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HomeMy WebLinkAboutSpecial Event - DTSB Tree Lighting Ceremony-Dec 5 2025�_ cat TH eF. -4 APPLICATION FOR USE OF PUBLIC RIGHT-OF-WAY FOR EVENT f � The following special event has been approved by the Special Events Committee. Submitted by: Denise Miller Event name: DTSB Tree Lighting Ceremony Event Date: December 5 2025 RD December 6 2025 Street Closure: Century Center Circle Dr to the Gridiron via Washington St Closure Times: 2:00 pm to 11:00 pm Sidewalk Closure: ❑ Yes 0 No Comments: Annual tree lighting ceremony on First Fridays on the Gridiron. Santa will be escorted by a firetruck and police as he travels along Washington St, and thru the Chocolate Cafe parking lot. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member �ff� Joseph R. Molnar, Vice President Breana Micou, Member $&� f-'4Yx&� Attest: Hillary R. Horvath, Clerk Date: November 25, 2025 1 C, J 0 44 City of South Bend Special Event Application fy 2' City and Regional Event .l 1 $50 application fee if filed 60 days or greater (up to 360 days) in advance of event cars ; $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 - AoDlicant Information 10/22/25 Downtown South Bend, Inc. Date of Application: _—__—_ Organization Name:--_--______—_—_ Applicant (Contact) Name:Kylie Carter ------------------.... ---.......... --- Applicant (Contact) Phone: —_______—__ Contact Email: ----------------- 574-968-7293 kcarter@downtownsouthbend.com _----_-__-_-__-__-__-_- Address: 217 S. Michigan St_ _ city/state/ZIP: South Bend, IN 46601 -- - 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: DTSB Tree Lighting Ceremony Event Type: (Festival, Race, Parade, Other): Procession Event Classification: M Non -Profit" ❑ For -Profit M 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.) DTSB will holding its Tree Lighting Ceremony on the December 5 First Fridays on the Gridiron, with a procession of Santa from the Century Center circle drive to the Gridiron traveling on Washington St. and through the Chocolate Cafe parking lot. A fire truck and police escort are requested for this procession, as has been done in the past. We would like to schedule a rain date of December 6. Date of Event Setup [mm/dd/yyl: 12/05/25 Begin Date of Event [mm/dd/yy]: 12/05/25 End Date of Event [mm/dd/yy]: 12/05/25 Time: 2 p"'--------------------- -------- Time: 5 Pm---- ------- ------ ---___ Time: 9 Pm Event Cleanup Completion [mm/dd/yy]: 12/05/25 — — Time: Total anticipated attendance: 2000 - 11 pm The proposed event will require the closing of: M Streets ❑ 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? M Yes ❑ No If yes, list the number of sponsors at each level of partnered sponsorship: U93, EventSys Is this a returning special event or part of a series of special events? IN Yes ❑ No If yes, provide the date, location, and attendance of past special events and/or future planned events in the series: This is the 9th year for the Tree Lighting to take place at the Gridiron, and before that the event took place at Jon Hunt Plaza. We typically have about 2000 in attendance. • 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? 2000 __ __ _ Describe any sound equipment that will be used in the parade/race: We will have a stage, sound, and lighting equipment on the Gridiron 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: Just Santa in his sleigh with other city vehicles. Section D - Equipment. Set-up. and Loeistics • Are you hiring a company to provide entertainment, games or inflatables? ❑ Yes ® 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 9 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 ❑ 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: We will have a brief fireworks display on the roof of Leighton Parking Garage set off by RKM Fireworks immediately following the lighting of the tree, as has been done for at least the past 10 years. Would like to work with police and streets department to keep people out of the • fallout zone. Will there be any musical entertainment features at the event? ® Yes ❑ No • 11 40 If yes. describe the type of music, schedule of sound check/performances, and the names of any artists performing: Local band Joe Baughman and the Righteous Few plus performances by IU South Bend Kickline, Southold, SIB Civic, Creative Dance'N, and the River Bend Chorus Section E - Food Are you having food at your event (food vendors, caterers, food trucks. etc.)? 0 Yes ❑ No If yes, the event coordinator must apply for and receive a St Joseph County Health Department Temporary Event Permit. Vendors) 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 M Food Truck ❑ Other: If a Food Truck, please list company name: TBD 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.ht . (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. 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). (a) Company • Contact Phone: Contact Name: Email: City/State/ZIP: (b) Name:Contact Phone: Name: --_ --_ Contact 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 will have ambassadors on the Gridiron for safety and will be able to use the sound microphone on the stage for any public safety announcements. Proposed Cleanup Plan - This plan should include, but is not limited to: c Measures in place to collect and remove trash, litter and recyclables. There seems to be a glitch here where both this answer box and the next have the same answer. So here are both answers: Proposed Cleanup Plan - cleanup will be performed by DTSB staff and ambassadors during and after the event. • Inclement Weather Plan - should the weather be too severe, we would look at rescheduling in advance. For unexpected severe weather, we would advise attendees to seek shelter in the DoubleTree or nearest indoor location. • 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. There seems to be a glitch here where both this answer box and the next have the same answer. So here are both answers: Proposed Cleanup Plan - cleanup will be performed by DTSB staff and ambassadors during and after the event. Inclement Weather Plan - should the weather be too severe, we would look at rescheduling in advance. For unexpected severe weather, we would advise attendees to seek shelter in the DoubleTree or nearest indoor location. • 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. We will be able to use microphone on stage for public announcements. Section H - Site Plan / Route May • 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: We will be going about a block from the Century Center circle drive to the Gridiron, traveling west on Washington St., turning into the Chocolate Cafe parking lot, and circling to the stage which will be on the southeast corner of the Gridiron. r1 L-A 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. Section K - Indemnity & Hold Harmless Agreement • is 0 City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Date: 10/22/25 Event Date: 12/05/25 Event Name: DTSB Tree Lighting Ceremony �- -------------------- ---- —----- ---- Organization: Downtown South Bend, Inc. Applicant (Contact) Name: Kylle Carter Applicant (Contact) Phone: 574_968_7293—� --_ Alt. Phone: _—_____________ Email:-kcarter@downtownsouthbend.com Address: 217 S.-Michigan St_ -- _ _ city/state/ZIP: South Bend, IN 46601 Event Location (Please describe): Gridiron area, with procession from Century Center to Gridiron. Length of Event (Dates/Times): 12/05/25 from 5 pm to 9 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. Downtown South Bend, Inc . Organization Name: _ --- — ---- ----- 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 Authorized 10/22/25 Wie Carter - Senior Director of Events 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. 10/22/25 Applicant Signature: _ Printed Name: Kylle SPECIAL EVENI"OMMITTEE APPROVAL Member Member Member Date C Q .y N 41 v Q L R C W co ME i+ C E d wL W OI C 0 J d d L H 0 N O N 1 m W E K 0 a o. 0 s 0 N iG O y E a N 0 3 0 r .3 r 0 u a a e 0 .E 0 u 0 d 2 0 2025 Tree Lighting Ceremony: Santa Procession December 5 Procession (black route with arrows): 6:15 pm to 6:20 pm approximately (staging starting at 6 pm) Food Vendor Food Vendor Food ..,. Vendor h }y Q food veneo. ©L C 4co CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDDIYYYYI 6n/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 rialms to the certificate holder in lieu of such endorsementfsl. PRODUCER Gibson Insurance Agency Inc 202 South Michigan St., Suite 1400 South Bend IN 46601 NAIL INSURED LOMouiYOa INSURER B: Cincinnati Indemnity Company 23280 Downtown South Bend, Inc. - - 217 S Michigan St INSURER C: South Bend IN 46601 INSURER D: INSURER E COVERAGES CERTIFICATE NUMBER: 1976053287 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 ADDL UBRI POLICY EFF POUCY EXP LTR TYPE OFINSURANCE POUCYNUMBER M DIYYYY MMmOM'YY UMRS A X COMMERCIAL GENERAL LIABILITY y , EPP 0031054 arM025 8/2/2026 —, EACHOCCURRENCE $1,000,000 CLAIMS -MADE X 'OCCUR PREMISES Ea oxurlance $500,000 $10,000 MED UP (Any we person) '$1,0001000 PERSONAL& ADV INJURY 52,000.000 _GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PPi. —X JECT 71 LOC GENERAL AGGREGATE PRODUCTS - COMPIOP AGG $2,000.000 E OTHER. A AUTOMOBILELWBIUTY EPP 0031064 8/212025 8/2/2026 EOa BINEDtSINGLE LIMIT 51000000 ANY AUTO BODILY IWURY(Per palwn) E OWNED SCHEDULED AUTOS ONLY _AUTOS BODILY INJURY PeraaiEant ( ) $ X HIRED X NON -OWNED _ AUTOS ONLY _ AUTOS ONLY PROPERTY DAMAGE _LPer accident E s A X UMBRELLA LIAB X OCCUR EPP 0031054 8/212025 8/2/2026 EACH OCCURRENCE E4GD0,000 EXCESS LIAB ICIAIMS-MADE Ed,000,000 DIED X RETENTIONS _AGGREGATE g B AND EMPLOY RS'LABILRY Y/N EWCO257774 8/2I2025 8I2I2026 ANYPROPRIETORIPARTNEWEXECUTIVE OFFICER)MEMBER EXCLUDED' NIA ❑ X STATUTE ER I E.L. EACH ACCIDENT $500,000 (Mandatory in NH) If yes. deseiee under DESCRIPTION OF OPERATIONS Oebei EL DISEASE- EA EMPLOYEE'.. $ 500.000 E.L. DISEASE -POLICY LIMIT $500,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may as attacked if mom space Is m irad) The City of South Bend is additional insured with respect to General Liability coverage regarding events hosted by Downtown South Bend, Inc as required by written contract. The City of South Bend 227 W. Jefferson Blvd. South Bend IN 46601 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. ��hsrnr �iu7rr.,�i�e_-�ycrrcl� ©1988.2015 AC ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD