Application for Rental of South Bend Parks

COMMUNITY USE: $100
Non-commercial events that are primarily for the benefit of the community at large. If an event charges a fee for admission (for vendors or attendees), it will automatically be considered either private or commercial use.

PRIVATE USE: $500
Any event that is outside commercial use definition, but primarily private. Examples could include weddings, family reunions, organizational picnics, ticketed events, etc.

COMMERCIAL USE: $1,000
Any of the following could qualify an event as commercial use: For-profit event, non-resident entity, 1,000+ attendees, major infrastructure setup (large tents, staging, etc.), food & beverage sales/catering, multiple vendors, or any other use deemed commercial by the VPA Executive Director or Board of Parks Commission.

The above rates are for a single day event, lasting up to 8 hours. Setup and tear down are expected to occur in the same day as the event. Multiday events will be subject to additional usage fees. The Department of Venues Parks & Arts reserves the right to assess additional fees for events that require a significant use of city resources or result in atypical wear and tear to the park property.

SCHOLARSHIPS: The Department of Venues Parks & Arts has a limited amount of resources available to scholarship events by offering discounted fees. To qualify for a discounted, scholarship rate, you must submit a completed scholarship form at the time of application. These are available on a first-come/first-served basis for events that help positively influence VPA’s impact drivers. In general, scholarships will be capped at a 50% discount.

DEPOSIT: A minimum 10% non-refundable deposit is required at the time of application. Payment can be made by credit card online at sbvpa.org or over the phone by calling 574-299-4765. Check and cash payments can be made by visiting Howard Park Event Center, 219 S. St. Louis Blvd, South Bend, IN 46617.

EXCLUSIVITY: Exclusive access to an entire City of South Bend parks is not guaranteed. In some instances, it is not possible to restrict public access to various amenities, including parking, restrooms, playgrounds, water features, or bodies of water.

SECURITY: As part of the application process, the VPA Events Coordinator will help determine mandatory security requirements to help keep your event safe and logistically sound.

RENTAL AGREEMENT: Please review rental agreement for all insurance, liability, and other park use policies.

Section 1: Applicant Information

Applicant Name*

Applicant Phone*

Alt. Phone

Email*

Hidden

E-Mail*

Address*

(Street, City, State, Zip)

Organization Name*

Section 3: Event Logistics

Food

Will an outside company or caterer be preparing and/or serving food in the park for this event?*

Yes

No

_{If yes:

The event must apply for any necessary health permits and submit proof of approved permit to SBVPA within 1 (one) week of event. Each food vendor must also obtain necessary permits to serve on-site and must display these permits at the event.
Health Department Contact: (574) 235-9723 and/or visit www.sjchd.org.}

Alcohol

Will there be beer and/or wine served at the event?*

Yes

No

_{If yes:

The event must purchase an alcohol permit from the Indiana State Excise Department and submit proof of approved permit to Venues Parks & Arts no later than 1 (one) week before the event.
Excise Contact: (574) 264-9480 and/or visit www.in.gov/atc.}

Rentals

Will a company be providing any entertainment, equipment, portable restrooms, AV, stages, tents, or inflatables?*

Yes

No

_{If yes:

Companies providing inflatables or other large-scale entertainment pieces must be approved by SBVPA. Once approved, the company must provide a certificate of insurance naming the City of South Bend, South Bend Venues Parks & Arts, and the Park Board of Commissioners as Certificate Holder.
Final rental agreements with list of equipment from all hired companies must be submitted to SBVPA least 1 (one) week prior to the event.
NOTE: Staking of any tents or other equipment is NOT permitted in any South Bend park.}

Section 4: Public Works

Will the event require the closure of any streets or use and public sidewalks?

Yes, the event will need to close a street or use a public sidewalk

No, the event will be entirely contained within the park (If no, continue to Section 5)

If yes, approval for park use is contingent upon the Board of Public Works approval. An Application for Use of Public Right of Way for Processions MUST be filled out FOUR (4) weeks prior to notice of event through the Board of Public Works:

_{Board of Public Works

1316 County City Building

227 West Jefferson Blvd.

Email: publicwks@southbendin.gov

Phone: 574-235-9251

Fax: 574-235-9171}

Section 5: Insurance

_{A Certificate of Insurance (General Liability and Automobile Liability for $1,000,000.00 each), naming each of the following MUST be received 1 week prior to your event:

City of South Bend

227 W. Jefferson Blvd.

South Bend, IN 46601

South Bend Venues Parks & Arts

301 S. St. Louis Blvd.

South Bend, IN 46617

Board of Park Commissioners

321 E. Walter St.

South Bend, IN 46614}

Is the event interested in purchasing insurance through the City of South Bend?*

Yes, the event would like to learn more about purchasing insurance through the City of South Bend

No, the event has its own insurance company that will provide insurance.

If yes, a SBVPA staff member will contact the applicant to discuss insurance options through the City of South Bend.

Section 6: Event Layout

A rough event layout should be submitted within 1 (one) week of event to SBVPA. Event layouts can be created using Google Maps or other aerial view software, hand drawn, or created in a design application. The event layout should include:

Outline of entire event venue including name of all streets/areas that are part of the venue and surrounding areas
Indication of any closed streets
The location of fencing, barriers and/or barricades. Indicate any removable fencing for emergency purposes.
Location of all stages, platforms, scaffolding, bleachers, grandstands, canopies, tents, portable toilets, booths, beer gardens, cooking areas, trash containers, dumpsters, and other temporary structures
The location of generators and/or source of electricity
Placement of vehicles and/or trailers
Exit locations, including any emergency routes and emergency action plan.

File

Drop files here or

Accepted file types: jpg, png, pdf, Max. file size: 16 MB, Max. files: 4.

Please upload your event layout (if possible).

Section 7: Indemnity & Hold Harmless Agreement

Insurance Amount: 1 million dollars – one day insurance rider naming City of South Bend, Board of Park Commissioners and South Bend Venues Parks & Arts.

Section 8: Regulations & Agreement

Insurance Amount: 1 million dollars – one day insurance rider naming City of South Bend, Board of Park Commissioners and South Bend Venues Parks & Arts.

The following procedures are those which must be followed to request the use of a city park for a special event outside of a pavilion or facility rental. This does not include reserving a picnic site or renting a pavilion.

PARK BOARD: New events must make a formal presentation in front of the Park Board. The Board generally meets the first Monday of the month at the Howard Park Event Center at 5:00 pm. Returning events do not need to appear before the Park Board unless there are changes (such as routes or park) or as requested by the Board.
INSURANCE: Proof of liability insurance must be provided at least one week in advance of the event. The city requires a $1,000,000 per event policy naming South Bend Venues Parks & Arts, the Board of Park Commissioners, and the City of South Bend as additionally insured. Sample attached.
UTILITIES: Electricity is not guaranteed in any park. Water is turned off October through April (weather dependent).
RENTALS FROM SBVPA: Items requested for rental are not guaranteed. Rental is based on a first-come, first-served basis. See rental application for list and fees of available rental items.
STAKING: Staking of tents, bounce houses, or any other equipment is not permitted in any South Bend park.
POST-EVENT: Applicant assumes full responsibility of assuring the area will be cleaned up upon conclusion of the event. A post-event evaluation form may be completed and will focus on items such as clean-up of park space, damages, and/or security concerns. Additional costs may be incurred, and/or future park use requests may be denied if park is left in poor condition as determined by the Director of Facilities & Grounds.
NOISE ORDINANCE: The City of South Bend Noise Ordinance 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).
RESPONSIBILITY: If your event is not carried out in the manner in which you represent it to the Board of Park Commissioners, the event may be terminated immediately and can jeopardize any future events held in South Bend Parks.
INDEMNIFY & HOLD HARMLESS: Applicant agrees to indemnify, defend and hold harmless the Civil City of South Bend, Indiana, and the Board of Park Commissioners from any liability, loss, costs, damages or expenses, including attorney fees, which the Civil City of South Bend, may suffer or incur as a result of any claims or actions which may be made by any person, including a participant in the event/activity, arising out of the approval of this request by the Board of Park Commissioners.
EXCLUSIVITY: The event is not guaranteed exclusive access to the park being requested. The event cannot restrict access to utilities to the public, including restrooms, playgrounds, and water. Exclusive use of a parking lot is not guaranteed.
APPROVAL: All requests are processed on a first-come-first-serve basis, and no date will be confirmed until all materials, including payment, are submitted and approved by the park board. All VPA events and programs will be given first consideration to public and rented spaces.

I have read and agree to the above rules and regulations and that this request may be denied based on any false or incomplete information. I have also received and read the pamphlet with the City of South Bend Park Ordinances.

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