HomeMy WebLinkAboutSpecial Event - Summer Reading Kick Off-June 6 2025B�.L
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APPLICATION FOR USE OF o
PUBLIC RIGHT-OF-WAY FOR EVENT PF�t a
The following special event has been approved by the Special Events Committee. 1 62....`
Submitted by: Denise Miller
Event name: Summer Reading Kick Off
Event Date: June 6 2025
Street Closure: Michigan St between Western and Wayne
Closure Times: 12:00 pm to 10:00 pm
Sidewalk Closure: ❑ Yes ❑■ No
Comments: Annual summer event to promote literacy and reading in the
community.
CITY OF SOUTH BEND, INDIANA
BOARD OF PUBLIC WORKS
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: May 13, 2025
I
City of South Bend Special Event Application
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City and Regional Event
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$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 Comoleted 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 InformatLo
Date of Application: M�rn�/t \`_1\ 11� 01-5 Organization Name: �hYUbK\ hiQ�r�
Applicant (Contact)Name: 9'0� \1���r'Ta�p�n
Applicant (Contact) Phone: CS�N�_��% ylo 5g Contact Email:
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Address: IM S- 9`(1 ylC(- City/State/ZIP: W%� k4' IN y�ObO�
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:
Contact Name:
Contact Email:
• Address: City/State/ZIP:
Section B - Event Information
Event Name:SUmnV'Event Type: (Festival, Race, Parade, Other):RIoKMtj
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/yyl: Ag U , Ulb Time: V00 Am
Begin Date of Event [mm/dd/yyl: MRAt (111 1-025 Time: -W� �w)Nyy\
U End Date of Event [mm/dd/yyl: _ I M5 Time: i�'W\
Event Cleanup Completion X� iU2.5 Time:
•
Total anticipated attendance: 500 - WOO
The proposed event will require the closing of: ®Streets ®Sidewalks
Is the event ticketed or include fees? ❑ Yes ® No If yes, list fees and fee groups below:
E
Does the event have any partnered sponsorships? ❑ Yes R) 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:
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past we hare, �U� %w d, \m � ale oks.
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:
C�
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 anima Is 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:
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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
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:
0
Will there be any musical entertainment features at the event? ® Yes ❑ No
o If yes, describe the type of music, schedule of sound check/performances, and the names of any artists
performing:
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check u•��\ vwl be A W4\e hours `okan Imt vwA 1.. )Uvm .
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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.stjoseph.in.us
Section E - Food
Are you having food at your event (food vendors, caterers, food trucks, etc)? ® Yes ❑ No
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: sichd.ore/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 DO 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 in.Aov/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 Phone:
Address:
(b)
Name:
Qualifications:_
Name:
Qualifications:.
Name:
Qualifications:.
Contact Name:
Email:
City/State/ZIP:
Contact Phone:
Contact Phone:
Contact Phone
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.
• Proposed Cleanup Plan - This plan should include, but is not limited to:
o Measures in place to collect and remove trash, litter and recyclables.
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•
• 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.
• 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.
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
40
• Section G- Contingency and Strategic Planning
Emergency Safety Plan
We will be following all procedures found in our Emergency/ Public Safety Manual.
There will be 2-3 SJCPL Crisis Intervention Staff present at the event. Most event personnel will
have radios on them for communication. If we need to make public announcements, we will do
so through the microphone and PA system set-up for the performances on stage. We have a
script within the library system for important announcements.
Proposed Cleanup
SJCPL has a janitorial/maintenance staff who will provide post event cleanup. All food vendors
are expected to clean up after the event and dispose of their own waste.
Inclement Weather Plan
In the case of poor weather, we have a backup plan to host the event indoors.
We will have one person in charge of making all safety announcements to the public.
• We will shuttle all attendees into the library and/or into the basement in case of a tornado.
Proposed Lost and Found
SJCPL has a lost and found procedure already in place consisting of lost item documentation
and a secured location for the 30 day retention of lost items. There will be signs posted at the
event to signify where people can find missing items or turn in lost items to library staff.
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.
Section I - Mitigation of Impact
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.
•
Section J - 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.
0
Section K - Indemnity & Hold Harmless Agreement
City of South Bend Special Events Committee
• Indemnity & Hold Harmless Agreement
Date:m V1`1 Z� 12�75 Event Date: )
e: ���� I�n
Event Name: C%%Vwy) kqAllha m A
Organization:
Applicant (Contact) Name: VIMY\ IN
Applicant (Contact) Phone: Alt. Phone:
Email: �A•
Address: 144 S. V%M e� City/State/ZIP:
Event ocation (Please describe):
wou\�, on 'lv��t�c�an S�. bar Wcsi�xw� Wayne St.
Length of Event (Dates/Times): ,A�t b =& fm\ 'A''3opm-j'3n pin
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: 1 \Mo� ft`I Wft \Uaereestoindemnifv.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-wayfor 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:
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.
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:
Applicant Sign
Printed Name:
Pr 'dent
er
SPECIAL EVENTS COMMITTEE APPROVAL
Member
Member
Date
■ Book Bike and Outreach Table
■ SB Bike Garage
■ Summer Reading Sign-up
. Craft/Activity Table
■ Face painting
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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:
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Date of Event: Vt W i�
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Denise Miller
from: Rachael Zeiger-Toppen <rzeiger@sjcpl.org>
Sent: Wednesday, April 23, 2025 10:34 AM
To: Denise Miller
Cc: Amy Roush
Subject: Re: Summer Reading Kick Off
Attachments: 0996_001.pdf
Hello Denise,
I have attached the couple of signatures that I received to this email. I got a signature from both the
Music village (located on Michigan St.) and a business in the building at 100 E Wayne Street. I also called
the management company for this whole building so that they will be able to alert the whole building of
the street closure.
Please let me know if you need anything else from me.
Thanks!
On Thu, Apr 17, 2025 at 11:08 AM Denise Miller < mill r@soQu hhb n kn—gov> wrote:
• Hello Rachel,
I just wanted to remind you that the Special Events Committee has requested signatures of approval from the
businesses potentially affected by your requested street closure.
I have attached a copy of the signature form.
The next meeting for Special Events is scheduled for April 23rtl. Please email the signatures back to me soonest
and I will add your event to the next agenda.
Best to you,
Denise
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