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HomeMy WebLinkAboutSpecial Event - ND Irish Jam-Oct 3 2025APPLICATION FOR USE OFu PUBLIC RIGHT-OF-WAY FOR EVENT CK The following special event has been approved by the Special Events Committee. lets_ Submitted by: Denise Miller Event name: ND Irish Jam Event Date: October 3 2025 Street Closure: Eddy Street between Angela & Napoleon Closure Times: 12:00 pm to 8:00 pm Sidewalk Closure: ❑ Yes 0 No Comments: Event will feature Notre Dame's men's and women's basketball teams, community programming, with local schools and centers, a DJ -based music program, and a main event with both teams and head coaches present. 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 EmED P-0- F E Breana Micou, Member h"� f 40AL Attest: Hillary R. Horvath, Clerk City of South Bend Special Event Application 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 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. Date of Application: Applicant (Contact) Applicant (Contact) Phone: Address: - e m .. - IiMUI .i 1.1Ti1 8/29/25 Organization Name: Kite / Eddy Street Commons Carissa McNeil Klaers 317-713-7713 Contact Email: cmcneil@kiterealty.com 30 S Meridian Street City/State/ZIP: Indianapolis, IN 46204 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: Intersport (ND event agency) Contact Name: Monique Perez Contact Phone: Address: Pi 419.277.1577 Contact Email: mperez@intersportnet.com City/State/ZIP: • Event Name: No Irish ]am Section B - Event Information Event Type: (Festival, Race, Parade, Community event 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.) 10/3/25 Date of Event Setup [mm/dd/yy]: Ti m e : Date of Event [mm/dd/yy]: 10/3/25 Begin Time: End Date of Event [mm/dd/yy]: 10/3/25 End Time Event Cleanup Completion [mm/dd/yy]: 10/4/25 Time: _ Rain/Alternative Date: If yes, please provide the date: Total anticipated attendance: 2500 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? 0 Yes ❑ No IF YES: apm Gam • List the number of sponsors at each level of partnered sponsorship: Under Armour Is this a returning special event or part of a series of special events? ❑ Yes ® No IF YES: 12:00 am • Provide 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, 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: L1 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: C� • Section D - Equipment, Set-up, and Logistics Are you hiring a company to provide entertainment, games or inflatables? ❑ Yes ® No IF YES: • You must submit proof of insurance forall 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 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 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 4"' and New Year's). o 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: DJ For stage inspections, contact the Department of Homeland Security at 317-232-2222. • IF YOUR ROUTE CROSSES OVER A STATE ROAD OR A BRIDGE, please contact the following for permission: State, INDOT..• Michael Hurt, mhurtlnaindot.In. gov, 119-851-1416 County Sndges. Andy Hayes, ahavesna co.st-ioseoh. in. us. 574-135-9616 • 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 Madamsasouthbendin.gov) • 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.ora/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 as well as any preventative safety measures: • Food will be supplied by Eddy Street Commons restaurants. No outside vendors is n �J Section F —Alcohol Will alcohol be served or sold? ❑ Yes ® No IF NO: Please continue to Section G —Contingency and Strategic Planning. IF YES: Alcohol will only be sold on Restaurant patios The applicant must apply for and receive a temporary liquor license from the Alcohol & Tobacco within ti'Lgmmission. 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 prorate security service, provide contact information, proof of insurance and the number of hired event personnel. o Proposed internal communications systems and public address systems. ND Police, South Bend Police and Private Security officers will be at event Ambulance with 2 EMT's will be at the event • Proposed Cleanup Plan -This plan should include, but is not limited to: o Measures in place to collect and remove trash, litter and recyclables. Eddy street Commons has an internal porter staff • Inclement Weather Plan -This plan should include, but is not limited to: c Safety measures that will betaken in the event of a tornado warning, tornado watch, thunderstorm, and extreme temperatures. o Rain date. o Weather information and forecasts can be found at htti)s://www.weather.ciov/ No rain date. Event will be cancelled. 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. Eddy Street Commons mgmt office has a lost and found • Site Plan /Route Map -For All Events: Section H —Site Plan /Route Mao 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. (CountyBridges: Andy Hayes, ahayes@co.stjoseph.in.us, 574-235-9616) o Allstate road Closures require INDOT approval. (State, INDOT.• Michael Hut, mhutl indot.in.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 othertemporary 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. Site Plan attached. Eddy Street will also have its portable restrooms in place for football season at this time. Port-o=johns are placed throughout the ESC parking garage and in an alley behind Urban Outfitters 0 • Section I — Mitigation of Imoact 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. 0 0 • Section I — 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. • • Section K - Indemnity & Hold Harmless Agreement • City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement 8/29/25 10/3/25 Date: Event Date: Event Name: Notre Dame Irish lam presented by Under Armour Organization: Kite Realty / Eddy Street Commons Applicant (Contact) Name: Carissa McNeil Maers Applicant (Contact) Phone: 317-713-7713 Alt. Phone: 317-437-4351 Email: cmcneil@kiterealty.com Address: Mo �n;,., City/State/ZIP: Indianapolis, IN 46204 st Event Location (Please describe): Eddy Street between Angela and Napoleon 12pm -8pm (media break from 4-6) 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: Eddy Street Commons agrees to indemnify, defend and hold harmless the City of South Bend, Indiana, its agents, officers, and employees (collectively ("City"), 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 Date: 8/28/25 Authorized Organizer Signature: Printed Name and Title: Carissa Mcneil Klaers , Senior Director 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 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: 8/29/25 Applicant Signature: Printed Name: Carissa McNeil Klaers SPECIAL EVENTS COMMITTEE APPROVAL Member ACORO® CERTIFICATE OF LIABILITY INSURANCE 14/ DATE(MMMDNYYY) 1 11/26/2024 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 Alliant Insurance Services, Inc. S Hope St Ste 3700 Los Angeles CA 90071 NAME. Genevieve Lopez PHO333 IMC. N . 562.545.1624 FAX N„ ""UL DRESS: enevieve.lD ez alliant.com INSURERS AFFORDING COVERAGE NAICS INSURER A: Endurance Assurance Corporatio 11551 ucenaek:OC36861 INSURED KITEREA411 Kite Realty Group Trust 30 S. Mendian Street, Suite 1100 INSURER B : INSURERC: Indianapolis IN 46204 INSURER D: NSURER E: INSURER F : GVVERAGiC5 CERTIFICATE NUMBER_ 114744R1R0 RFVISIFVU NIIYGFO- 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. ILTR TYPE OF INSURANCE A L UBR, PODCYNUMBER MMIOIDY/YYYY himo EXP DMITS A X I COMMERCIAL GENERAL LIABILITY Y GGR10012604107 1211/2024 1211/2025 EACH OCCURRENCE $1.000,000 PREMISES Ea occ. 51,000.000 CLAIMSMADE OCCUR LIMED EXP one Peson) $Endudlld PERSONAL$ ADV INJURY $1,000,000 _ GENt GENERAL AGGREGATE S2,000,000 AGGREGATE LIMB APPLIESPER. POLICY �JJEECT I!LOC PRODUCTS - COMP/OP AGO $2,000.000 S OTHER: AUTOMOMULNBILITY OMRIINEO SINGLE LIMB $ ANY AUTO BODILY INJURY (Per parson) $ OWNED SCHEDULED S AUTOS ONLY PAUTCS BODILY INJURY (Per acdtlan0 HIRED NON-0WNED AUTOS ONLY AUTOS ONLY PROPERTY DAMAGE py a¢Mm1 $ UMBRELIALIAB OCCUR EACH OCCURRENCE S EXCESS LIAR CLAIMS -MADE AGGREGATE $ DED ' RETENTIONS S WORKERS COMPENSATION PE OTH. AND EMPLOYERS' LIABILITY YIN _STATUTE ER ANYPROPRIEfORIPARTNEWEXECUTIVE OFFICERIMEMBEREXCLUDEDT ❑ NIA .S EL EACH ACCIDENT (Mandatory in NH) E L. DISEASE - EA EMPLOYEE S II Yes. descri0a under --- DESCRIPTIONOFOPERATIONSoelow E. L. DISEASE -POLICY LIMIT S DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may ne aXacheal if more spew is squired) RE: Eddy Street Commons - 1234 N. Eddy Street, South Bend, IN 46617 City of South Bend, IN is included as Additional Insured where required by written Contract. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of South Bend ACCORDANCE WITH THE POLICY PROVISIONS. Department of Public Works, Engineering Division 227 W Jefferson Blvd., Suite 1316 AUTHORIZED REPRESENTATIVE South Bend IN 46601 ,yn�UU © 1988-2015 ACORD CORPORATION. All rights reserve) ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD r1 L r a r, � • I iv Y f i • t H B E N O OV RNA NC6R ANNIOIFi B E W o v I rs p 5 � rMr / Ammj PRESENTED B Y UNDER ARMOUR OCTOBER 3, 2025 16 - 8 PM EDDY STREET COMMONS A KITE CENTER - lA SCHEDULE OF EVENTS Friday, October 3, 2025 Eddy Street Commons Noon — 4:00 PM I Community programming led by Under Armour 4:00-6:00 PM I Music set from DJ 6:00 — 8:00 PM I Irish Jam main event • The event will promptly end at 8:00 PM Glenn and Stacey Murphy Head Men's Basketball Coach Micah Shrewsberry and Karen and Kevin Keyes Family Head Women's Basketball Coach Niele Ivey will address the crowd before introductions of both the men's and women's basketball teams Before October 3, fans will get a chance to vote for two captains who will draft their Irish Jam teams. The two co-ed teams will then engage in three All-Star-esque competitions: a 3-point contest, a skills challenge and a shooting stars challenge. In addition to Under Armour, the production of Irish Jam is supported by Visit South Bend Mishawaka. Along with games and prizes, a fan fest will be held, featuring activations from Dick's Sporting Goods. C� J