The Special Event Committee, formed by Ordinance 10628-18, is a legal body that meets regularly to review applications and issue permits for special events in the public right-of-way. The committee comprises five (5) total members, including one (1) Mayoral designee and one (1) member each from the Streets, Public Works, Police, and Fire departments:
- Gerard Ellis
- Jonathan Jones
- Brad Rohrscheib
- Darwin Shipley
- Toy Villa
Applications and Event Types
For detailed application instructions, definitions, fee schedules, and submission checklists please see the application guidelines, here.
Note: For special events that intend to close a city park in addition to, or separate from, a public right-of-way closure, applicants must complete a VPA park or pavilion event application as well. VPA applications can be found at: http://sbvpa.org/get-involved/.
Special events fall under two categories, Neighborhood Special Events and City and Regional Special Events, each with a different application type. Complete the appropriate fillable PDF for your event and gather the attachments listed on the submission checklist. Note that applications are collected electronically via email.
Neighborhood Special Events
These events attract attendees within the neighborhood. Examples include block parties and neighborhood celebrations. These events have an anticipated attendance of 500 persons or fewer and may only close one block of the city right of way, defined as a section of one city street bounded by its two nearest cross streets.
Neighborhood Special Event Application – Open in Adobe Acrobat DC to use eSignature Features
Neighbor Signature Form – Print, scan, and attach to email application submission
City and Regional Special Events
These events attract attendees from all parts of the city and region. Examples include races, walks, concerts, festivals, processions, and parades. These events have an anticipated attendance of greater than 500 persons and may close more than one block of the city right of way.
City and Regional Special Event Application – Open in Adobe Acrobat DC to use eSignature Features
Submission and Payment
Submit the Application: After reviewing the submission checklist in the special event application guidelines (see link above), applicants should attach the completed application and supporting attachments to an email and send to email@example.com.
Determine Fees for Submission: Review the fee schedule below (Timeline and Fees) to determine the event’s non-refundable application fee, based on expected attendance and date of submission. If the event has alcohol sales, the applicant will also need to submit a $400 refundable deposit, paid by card or check (made to City of South Bend), with the application.
Note: Cost recovery fees will be assessed separate from the application submission process. For more details, please see the Cost Recovery section below.
Submit Payment: After determining the event’s total payment amount (application fees and deposit amounts), applicants must submit payment (card or check) to the South Bend Streets Department, either in person or by mail. Checks must be made to the City of South Bend.
The Streets Department is located at 731 S Lafayette Blvd, South Bend, IN 46601.
Timeline and Fees
Please submit your application as early as possible. Submission deadlines and application fees are listed below (fees are non-refundable). Completed applications and fees must be submitted by the dates provided:
Neighborhood Events – Schedule for application and fee submission:
- 45 or greater days prior to event: $25
- 44 to 14 days prior to event: $50
- Fewer than 14 days prior to event: City cannot accept applications
City and Regional Events – Schedule for application and fee submission:
- 60 or greater days prior to event: $50
- 59 to 30 days prior to event: $100
- Fewer than 30 days prior to event: City cannot accept applications
Proposed City and Regional Events that close the public right-of-way may be subject to cost recovery fees, depending on the use of city services involved with the event. During the application process, the Special Events Committee (“the committee”) will provide the applicant or event organizer with an estimated Cost Recovery Invoice, detailing all costs and charges above the non-refundable application fee. Event organizers may also request a cost recovery estimate prior to application submission (see instructions below).
If you would like to get an estimate for cost recovery prior to submitting an application, contact Ashley Rzepka at firstname.lastname@example.org and include ‘Event Cost Recovery Inquiry’ in the subject line. Include a brief description of your event and its proposed street closures in the email.
Non-profit organizations are eligible for up to 32 hours of South Bend police officer time and up to 8 hours of other City personnel time, including traffic and lighting staff. Past this threshold, the non-profit organization is responsible for all other costs and expenses. Please note that non-profit organizations may NOT use their officer time allocation for event security, which is required for events that will have alcohol service.
All other organizations / organizers cannot receive in-kind benefits from the city and are subject to the full cost recovery provisions determined by the committee.
The City has the right to assess additional costs for litter and refuse collection to the extent that the applicant or event organizer fails to meet the obligations set forth in the clean-up plan, as well as bill for additional charges set forth in the final cost recovery invoice.