: Qualifications: 0 Section D - Food • Will your event have food sales (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 on the St. Joseph County Health Department Food Service website at Please select food types: ® Food Vendor ❑ Caterer ❑ Food Truck ❑ Other: If a Food Truck, please list company name(s): Please describe how food will be cooked and served: Woodstock & Grill - Buchanan, Mi. Barbecue out of a converted VW. Bonnie Doon - Mishawaka, IN Ice cream served out of a small trailer. • 40 Section E - Indemnity & Hold Harmless Agreement • City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Date: April 1, 2025 Event Date: July 12, 2025 Event Name: Concours d'Elegance at Copshaholm Organization: Studebaker National Museum Applicant (Contact) Name: Jo McCoy Applicant (Contact) Phone: 235-9714 Alt. Phone: Email: lmccoy@studebakermuseum.org Address: 201 Chapin St. City/State/ZIP: South Bend, IN 46601 Event Location (Please describe): West Washington Street, between Laurel and Chapin Streets Length of Event (Dates/Times): Saturday, July 12, 5am to • APPLICANT 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, 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: April 1, 2025 Authorized Organizer Signature Jo McCoy, Assistant Director Printed Name and Title 11 Section F - Permit & Aereement • 1. Pursuant to Local Ordinance No. 10628-18,there isa$25.00non-refundable fee for applications IF iled 30 days or greater in advance of the event date. Applications filed less than 30 days in advance of the event date will not be accepted. 2. All residents within the affected area must be notified of this event. The APPLICANT must obtain signatures from at least 10 residents that reside along the closed right-of-way and make an attempt to notify all other affected residents. APPLICANTS must include a copy of a brochure or letter of invitation distributed to all affected neighbors describing the event purpose, date, and time. 3. The APPLICANT is responsible, prior to the event, for determining if there are any affected residents that need assistance accessing their residence. The APPLICANT is responsible for providing said resident(s) access or transportation to their property. 4. The cones will be delivered to the APPLICANT's address. The APPLICANT assumes full responsibility for clean-up and assures the City that all cones will be maintained and returned undamaged. The APPLICANT will be liable for the replacement cost of $50.00 per cone as a result of any missing or damaged cones. 5. Block parties must end by 8:00 p.m. 6. A street will be blocked off from intersection to intersection only. No half -blocks or alleys can be blocked Off. 7. The Special Events Committee reserves the right to deny any block party application based on traffic and speed limit records. No street may be closed with a speed limit over 30 MPH or considered to be a major arterial. 8. The Special Events Committee reserves the right to deny any block party application based on information gathered from the South Bend Police Department or other sources. 9. The APPLICANT agrees to allow residents that live on the above -referenced block access in and out of the restricted area as needed. • 10. The APPLICANT agrees to abide by all terms and conditions of the South Bend Municipal Code and Board of Public Works' policy adopted in Resolution No.10628-18 on December,11, 2018. 11. Notification of approval/denial of this request will be issued by return of this form, upon signed authorization by the Board of Public Works. 12. The City of South Bend Noise Ordinance 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 stereos, speakers, musical instruments, 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). U 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: April 1, 2025 Applicant Signature: Printed Name: Jo McCoy, Assistant Director Member • SPECIAL EVENTS COMMITTEE APPROVAL ember Member Member Date • • s" CONCOURS D'ELEC(ANCE AT COPSHAHOLI X NOTIFICATION OF SPECIAL EVENT IN YOUR NEIGh4BORHOOD-- WHAT: Concours d'Elegance at Copshaholm WHERE: W. Washington Street from Laurel Street to Chapin Street DATE(s): Saturday, July 12, 2025 TIME(s): 6am to 4pm WHO: Studebaker National Museum CONTACT: The on -site contact during the event is: Patrick Slebonick, cell number (574) 334-8087 On Saturday, July 12, 2025, the Studebaker National Museum will be hosting a special event at the Oliver Mansion, called the Contours d'Elegance at Copshaholm. We are thrilled to be guests in your neighborhood and it's important to us that we communicate clearly with you, the neighbors. EVENT DESCRIPTION: • We will leave your neighborhood as we found it: litter will be handled by the Studebaker National Museum. • During the event hours, we expect approx. 2,000 attendees. • Street will be closed between 6am and 4pm on Saturday, July 12, 2025. See the attached map for specifics. - We will have amplified sound from 8am to 4pm: there will be a public address system and pre-recorded background music. We are working closely with the City of South Bend to minimize the impact of the event. Our goal is to create an enjoyable and positive experience in your neighborhood. If you or any of the surrounding residents and businesses have questions or comments about the impact of this event, please contact us at: Siipa'ture C- Patrick Slebonick Studebaker National Museum 201 Chapin St. South Bend, IN 46601 pslebonick@studebakermuseum.org ✓�^>ES L /36Gy✓.�+K Printed 6UJ - �✓ tom' w o-rt.,, s-r cq-OI-as- Street Address Date 40 Do you have any resident(s) who may need ADA transportation assistance? YES NO N01111I(ATION OI VLCIAI EVI-NT IN YON. PIN�,NHt+AHr,�l1i .t:�at,�,�„-n:.n:d'Fleganu•al=op•.hahaim ....�--- ?1Washington Street from 1-aurel Street to Chapin Street s ..) �'atuldav July 12, 2025 -; ,IGam to 4pm ;.1-C' Studebaker National Museum ONT AC' The on -site contact during the event is: Patrick Slebonick, cell number (574) 334-8087 Dn Satijroay, July 12, 2025, the Studebaker National Museum will be hosting a special event at the Oliver N113n ion; called the Contours d'Eiegance at Copshaholm. We are thrilled to be guests in your neighborhood and it :mpr tam -o is that we communicate clearly with you, the neighbors. EVENT DESCRIPTION: • We will leave your neighborhood as we found it: litter will be handled by the Studebaker National Mu;eurr. • During the event hours, we expect approx. 2,000 attendees. • • Street will be closed between 6am and 4pm on Saturday, July 12, 2025. See the attached map for specifics We will have amplified sound from Barn to 4pm: there will be a public address system and pre-recorded background music. We are working closely with the City of South Bend to minimize the impact of the event. Our goal is to crease an enjoyable and positive experience in your neighborhood. If you or any of the surrounding residents and businesses have questions or comments about the impact of this please contact us at: Patrick Slebonick Studebaker National Museum 201 Chapin St. South Bend, IN 46601 pslebonick@studebakermuseum.org Signature q/7 tJ L 404-f� ':S7" Street Address .- . Date Printed Y, -� ;- 77 Do you have any resident(s) wh ; may need ADA transportation assistance? YES ( NO 1 m n 15 uil>lu_etj Franklin P1 -� S OIIM!< iS wee- IIIIMS. ',.iS iue!p!M,SIJ tS welll!MS,,:__ 0 1$I AelS ISxolAeis' __... +� a m U' G OU l5 �oj6ei ry r aS U C' N C �L 71 l3 C h - t 3 - IS 11005 Ss *- •3r _W-7 5 S ' a.. .. o ` m c t i pPla!lte•J _ �_ � � .� is - -3 • H E E W ISwde4o.. ,-1jo , of e o s t •^0 » / � i m � t •15 aula - N i � lu• z- , -� -mill --1 IS lainel _ inedis ..y c.... c: _ IS uosiayd oW Nf [ . S m Iwo iElm St. ; '�I Elll 7 N•3-AIS'S1d=W ...t ISajdeW_ mC _ A. n •`a y ) LOCAL AUTHORIZATION FOR TEMPORARY BEER & WINE PERMIT APPLICATION •�% INSTRUCTIONS: 1. Applicant must complete all requested inlormation. 2. Please type orprint Geady. 3. Obtain the requlmd communttyclea once signatures and upload with the online temporary event applicahon. NOTE: THIS FORM IS ONLY TO BE USED WITH ONLINE APPLICATION. Visit https://mylicense.in.gov/eGavIMLI.himi to submit the online application. r�L STEP 1. GENERAL INFORMATION Name of applicant applying for permit (organization, dub, corporation, individual - Such 88XYZ 123 /no) -"'TLAK II` F.-i2 Q.>•2f W jr%) & I M 6 L. L C Address of applicant (number and street, oily, state, and ZlP-cudei l e rui/6 .iT Nrrd GiYws4,e lip% 7, fZ E-mail address x x, as l'o Printed name of person making �a �licafion / �rfic� Fax number (Si/)2335/5 Emergency contact tgfephons number liu>) i/C:r �Nsxc/ Printed name of contact person of ev nl -5 rY„ ��ry' :: �;�,: �„ice Emergencycenlacltelephonenumber (5-13) y7& -J7K i STEP 2 EVENT INFORMATION Beginning day (Monday, Tuesday, of) 5A SIlL, 1-L" 10Z Segmninff dale (month, day, year) Ending day (Monday, Tuesday, etc) r�7/JZ Z3 _S:+i!/JL/) r/ EM dale (mont , day, year) b} IZI7>- Imeof went Startgme /n ®AM OPM End time / f n rG./ ?� DAM ®PM Type or description of avant C:aAssa Exact address of event (number and street, city, state, and ZIP code) T ZD\ CH S`KIi IiT S>.,i/r� /J�.d:,uJ / .F� �t✓r�(%� STEP A FLOORPLAN Jt STEP C APPLICANT VERIFICATION The below signed applicant affirms under the pareldu o/perjury Met the iniormadon contained in this /orm is true and accurate. signature ;/Picanl Dalesigned (moth, da STEP S. COMMUNITY CLEARANCE I. Sign/ety/feP( enMof nly,a/r�Chiefo •i ipr1mvn rsha1l cljudadklion where the event will be held T l l /�/� Date signptlZ(monlh.pay, ye)> y� .� G 2. Signature of the mayor (d the events held in Fort Wayne) Date signed (month, day, year) WEST WASHINGTON STREET Gal /m Z4 LL a 0 h W O u PASS -IN -REVIEW A © A IF B �aP/0 ,f �o J t O FVIP/A AREA ITOR , CONCOURS Z STORE a O 0ADRIVNTIl� 0 NO CARS PARKING EdPARKING E THE HISTORY MUSEUM PUBLIC ENTRANCE & YIP/PRE-SALE TICKET CHECK -IN WIEKA,IAP STUDEBAKER y Auoiroawm NATIONAL MUSEUM D � Q m W N THOMAS STREET ADDITIONAL PARKING O,.lj\( SGlccjif 131 .Ni) PN ICE RICt • �ii! i�C'IJ l AT Eav77�Y�Fx l l l�U/Nl5 • • r L J State of Indiana Name: Kevin LJakel City/State/Zip: Chesterton IN 463D4 County Porter Jurisdiction: DBA: Uc x: BR175a323 Profession: Alcoholic Beverage Status: Active Issued: 9/16/2013 Method: Mail Extension Issue: Type: Employee Permit Expiration: 9/16/2025 Extension Expiration: Secondary: Renewed: 10/13/2022 No Related Licenses _ _I 414125, 3:54 PM Google Maps Got: gle Maps Imagery 02025 Airbus, Maxar Technologies, Map data 02025 100 It c�wst. 0 LAwra 8-6 0 https:ftw .googie.00mlmaps/Q41.6759797,-86.2628526,406nVdata=13m111e3?authuser=0&entry=ttu&g_sp=EgoyMD11MDQwMi4xlKXMDSoASAF... 112 6749401 CITY OF SB SPECIAL EVE 731 S LAFAYETTE BLVD SOUTH BEND, IN 46601 04r072025 14:3835 MID: XXXXXXXXX)IXX401 TID: XXXXX371 CREDIT CARD VISA SALE Card n XXXXXXXXXlIXX1072 SEQ A: Batch 4: 25 INVOICE Appuval Code: 007470 Enter Method: M a xal Mode Online Tax Anhornt: 10 00 Av; Lode: to Cad Code: M SALE AMOUNT $25,00 X 0 I agree to pay above total amount according to card issuer agreement. (Merchant agreement if Credit Voucher) MERCHANT COPY 6749401 CRY OF SB SPECIAL EVE 731 S LAFAYETTE BLVD SOUTH BEND, IN 46601 04/0772025 14:40:21 KD: XXXXX70000;XX401 TIC: XXX'X 71 CREDIT CARD VISA SALE Card # X)DWO0(=107I SEQ 3 Batch 25 INVOICE 3 Aporoval Code: 007509 B ib y Method: Manual Mode: Online Tax Amount: so DO Av; Code: Ny2 yard Code: M SALE AMOUNT $4002 I agree to pay above total amount according to card issuer agreement. (Merchant agreement if Credit Voucher) MERCHANT COPY C1 J 0 6749401 CITY OF SB SPECIAL EVE 7315 LAFAYETTE BLVD SOUTH BEND, IN 46601 04 07 2025 1438:35 CREDIT CARD 674NOI CITY OF SB SPECIAL EVE 731 S LAFAYETTE BLVD SOUTH BEND, IN 46601 04 012025 14:40:21 CREDIT CARD VISA SALE VISA SALE Card XXXXXXXXXXXX1072 Card„ XXXXXX WXX1072 SEQ ;: 2 SEQ -: 3 Bath s: 25 Batch a; 25 INVOICE 2 INVOICE 3 Approval Code: 007470 Approval Code, 007509 Enlry Method: Mm i Entry Method: Maruul Mode: Online Mode: Onlhe Tax Amount: $0.00 Tax Amara: $0.00 An Code: NY2 Avs Code: NY2 Card Code: M Card Code M SALE AMOUNT $251 SALE AMOUNT AM CUSTOMER COPY CUSTOMER COPY