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HomeMy WebLinkAboutSpecial Event - Rebel Art Fest-June 1 2025O4, poVTHe FtiG; APPLICATION FOR USE OF w WAIT A PUBLIC RIGHT-OF-WAY FOR EVENT The following special event has been approved by the Special Events Committee. Jabs Submitted by: Denise Miller Event name: Rebel Art Fest Event Date: June 1 2025 Street Closure: Wall St between Zoo entrance and Greenlawn Closure Times: 12:00 pm to 8:00 pm Sidewalk Closure: ❑ Yes ❑■ No Comments: Free community festival celebrating local art and music at Potawatomi Park. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS va�(4 �P1 Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member Joseph R. Molnar, Vice President Breana Micou, Member r14JIVE Attest: Theresa M. Heffner, Clerk Date: May 13, 2025 1 City of South Bend Special Event Application City and Regional Event • \_ ft $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: 4/11/2025 Organization Name: MAKE SOUTH BEND LLC Applicant (Contact) Name: Michelle FitzGerald Applicant (Contact) Phone: 574-303-7177 Address: 2228 Mishawaka Ave Contact Email: michelle@makesouthbend.com City/State/ZIP: South Bend, IN 46615 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: NAddress: Event Name: Rebel Art Fest Contact Name: Contact Email: City/State/ZIP: Section B - Event Information 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.) Rebel Art Fest is a free community festival celebrating local art and music at Potawatomi Date of Event Setup [mm/dd/yy]: 6/1/2025 Begin Date of Event [mm/dd/yy]: 6/1/2025 End Date of Event [mm/dd/yy): 6/1/2025 Event Cleanup Completion [mm/dd/yy]: 6/1/2025 Total anticipated attendance: 5,000 Time: 8:OOAM Time: 12:00pm Time: 8:00pm Time: 10:00 pm The proposed event will require the closing of: ® Streets 0 Sidewalks • Is the event ticketed or include fees? ❑ Yes ® No If yes, list fees and fee groups below: Does the event have any partnered sponsorships? ® Yes ❑ No If yes, list the number of sponsors at each level of partnered sponsorship: Tba 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: Sept 2016 @ Make South Bend, estimated 500 in attendance May 2017 @ Make South Bend, estimated 500 in attendance June 2018 @ Potawatomi Park, estimated 1.000 in attendance June 2019 @ Potawatomi Park, estimated 3,000 in attendance • Aug 2021 @Potawatomi Park, estimated 3,000 in attendance • Sep 2022 @Potawatomi Park, estimated 4.000 in attendance Aug 2023 @Potawatomi Park, estimated 5,000 in attendance 2018-2022 were part of Best.Week.Ever June 2024 @ Potawatomi Park, estimated 5,000 in 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? Describe any sound equipment that will be used in the parade/race: 41 40 0 0 ft 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-uo, and Logistics Are you hiring a company to provide entertainment, games or inflatables? ❑ Yes ® No 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 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 ❑X No Depending on the potential fire risk, applicants may need to receive approval of the South Bend Fire Department (process facilitated by event coordinator). Describe the event's proposed fire -related entertainment: is • 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: 15 local bands will play 30 min s=ts with various rock music, artists For stage inspections, contact the Department of Homeland Security at 317-232-2222. If your route crosses over a state road or abridge 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 0 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. o All applications and guidelines can be found at the St. Joseph County Health Department Food Service website: sichd.orp/food-service. Please select food sales types: ® Food Vendor ❑ Caterer ® Food Truck ❑ Other: If a Food Truck, please list company name: tbd Describe how food will be cooked and served: 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 in.eov/atc.'2409.htm. (Temporary Permits ar� 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. 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. 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). • (a) • Company Name • Contact Phone: (b) Name: Qualifications: Name: Qualifications: Name: Qualifications: Per Mar Security Contact Name: Steven Smith Email: City/State/ZIP: Contact Phone: Contact Phone: Contact Phone: NSection 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: 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. If hiring a security service, provide contact information and the number of hired event personnel. Proposed internal communications systems and public address systems. • Proposed Cleanup Plan - This plan should include, but is not limited to: Measures in place to collect and remove trash, litter and recyclables. • Inclement Weather Plan - This plan should include, but is not limited to: Safety measures that will be taken in the event of a tornado warning, tornado watch, • thunderstorm, and extreme temperatures. E Proposed Lost and Found Plan - This plan should include, but is not limited to: A description of the use of signage, announcements on public address systems or pre -event handouts. 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 ❑ 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: is 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. •� MWITM•� u•..� If you are using and/or closing public sidewalks or streets, you are required to notify area business owners and residents. You must: 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. Section 1 - Insurance 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. I0 40 Section K - Indemnity & Hold Harmless Agreement • City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Date: 4/11/2025 Event Name: Rebel Art Fest Organization: Event Date: Make South Bend LLC Applicant(Contact)Name: Michelle FitzGerald Applicant (Contact) Phone: 574-303-7177 Email: michelle@makesouthbend.com Address: 2228 Mishawaka Ave 6/1/2025 Alt. Phone: City/State/ZIP: South Bend, IN 46615 Event Location (Please describe): Potawatomi Park, Wall street will need closed from zoo entrance to Greenlawn Length of Event (Dates/Times): 6/1/2025 from 12-8pm 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: Make South Bend LLC + Rebel Art Fest g 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: 4/11/2025 Authorized Organizer Signature Michelle FitzGerald, event organizer • 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: 4/11/2025 Applicant Signature: Printed Name: Michelle FitzGerald 04e dent ber SPECIAL EVENTS COMMITTEE APPROVAL Member Member y/a3/ate Date • MAKE SOUTH BEND LLC 1588 2228 MISHAWAKA AVE SOUTH BEND, IN 46615 71-90BM712 BRCH07 CHECK IIMR Pay to the //�' to /j Order of "'t _I d V/ 9 G.'�'�`�� p� I $ 160 0 INQ)VA F E O E R A L WW-w018t1 ml.w9 'r ForT_ G lee U \n 1: 27 i 29068 0: MAKE SOUTH BEND LLC 2228 MISHAWAKA AVE SOUTH BEND. IN 46615 958988855?III 1588 d✓ t 71-90BU2112 LO%i J BRCHo7 01c &CHECK I"q Pa, to the �� J` (' ` Order of _ t: l rt {' 5o f'k Zea$ '�% Ll . {l� INQVA_ F E D E R A S W W W I�®i,B�1i�BRi.Ofg / For +-.1�1�' L 1: 271 29068 111: 95898 88557n• i589 © LOST+FOUND * RESTROOMS 3. MAKE SOUTH BEND 4. Love, Emily S. Abby Bill 6, Adina Arts 7, AE Pottery B. Altered State Arts 9. And Aubrey Was Studio 10. Apothecuriosities 11, Art +Elements 12. Askadelea Designs 13. Atonixprints 14. Aubrey Rand Art 15. The Hippie Peacock 16. Bare Naked Salts+ Soaps 17. BFreel Photography 18. Buta Shop 19. Cast By Sage 20.CC Chainmaille . CessnaDesigns 10) [.Chained Melody 23.Arlist Summer Camp at LangLab s PPESENTED By MAKE SOUTH LEND 06.01.2025 12:00-8:00 SIB. IN r.'-I 62-80 4 THE ART ©Q 4-23 t I I I I I BEER 2 ■ GARDEN THE ■ ■ MUSIC TH ■ ■ FOOD 24 Concha Blessings 25, Crowley Ceramics 26. Dogwood designs by dani 27. Undercover Popular 28. Eclectic Pearl Crafting 29. Emily Violet Photography 30. Ethereal Treasures 31. Falcon Fire Ceramic Studio 32, Felt Inspired By Taylor 33. Feltie Addiction LLC 34. Ferns Hollow 35. Freaky Finds 36. Full Seam Ahead Purses 37. Gems of Pride 38. Golden Paws Candle Co 39. Grimm Enchantments 40. Holly Beth Handmade 41. Hometown Rustic Decor 42. Hooks & Loops 43. Illumi nateGlassCo 44. J. 8. Dez Studio 4S. SBruStudio 46. Ro's origami 47. Studio Five9- Corvilla CHECKOUT MAKE SOUTH aENDONUNE THE FUN • Flower Crowns #103 • Rock Art#78 • Face Painting#48+#95 • Rock N' Chalk #1 • Floating Sculptures#118 '-..v. -. ]amii's The Beard Boss ie Dcon Drive In Let's Spoon Frozen yogurt The Dog Lb I ' The RighttFlYAGOItPn Candy Thistle + Knead Gluten Free Brass Elk +Hall Pass Beer Garden 48. Jessica Lynnefte Art 49. JJ Spray 50, The Music Village 51. Junk to jazz 52. KatiedidStudios 53. KB Artisans S4. Kiki Paints Rocks S5. Knitted Moon and Crafts 56. La Grotesquerie 57. Lasko Studios 58. Laurie Coffel 59, Laurie Moore 60. Leeah Worley Art 61. Leslie Biek Art 62. Live edge creations by Dave 63. ChromaFire Pottery 64. Lovely Labrador 65. Lucid Noir 66. Luna And Loki Design 67, Luna Lemon 68, M'a Jemz 69, MADE By ALLIE 70. Magpie Dreams Art 71. Elsa's Creations and journey 72. Mahaja Arts 73. Make Shack 74, Mel'a Paper Heart 75, Miranda Howard 76. My Country Photography 77. Nna Sekah Art 78. Northpoint Vineyard 79. NS Cosmetics LLC 80. P-StarCustoms 81. Hey GO Hey 82. Handmade + Heartfelt 83. Pathless Adventures Art 84. Perirlot Paintbox 85. Prince Mustard 86. Raw Oats 87. Rebecca Coleman Pottery 88. Red Lilac Studio 89. Reign Weaver 90. Rhonda W hitledge 91. sky -earth studio 92. Skye is the limit art studio 93. Soul Catching LLC 94. spacesuit5elf 95. Sparkle Sessions 96. Spooky Rat Creations 97. Sticky Spoons Jam 98 Tasty Peach 99. you Got Maille 100 That Sarah Jones 101 That Dimpleharry 102 The Artist & The Academic 103 The Botany Shop 104 The chopshop woodworks 105 Barbara Theile Studios 106 jSe Pottery 707 The olive Tale 108 The Rusty Bucket French Farm 109 The Scarlet Lamb 110 Three Little Birds Crafts 711 Trades of Hope 112 Umalla 113 Knot Us S74 114 Vania Lyn Jewelry Design 115 Violet Planet 116 Wicked Pop Candle Co 117 Wildwoods Workshop 118 Imber Industries 0 MAKE A� FESTIVAL MERCH AT SOUTH BEND NOMPOINT MAKE SOUTH BEND BOOTH #3 =11 VENUES PARKS 6ARTS xlNFv DCHencH ^ryas, LOCAL AUTHORIZATION FOR TEMPORARY BEER & WINE PERMIT APPLICATION INSTRUCTIONS. 1. A icantmustcom leteailre uested rnf m t n PM P q of a ro 2 Please type orpnni clearly j 3. Obaunthe required commundyclearance signatures and upload with the online temporary event application. NOTE'. THIS FORM IS ONLY TO BE USED W 7H ONLINE APPLICATION. Visit Rnps,iimylicensein.goOeGov:PnLI htmlmsubnr:theanlineappvicabon • CJ STEP I. GENERAL INFORMATION Name of applicant applying for permit (organization club, corporation, individual- such as XYZ 123 )nc) MAKE SOUTH BEND LLC for Rebel Art Fest Address of applicant (number and meet city, state, and ZIP code) E-mail address 2228 Mishawaka Ave, South Bend, IN 46615 michelle (9 makesouthbend. com Printed name of person making applicationFax number Emergency contact telephone number Michelle FitzGerald ) ( 574 ) 303a177 Printed name of contact person of event Emergency contact telephone num r Michelle FitzGerald ( 574 ) 303-7177 STEP 2. EVENT INFORMATION Beginning day (Monday. Tuesday. etc) Sunday Beginning date (month, day. year) Ending day (Monday, Tuesday. etc) Ending date (month, day, year) June 1, 2025 Sunday June 1, 2025 Time of event � n tim Start 12:00 OM aPM End thine e � nmk 8:00 1__ I� Type or description of event Local music and art festival Exact address of event (numberand street, ary, state. and ZIP code) Potawatomi Park, 500 S. Greenlawn Ave, South Bend, IN 46615 STEP 3. FLOORPLAN Q T6 V W ALL S 1-, STEP 4. APPLICANT VERIFICATION The below signed applicant affirms under the Wattles 0/perjury that the information contained in this form is true andaccurate. Signature of applicant Date signed (month, day. year) 4/15/2025 STEP S. COMMUNITY CLEARANCE Or�� t pounty, or o i Town Marshall o(jurisdictior where the event will beheld yyyggq da ar !_ 2. Signature of the mayor (if the event is held in Fort KaymeW Date signed (month, day. year)