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HomeMy WebLinkAboutSpecial Event - NeighborFest-Sept 12 2025sov in APPLICATION FOR USE OF P"M-F PUBLIC RIGHT-OF-WAY FOR EVENT The following special event has been approved by the Special Events Committee. Submitted by: Denise Miller Event name: NeighborFest Event Date: Se tember 12 2025 Street Closure: Blaine Ave between Lincoln Way and LaPorte Ave Closure Times: 10:00 am to 8:00 Sidewalk Closure: © Yes F■ No Comments: Celebration of Intend Indiana's partnership with the City of South Bend. Showcasing affordable housing developments. Local small businesses will be serving food. 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 X& f do Attest: Hillary R. Horvath, Clerk Date: September 9, 2025 9 L_J r City of South Bend Special Event Application City and Regional Event At $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 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: 8/27/2025 Organization Name: Intend Applicant (Contact) Name: Corinne Applicant (Contact) Phone: 847-899- Contact Email: crobinson@intendindiana.org Address: 1704BdldontaineSt_ City/State/ZIP: Indianapolis, IN 46202 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: Section B — Event Information • Event Name: Neighbor Fest Event Type: (Festival, Race, Parade, Other): Block Party Event Classification: ❑x 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]: 9/12/2025 Time: 9:00 AM Date of Event [mm/dd/yy]: 9/12/2025 Begin Time: 11:00 AM End Date of Event [mm/dd/yy]: 9/12/2025 End Time: 7:00 PM Event Cleanup Completion [mm/dd/yy]: 9/12/2025 Time: 8:00 PM Rain/Alternative Date: If yes, please provide the date: Total anticipated attendance: The proposed event will require the closing of: ® Streets Is the event ticketed or includes fees? ❑ Yes ® No IF YES: List fees and fee groups below: Sidewalks❑ Does the event have any partnered sponsorships? ❑ Yes ® 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: IF YOUR EVENTI5A PARADE, RACE, OR OTHER PROCE55IONAL-TYPE EVENT, 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: 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, please provide a supplement writing describing the approximate numberand 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: E Section D - Equipment. 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: DJ Gino will be providing music throughout the day but will not be using the stage. There is a Certificate of Insurance attached to this application with the City of South Bend insured since they will be setting up the stage 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. We will be using weights to keep the tent down instead of anchorings Does your event include the use of fireworks or other pyrotechnics? ❑ Yes ® No • IF YES: • Depending on the potential fire risk, applicants may need to receive approval of the South Bend Fire Department (process facilitated by event coordinator). • Only consumer grade fireworks can be used during certain time frames (July 41, and New Year's). c A permit must be applied for with the Indiana Department of Homeland Security for Commercial Grade Fireworks show. • All entertainment events should have a permit from the IDHS Amusement and Entertainment Permit. • Describe the event's proposed fire -related entertainment: 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: We will be having a DJ at the event who will have their own set up apart from the stage For stage inspections, contactthe Department of Homeland Security at 317-232-2222. is IF YOUR ROUTE CROSSES OVER A STATE ROAD OR A BRIDGE, please contact the following for permission: State, INDOT: Michae/Hurl, mhurt101nd00n.o0v, 219-851-1426 CountyBndges: Andy Hayes, ahayes0co.st-bseah.in. us, 574-235-9626 • 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 have a City of South Bend business license for Food Vending Vehicle. (Contact Michelle Adams at MadamsO)southbendin.aov) • 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.org/food-service. Please select food sales types: ❑ Food Vendor ❑ Caterer ❑x Food Truck ❑ Other: IF A FOOD TRUCK, please list company name: -Ark Angels • -L's Barbeque -Cambodian Thai -Twisted Daquiri (non-alcoholic) Describe how food will be cooked and served as well as any preventative safety measures: Food will be cooked inside of the food trucks with all St. Joseph County health measures followed. Food will be served at the trucks and eaten at tables throughout the tent area. All food truck vendors have received applicable permits. 0 Will alcohol be served or sold? Section F — Alcohol ❑ 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. 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). Company Name: Contact Phone: Address: 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 public safety personnel. o If hiring a private security service, provide contact information, proof of insurance and the number of hired event personnel. Proposed internal communications systems and public address systems. Jarvier will discuss options for off duty police officers/community volunteers for the event. • Proposed Cleanup Plan —This plan should include, but is not limited to: Measures in place to collect and remove trash, litter and recyclables. The City of South Bend will be providing trash bins and trash bags. We will be helping to remove the bins at the end of the event. 6 trash bins and trash bags • 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. Rain date. Weather information and forecasts can be found at https://www.weather.gov/ In the event of severe weather, we will be letting attendees know in advance to travel back to their homes. If attendees cannot travel safely back to their homes, there will be space to shelter at The Dream Center and also at South Bend Heritage as a second option. There will be no rain date. • Proposed Lost and Found Plan — This plan should include, but is not limited to: Adescription of the use of signage, announcements on public address systems or pre -event handouts. 40 We will make announcements at the beginning and end of the block party for lost and found items Section H—Site Plan / Route Mao Ank 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. Applicants should ensure all roadway (right of way) closure times are specific and separate from the event setup and event start/end times (i.e., roadway closures times may not be perfectly identical or linked to the duration of the event). o All bridge closures require County Engineering approval. (County Bridges: Andy Hayes, ahayesCOm.stjoseph.in.us, 574-235-9616) o Allstate road Closures require INDOT approval. (State, INDOT.• Michael Hurt, mhurtl@indoUn.gov, 219-851-1426) • 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. 0 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 in writing 15 days prior to the event. Attach a copy of the brochure or door hanger distributed to all affected residents/businesses/neighborhood groups describing the event purpose, date and time. E 11 Section ] - Insurance • A Certificate of Insurance (copy) confirming the existence of a liability policy (General Liability and Automobile Liability) of not less than $1,000,000 per occurrence and $2,000,000 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. • L_J Section K - Indemnity & Hold Harmless Agreement • City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Date: $27/Z025 Event Date: 9/12/2025 Event Name: Neighbor Fest Organization: Intend Indiana Applicant (Contact) Name: Corinne Robinson Applicant (Contact) Phone: 847-899-1305 Alt. Phone: Email: crobinson@intendindiana.org Address: 1704 Belleforitaine St City/State/ZIP: Indianapolis, IN 46202 Event Location (Please describe): Empty lots on 1133 and 1135 Harvey St Length of Event (Dates/Times): Insurance Amount: This event is insured for no less than $1,000,000 per occurrence and $2,000,000 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: Intend Indiana agrees to indemnify, defend and hold harmless the City of South Bend, Indiana, its agents, officers, and employees (collectively ("City'D, from any liability, loss, costs, damages or expenses, including attorney fees, which the City, 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 City, 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 Authorized Organizer Signature: [oya tw R040" Printed Name and Title: Corinne Robinson - Real Estate Specialist U L] 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 in the area impacted by the event. 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. 4. The APPLICANT shall reimburse the City for the actual cost of the event, if the City incurs unexpected, undisclosed expenses related to the event. 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 $1,000,000.00 per occurrence and $2,000,000.00 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. 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, 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. 9. 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 and such times will be strictly enforced. 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: 827/2025 Applicant Signature: earuare Printed Name: Corinne SPECIAL EVENTS COMMITTEE APPROVAL e ident Me er ber Member Member B/a :7/a s Date r L ACORO' KINGPAR-01 CERTIFICATE OF LIABILITY INSURANCE SHIELLIEBRAGG DATE (MMIDD/VYri) 8/2212025 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 is 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 endorsements . PRODUCER _NAMTRCT NFP Property & Casualty Services, Inc. PHONE FAX (aC, No. Eat: 317 808.7272 AK:, NI 972-7142 8900 Keystone Crossing Suite 900 nb"b�tl Indianapolis, IN 46240 INSURERS AFFORDING COVERAGE NAICa INSURER A: Cincinnati Insurance Company 10677 INSURED INTEND INDIANA/ AFFORDABLE HOMEMATTERS INDIANA INSURER 8: LLC INSURER C : BUILD FUND LLCIEDGE FUND LLC INSURER O: 1704 BELLEFONTAINE ST Indianapolis, IN 46202 INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: 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 TYPE OF INSURANCE ADOL sUSR POLICY NUMBER POLICY EFF POLICY E%P LIMITS A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE OCCUR )( ENP 0004967 1DI8/2D24 10/BI2025 EACH OCCURRENCE PREMISES E( RENTED MED EXP (Any one erim PERSONALaADVINJURY GENERAL AGGREGATE PRODUCTS - COMPIOP AGG $ 1,000,000 100,000 $ ' $ $1000 I il 11000,000 S 2,000,000 S 2,000,000 S EN'L AGGREGATE LIMIT APPLIES PER: ' POLICY jE� LOC OTHER: A AUTOMOBILE LIABILITY _ ANY AUTO _ AUgT�O�S ONLY ALoITFFIIOSWyULryryEEED X AUTOS ONLY X AUTO ONLDV J( IENP 0004967 1018/2024 101812025 COMBINED SINGLE LIMIT BODILY INJURY Per arson BODILY INJURY Per acchlenl PerOamdryent MAGE S 1,000,000 S 1,000,000 S 1,000,000 S 1,000,000 A X UMBRELLA LAB x OCCUR EXCESS LAB CLAIMS -MADE X ENP 0004967 1018/2024 10/812025 DIED : RETENTIONS EACH OCCURRENCE AGGREGATE S 2,000,000 S 2,000,000 WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETgOERPARTNERIEXECUTIVE YIN WOF1daRryEn NNR EXCLUDED' J' NIA NN If yes describe under DESC R14TION OF OPERATIONS below PER OTH- E.L. EACH ACCIDENT E.L. DISEASE -EA EMPLOYE E.L. DISEASE -POLICY LIMIT $ S S DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD fat, Additional Remarks Schedule, may be aKached Kmore space Is required) City of South Bend is named as additional insured where their interest may appear. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE CI of South Bend City THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ,�I`o/I ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD o< rn eF INTEND ''`_ South Bend Near Northwest Neighborhood N D I A N A `_ Heritage RP.,R,rFD 1-1 • � Northwest Bank` INNER CITY Source Bank RELIABLE ROOFING & CONSTRUCTION COMMUNITY 1i FOUNDATION �� OF ST JOSEPH COUNTY J&E I l-opel4lies j4ACOG Mi<M1ia� Area COMM of Govemm¢ntl INTEND 0 v INDIANA Dear Resident, On behalf of Intend Indiana, we would like to not only inform you of the block party we are hosting on September 121" but also invite you to attend. This Neighbor Fast will be a time to learn about the developments happening in the Lincoln Park Neighborhood, and also to connect with members of the community and learn about local available resources and opportunities. The block party will be held on the empty lot at 1133 Harvey St from 4PM — 7PM and will include food trucks and activities/crafts for kids. We would love it if you would join us for an afternoon of celebration, networking, and community connection. We sincerely hope to see you at NeighborFest on September 121" and look forward to getting to know you! Best, Intend Indiana 317-924-8116 info@intendindiana.org • C� „ap uo apnea (F I.P. BEY n�POj Ary roaS i • H w w N ado aZZ� oQ z�� Z Ja N ZO W< FW<m zmo oz 0 z, ug E. 0 Ln CO N m cc O m .a