HomeMy WebLinkAboutSpecial Event - South Bend Riley Homecoming Parade-Sept 26 2025•
APPLICATION 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: South Bend Riley Homecoming Parade
Event Date: September 26 2025
Street Closure: Parade route Fellows to Ireland; Miami to Jackson;
Jackson to High School
Closure Times: 6:00 pm to 6:45 pm
Sidewalk Closure: ❑ Yes F No
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Comments: Annual Homecoming Parade
CITY OF SOUTH BEND, INDIANA
BOARD OF PUBLIC WORKS
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Elizabeth A. Maradik, President
Gary A. Gilot, Member
P"I ' 'k 7"Z'4�-7
Murray L. Miller, Member
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Joseph R. Molnar, Vice President
Breana Micou, Member
Attest: Hillary R. Horvath, Clerk
Date: August 12, 2025
1
r City of South Bend Special Event Application
o\.
FrI Y,, 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 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: YI JI o•S Organization Name: S i� �lilet�
Applicant (Contact)
Applicant (Contact) Phone: ,A 51D3 Contact EEmmail:: 4( ab) k5b-SR im j
Address IM !3 >CAkD(A)' 5 City/State/ZIP: J' l7 -Yh) (4U-03
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 Name:
Contact Email:
City/State/ZIP:
�j Section B - Event Information �� �/,j�
Event Name WYMP PDi+Y 0 j IQ(�� Event Type: (Festival, Race, Parade, Otherlaade -
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/yy]:C04 a6,a5 Time: ` ,-ob
Begin Date of Event [mm/dd/yy]: U;1 Time: Ll -®v
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End Date of Event [mm/dd/yy]: ��-ll ^ / - Time: �J
Event Cleanup Completion[mm/dd/yy]: QU Time:
• Total anticipated attendance: 00
The proposed event will require the closing of: Streets ❑ Sidewalks IL MlL(m1 .
•
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Is the event ticketed or include fees? ❑ Yes 4No If yes, list fees and fee groups below:
Does the event have any partnered sponsorships? ❑ Yes rz 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 ZNo
If yPa, prnvide the date, location, and attendance of past special events and"or future planned events in the
series:
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? —X rep lG-42
Describe any sound equipment that will be used in the parade/race:
Chr s� (4A Gen- (r -0
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cam)
Does the event have participant categories? For example, a run that has different race divisions or a parade with
separate walking/marching groups.
• ❑ Yes A 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:
30
Section D - Eauioment Set-uo and Logistics
• Are you hiring a company to provide entertainment, games or inflatables? ❑ Yes WNo
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 No
o If yes, you must provide proof of locates (locate number) two (2) weeks prior to your event. I-ates can
be found by calling 811.
Does your event include the use of fireworks, rockets, lasers, or other pyrotechnics? ❑ Yes Iq 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:
L.�
Will there be any musical entertainment features at the event? ❑ Yes V No
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 abridge please contact the following for permission:
State, IN DOT: County bridges:
Michael Hurt Andy Hayes
219-235-7528, Mhurtl@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 L1lJ 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 applyfor 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.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 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.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.
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.
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
Contact Name:
• Contact Phone: Email:
Address: City/State/ZIP:
(b)
Name:
Qualifications:
Name:
Qualifications:
Contact Phone:
Contact
Contact
Section G - Contingency and Strateeic 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.
• Inclement Weather Plan - This plan should include, but is not limited to:
o Safety measures thatwill be taken in the event of a tornadowarning, 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.
• For parades, races and other processional events:
Are you selecting one of South Bend Police Department's (SBPD) pre -approved race routes? ❑ Yes X 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
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.
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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
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Date: UV I LEsJ
Event Name: Organization:%
Applicant (Contact) Name: k
Applicant (Contact) Phone,
Email: rS
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Address: L b)' � r L
Event Location (Please describe):
Length of Event (Dates/Times): _
City of South Bend Special Events Committee
Indemnity & Hold Harmless Agreement
City/State/ZIP: 52) 3U '—I LCL! lJ
(fl�-O(DPAI- 0'tl
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: S •-b -VI's1 'Wqh S&)1Cd agrees to indemnify, defend
and hold harmless the Civil City of South 6end, 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: (S.)3. 3-T
Authorized Organizer Signature
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Printed Name and Title
:
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.
S.
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: t a x . 0_
Applicant Signature:
Printed
SPECIAL EVENTS COMMITTEE APPROVAL
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FORM APPROVED BY STATE BOARD OF ACCOUNTS
FOR SOUTH BEND COMMUNITY SCHOOL CORPORATION
SCHOOL EXTRA -CURRICULAR ACCOUNT
JAMES WHITCOMB RILEY HIGH SCHOOL
NE WILDCAT WAY, 1902 S. FELLOWS ST.. SOUTH BEND, IN 46613
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1 ST SOURCE BANK NO.- 032952 THIS
OECR3NOFVOID
WO(2YEAR 0YEARSAFTER
SOUTH BEND. INDIANA
71-1212
Mate: 06/23/25
PO #: 043302 032952
Claim: 983
Fund: Student Activit Homecoming
Invoice:
Purpose: Parade Application
FIFTY AND 00/100 ********50.00
PAY TO: CITY OF SOUTH BEND
731 S. LAFAYETTE
SOUTH BEND IN 46601
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JAMES WHITCOMB RILEY HIGH SCHOOL EXTRA -CURRICULAR ACCOUNT 032952
CONTROL# PO# INVOICE# DESCRIPTION DATE AMOUNT
002677-983 43302 Parade Application 6/23/25 50.00
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CITY OF SOUTH BEND 50.00
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A� o® CERTIFICATE OF LIABILITY INSURANCE
DATE(MMIDDMYV)
s/2412025
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the Certificate holder 15 an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER
Gibson Insurance Agency Inc
202 South Michigan St., Suite 1400
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South Bend IN 46601
CONTACT
Felicia Adamson
PHONE FAX
' 574-245-9949 xo:574236.6399
M
AEDD IL
REfadamson th ibsone .com
INSURERS AFFORDING COVERAGE NAICa
INSURER A: Midwest Employers Casualty Company
23612
INSURED SOUTSEN4M
INSURER B: First Liberty Insurance Corp
33588
South Bend Community School Corporation
737 Beale St
INSURER C: Liberty Insurance Corp
42404
INSURER o: Liberty Mutual Middle Markets
South Bend IN 46616
INSURER E:
INSURER F:
COVERAGES CERTIFICATE NUMBER: 643777526 REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
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 INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
ADDLISUBR
INSO
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POLICYNUMBER
POLICY EFF
MM D
POLICY EXP
MMIDD
LIMA
B
X
COMMERCIAL GENERAL �AL LIABILRY
CLAIMS -MADE a OCCUR
TB&Z51-294136-043
12/1/2024
12/1/2025
EACH OCCURRENCE
31,000,000
PREMISES IEa occurrence
S50O,0D0
MED EXP (Any one pereoe)
$15.000
PERSONAL$ADV INJURY
$1,000.000
GENL AGGREGATE LIMIT APPLIES PER:
POLICY n PRO-
JECT LOC
OTHER
GENERAL AGGREGATE
$2,000,000
PRODUCTS -COMP/OP AGO
$2,000,000
J E., Benefits
$1,000,000
AIROMOBILELIABILITY
ANYAUTO
OWNED S
AUTOS ONLY AUTOBCHEDULED
HIRED X NON -OWNED
AUTOS ONLY AUTOS ONLY
ASC-Z51-29413E-014
12/1/2024
12/1/2025
OMBaBIINNEeDtSINGLE LIMIT
(EAX
51000000
BODILY INJURY (Per Perri
S
BODILY INJURY Per Accident)$
X
PROPERTVDAMAGE
Per accMent
S
$30,000
C
X
UMBRELLA LIAB
EXCESS LIAB
X
OCCUR
CWMS-MAOE
TH7-Z51-294136-054
12/112D24
12/112025
EACH OCCURRENCE
$10,000.000
AGGREGATE
$10.000.000
OEO
X RETENRIONlilAnor$
A
WORKERS COMPENSATION
ANDEMPLOYERVLIABILRY YIN
ANYPROPRIETORMARTNEWEXECUTNE
OJFICER/MEMSEREXCLUDED7 ❑
(Mandatory in NH)
If yes, describe under
DESCRIPTION OF OPERATIONS below
NIA
EWC009940
70/2024
7/7/2025
STRTUTE ER
E.L. EACH ACCIDENT
$1,000,000
E.L. DISEASE - EA EMPLOYEE
$1,000,000
E.L. DISEASE -POLICY LIMIT
$1,000,000
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additlonal Remarks Schedule, may he attached If mere apace is required)
RE: Fall Homecoming Parade for Riley High School
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SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
The City of South Bend ACCORDANCE WITH THE POLICY PROVISIONS.
' 227 W Jefferson St.
South Bend IN 46601 AUTHORIZED REPRESENTATIVE
USA
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C 1988.2015 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD