HomeMy WebLinkAboutSpecial Event - St Joseph County Crop Walk-Sept 21 20254Sp-
APPLICATION FOR USE OF _ =.
vt i t
PUBLIC RIGHT-OF-WAY FOR EVENT
The following special event has been approved by the Special Events Committee, Isis;
Submitted by: Denise Miller
Event name: St Joseph County Crop Walk
Event Date: September 21, 2025
Street Closure: Brief crossings at intersections starting at East Bank Trail;
Sample St Bridge;Lincoln Way,• High St,• Wenger; Fellows,
Broadway: Bronson; Edgewater: Plaza Park sidewalk
Closure Times: Walk begins at 1:00 pm - Concludes 5:00 pm
Sidewalk Closure: ❑ Yes 0 No
Comments: Annual walk occurs the last Sunday in September. Walk begins
at Zion UCC and concludes in Howard Park.
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: Hillary R. Horvath, Clerk
Date: September 9, 2025
City of South Bend Special Event Application
• '', City and Regional Event
`y $50 application fee if filed 60 days or greater (up to 360 days) in advance of event
,ess
$100 expedited application fee if filed 30-59 days in advance of event
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: 8/12/2025
Applicant (Contact) Name:Tom Whipkey
Organization Name:_St Joseph County Crop Walk
574 485-9245 twhi ke att.net
Applicant (Contact) Phone: _____-___ Contact Email: P _-Y
Address: 1139 Miner St _ city/state/ZIP: South Bend IN 46617 —
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 Name:
Contact Phone: ____-_-------- Contact Email: ---- __
Address: ____ City/State/ZIP: ----- --
Section B - Event Information
Event Name:
St Joseph Couny Crop Walk Event Type: (Festival, Race, Parade, Other): Walk -------
_____-____-____
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.)
Set up begins Saturday morning with marking the routes with sidewalk chalk. Participants
begin arriving Sunday at 1 pm. The walk begins at 2pm and concludes no later than 5pm.
Date of Event Setup [mm/dd/yyl: 9/21 /2025 ___
Begin Date of Event [mm/dd/yyl: 9/21 /2025 --
End Date of Event [mm/dd/yy): _9/21 /2025 _______
Event Cleanup Completion [mm/dd/yy): 9/21 /2025
Total anticipated attendance: 200 — — __
Time: 7:00am
Time:
1:OOpm — —
-----------------
------------------
Time:5:00pm --------------- --
5:00pm ------------------
Time: ----—----- ---
The proposed event will require the closing of: ❑ Streets 0 Sidewalks
Is the event ticketed or include fees? ❑ Yes M No If yes, list fees and fee groups below:
Does the event have any partnered sponsorships? M Yes ❑ No
If yes, list the number of sponsors at each level of partnered sponsorship:
Church World Services
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:
The last Sunday in September for the last 40 years at Howard Park and Zion UCC. Average
attendance is 200.
�J
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? 0___
Describe any sound equipment that will be used in the parade/race:
A small sound system will be used prior to the start of the walk at Zion UCC.
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 0 No
If yes, list categories and anticipated participants per category.
A long walk along the river to Broadway Christian Parish and back. A short walk along the
river to the Farmers Market and back.
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 - Eouigment. Set-ug s and Los istic
•
Are you hiring a company to provide entertainment, games or inflatables? ❑ Yes 0 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 0 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 0 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:
9
Will there be any musical entertainment features at the event? ❑ Yes M No
o If yes, describe the type of music, schedule of sound check/performances, and the names of any artists
• performing:
Section E - Food
Are you having food at your event (food vendors, caterers, food trucks, etc.)? ❑ Yes ® No
o 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.org/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.
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 Namc
• 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.
If hiring a security service, provide contact information and the number of hired event personnel.
Proposed internal communications systems and public address systems.
Walkers will be advised to call 911 in case of emergency. Walkers will be advised to call the
Zion UCC office for non emergency needs. A vehicle will circulate along the long walk route to
provide assistance if needed.
Proposed Cleanup Plan - This plan should include, but is not limited to:
o Measures in place to collect and remove trash, litter and recyclables.
Designated walkers will carry trash bags to pick up litter along the routes. Trash will be
disposed of in the Zion UCC dumpster.
Walkers will shelter inside Zion UCC. Walk could be canceled.
Inclement Weather Plan - This plan should include, but is not limited to:
o Safety measures that will be taken in the event of a tornado warning, tornado watch,
• thunderstorm, and extreme temperatures.
Designated walkers will carry trash bags to pick up litter along the routes. Trash will be
disposed of in the Zion UCC dumpster.
Walkers will shelter inside Zion UCC. Walk could be canceled.
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.
Lost and found will be in the Zion UCC office.
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:
There were no links to routes. We are not planning any right of way closures.
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.
11
Section K - Indemnity & Hold Harmless Agreement
•
•
•
City of South Bend Special Events Committee
Indemnity & Hold Harmless Agreement
Date: 8/12/2025 Event Date: 9/21 /2025
Event Name: St Joseph County Crop Walk
Church World Services
Organization: ------------------------------------
Applicant (Contact) Name: Tom Whipkey
Applicant (Contact) Phone: 574 485-9245------
Email: twhipkey@att_net ------------ _---- __
1139 Miner ST
Address: --------------------------------------
Event Location (Please describe):
Alt. Phone:
City/state/ZIP: South Bend IN 46617
Starting at Zion UCC walkers will walk along the East Race and/or to Broadway Christian
Parish and back.
Length of Event (Dates/Times): 9/21 /2025 1 pm-5pm
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:
St Joseph County Crop Walk __—_--____—_ - 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: 8/12/2025
Thomas W Whipkey
Authorized Organizer Signature
Thomas W Whipkey
Printed Name and Title
Digitally signed by Thomas W Whipkey
Date: 2019.07.29 06:18:16-04'00'
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: 8/12/2025
Digitalty signed by Thomas W Whipkey
Applicant Signature:
Thomas W Whipkey--------------- eta:20,9.07_2906:19:17-04'00-------------------
Printed Name: Thomas W Whipkey----------------------- _
-----------------------------------
SPECIAL EVENTS COMMITTEE APPROVAL
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This walk will proceed south from Zion UCC along the East Bank Trail to the old
Sample Street bridge. Cross the bridge using the sidewalk. Cross Lincoln Way. Follow
Sample St on the south sidewalk. Turn south on High St follow the east sidewalk. Turn
west on Wenger St use the north sidewalk along the park. Turn south on Fellows St use
the east sidewalk. Turn west on Broadway St use the south sidewalk to Broadway
Christian Parish,
Leave Broadway Christian Parish turn east on Broadway St use the south sidewalk.
*Turn north on Fellows St use the east sidewalk. Continue north on Fellows St crossing
Sample St use the east sidewalk. Turn east on Bronson St use the north sidewalk. Cross
Lincoln Way. Follow Bronson St then north on Edgewater Dr to the Plaza Park sidewalk.
Follow the sidewalk north to the pedestrian bridge. Cross the bridge into Howard Park.
Turn north and return to starting point.
11
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A`ORO® CERTIFICATE OF LIABILITY INSURANCE
DATE(MMIDDMYY)
8/13/2025
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
Waldorf Risk Solutions, LLC
PO Box 590
Huntington NY 11743
CON A Zr—
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NAME;
631-423-9500 uc xo: 631-424.7810
nooness: info wrs1928.cem
INSURE S AFFORDING COVERAGE
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INSURER A: Certain Underwriters at Lloyds, London - AA1 122000
INSURED CHUWRL
INSURERS:
Church World Service Inc.
475 Riverside Drive, #700
INSURERC:
New York NY 10115
INSURERD:
NSURER E :
INSURER F :
COVERAGES CERTIFICATE NUMBER: 1272590313 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
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Coverage certified above extends to include the Certificate Holder as Additional Insured but only with respect to liability arising out of the CROP Walk.
RE: St. Joseph County Crop Walk on 921/2025
r.FRTIFICATF Hlnl nFR CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
City of South Bend
731 S. Lafayette Blvd
South Bend IN 46601
AUTHORRED REPRESENTATIVE
U. '1 "�"' n1
9)1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD
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POLICY NUMBER: 25W1777 COMMERCIAL GENERAL LIABILITY
CG 20 26 04 13
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - DESIGNATED
PERSON OR ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name Of Additional Insured Person(s) Or Organization(s):
The City of South Bend
731 S. Lafayette Blvd.
South Bend, IN 46601
Information required to complete this Schedule, if not shown above, will be shown in the Declarations.
A. Section II — Who Is An Insured is amended to
include as an additional insured the person(s) or
organization(s) shown in the Schedule, but only
with respect to liability for "bodily injury", "property
damage" or "personal and advertising injury"
caused, in whole or in part, by your acts or
omissions or the acts or omissions of those acting
on your behalf:
1. In the performance of your ongoing operations;
or
2. In connection with your premises owned by or
rented to you.
However:
1. The insurance afforded to such additional
insured only applies to the extent permitted by
law; and
2. If coverage provided to the additional insured is
required by a contract or agreement, the
insurance afforded to such additional insured
will not be broader than that which you are
required by the contract or agreement to
provide for such additional insured.
B. With respect to the insurance afforded to these
additional insureds, the following is added to
Section III — Limits Of Insurance:
If coverage provided to the additional insured is
required by a contract or agreement, the most we
will pay on behalf of the additional insured is the
amount of insurance:
1. Required by the contract or agreement; or
2. Available under the applicable Limits of
Insurance shown in the Declarations;
whichever is less.
This endorsement shall not increase the
applicable Limits of Insurance shown in the
Declarations.
CG 20 26 04 13
0 Insurance Services Office, Inc., 2012
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