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HomeMy WebLinkAboutSpecial Event - NNN Arts Cafe-September 21 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: NNN Arts Cafe Event Date: Se tember 212025 Street Closure: California between Sherman Ave and Portage/Cottage Grove intersection Closure Times: 9.00 am to 8:00 Sidewalk Closure: ❑ Yes © No Comments: Neighborhood fall festival showcasing housing work; featuring art vendors, food vendors, and music in a block party atmosphere. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Joseph R. Molnar, Vice President Breana Micou, Member hl f Avg Murray L. Miller, Member Attest: Hillary R. Horvath, Clerk Date: August 12, 2025 T$ 1 0 City of South Bend Special Event Application d' 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 Brine 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 Information Date of Application: July 8 2025 Organization Name: Near Northwest Neighborhood, Inc. Applicant(Contact)Name: KathySchuth Applicant (Contact) Phone: 574-232-9182 Contact Email: rmndirector@nearnorthwest.org Address: I007 Portage Ave City/State/ZIP: South Bend, IN 46616 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: N/A Contact Phone: • Address: Event Name: NNN Arts Cafe Contact Name: Contact Email: City/State/ZIP: Event Type: (Festival, Race, Parade, Other): Neighborhood 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: Adetailed map plan is required in Section H of this application. The description should be a summary overview.) Neighborhood fall festival showcasing NNN housing work; involves art vendors, food vendors, and musician stage in block party style. Also involves hay wagon and other activities. Date of Event Setup (mm/dd/yy): 09/21/25 Time: 9:00 am Begin Date of Event [mm/dd/yy): 09/21/25 Time: 12:00 pm End Date of Event Imm/dd/yy): 09/21/2S Time: 6:00 pm Event Cleanup Completion[mm/dd/yy): 09/21/25 Time: 8:00om • Total anticipated attendance: 1,200 The proposed event will require the closing of: ❑x 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: Sponsorship solicitations underway; no confirmed sponsors to date. Is this a returning special event or part of a series of special events? ❑X Yes ❑ No If yes, provide the date, location, and attendance of past special events and/or future planned events in the series: This is an annual event in the Near Northwest Neighborhood in South Bend, with the event area focused around Portage/California/ Cottage Grove and the NNN offices and community room. 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: 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 - Equipment Set-uo and Logistics Are you hiring a company to provide entertainment, games or inflatables? ❑ Yes ❑x 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 Q 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 ❑x 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: l Will there be any musical entertainment features at the event? 0 Yes ❑ No o If yes, describe the type of music, schedule of sound check/performances. and the names of any artists • performing: Music will be at two locations from 12-6 pm during the event, with initial sound checks occurring at I I am. The names of the artists have not been determined to date, but styles will be bluegrass, acoustic, ambient, and rock from local performers 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, IN DOT: Countybridges: Michael Hurt Andy Hayes 219-235-7528, Mhurtl@indot.in.gov 574-235-9626, ahayes@co.st-joseph.in.us Section E - Food Are you having food at your event (food vendors, caterers, food trucks, etc.)? ❑X 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 at the St. Joseph County Health Department Food Service website: s4chd.ore/food-service. Please select food sales types: ® Food Vendor ❑ Caterer ® Food Truck ❑ Other: • If a Food Truck, please list company name: Food truck participation TBD Describe how food will be cooked and served: All food vendors will apply for and receive proper St Joseph County Permits and be responsible for their own prep, cooking, and serving. Section F - Alcohol Will alcohol be served or sold? ❑ Yes ❑" 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.gov/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. 1101 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: Qualifications: Name: Contact Phone: Qualifications: Name: Contact Phone: Qualifications: 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. We do note anticipate the need for any certified officers, fire, or emergenct medical personnel. We will contact the South Bend Police Department to notify them of the event for their awareness. We are not hiring a security service. In case of emerggency, event coordinators will have each other's contact information, and will create a plan of communicastion. THe main outdoor public address system will be through the main stage. For interior spaces, vocal instructions would be the main source, as well as smoked and fire detectors and aalarms for fire emergencies. Proposed Cleanup Plan - This plan should include, but is not limited to: o Measures in place to collect and remove trash, litter and recyclables. We will have a temporary dumspter available for event cleanup, and provide cardboard event receptables for trash and recylcing. These receptables will be monitred and emptied during the event, and trash emptied into the sdumpster at the end of • the event, and recycling collected for pickup. n LJ • 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. In the event of severe weather, we will invite immediate shelter into the Community CEnter of the Near Northwest Neighborhood. Should a tornado warning or watch occur, we will postpone, close, or cancel the event - inviting immediate shelter or for attendees to leave for a preferred shelter if time to do so. In the case of exxtreme temperatures, we will consider postponing, closing, or cancelling the event, likely within 24 hours of the event start time. Proposed Lost and Found Plan - This plan should include, but is not limited to: o Adescription of the use of signage, announcements on public address systems or pre -event handouts. Signage will be in place to direct attendees to the welcome tent, event areas, restrooms, and the volunteer area/office. Event handouts include location information of all of the above. 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: 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. ACertificate 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. Confirmed, will provide Section K - Indemnity & Hold Harmless Agreement • L City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Date: July 8, 2025 Event Date: Event Name: NNN Arts Cafe September 21, 2025 Organization: Near Northwest Neighborhood Inc. Applicant (Contact) Name: Kathy Schuth Applicant (Contact) Phone: 574-232-9182 Alt. Phone: 574_514-9588 (cell) Email: nnndirector@nearnorthwest.org Address: 1007 Portage Ave City/State/ZIP: South Bend, IN46616 Event Location (Please describe): Event is location at and near the NNN Offices at 1007/1013 Portage Ave, with street closures from Portage/Cottage Grove/ California intersection in approximately a three block area of California and Cottage Grove Aves. Length of Event (Dates/rimes): 9/21/25 12-6 pm event times 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: Near Northwest Neighborhood, Inc. agrees to indemnity, 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 thioate: July 8, 2025 Signature Executive Director 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). 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. 2025 Printed Name: Kathy SPECIAL EVENTS COMMITTEE APPROVAL r� si r Member Me Member 1/J3/;5 Date • August xx, 2025 Dear NNN Neighbor, We are planning our Annual NNN Arts Caf6 to be held on Sunday, September 21 from 12:00 p.m. until 6:00 p.m. The Arts Cafe will take place along California Ave. between Sherman and Portage and include the NNN office complex. As in past years, the event will include a hayride to the various houses under construction by the NNN. Artists' wares will be available for sale in addition to culinary delights. Local musicians will add to the atmosphere, providing music for your enjoyment. We invite you to come and share in the festivities! The NNN has requested for the City to close California Ave. from Sherman Ave. to Portage Ave. and from California to the first alley on Cottage Grove Ave. to vehicle traffic during the Arts Cafd. If you do not think we should close the street, or have concerns about the event - please do let us know. On the day of the event, because we are closing the street, your vehicles need to be removed from the street by 9:00 am on September 21. The street will need to be • closed for set up and clean up from 9:00 am to 8:00 pm, but we will re -open it as soon as it is safe to do so. Additionally, if you need to get ADA access to your home during the event, please give the office a call on or before September 17 and we will make arrangements. On the day of the event, our Welcome Tent on Portage Ave is the best way to get in touch. We appreciate your cooperation and hope you will join in the festivities. If you have any questions or would like to volunteer in making this years' event a success please call the NNN at 574-232-9182, Thank you for understanding. 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