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HomeMy WebLinkAboutRollin on the River (BPW approved/ /) Jeffersonville City of Jeffersonville , hJ I) I A111) N A. Special Event Application p This application must be completed in its entirety.Any applications not properly completed will be denied.Applications should be submitted by email to: parksinfo@cityofjeff.net Once the application is submitted, it will be added to the agenda for the next scheduled Special Events Committee meeting.The applicant will be notified of the meeting date and time, and is required to attend the meeting for the application to be considered. Special Events Committee meetings are usually the first Tuesday of the month in the Parks office conference room: 500 Quartermaster Court#205 SITE PLAN Applications must include a detailed site plan which clearly shows all temporary structures including but not limited to tents, portable toilets, stages, bleachers,dumpsters,fencing, inflatables,etc. at the time of submission. PERMIT FEE All events approved by the Committee will be charged a$150 permit fee.The fee is payable by cash, check, money order or credit card. Permit fees are due 14 days after the event is approved. If the event is approved, permit fee is due (usually set at$150 per application, but may be increased depending on use of city services, risk assessment or other factors). INSURANCE Event producer must provide a current Certificate of Insurance that lists the City of Jeffersonville as additional insured. The policy must include at least $1,000,000 for general liability coverage.The Committee has the right to require additional coverage as it sees fit. COIs are due 14 days after the event is approved. SECURITY Most events approved by the Committee are required to have security on-site during all operating hours.The number of guards required will be determined by the committee, based on an event safety assessment—estimated attendance, alcohol service, risk factors, etc.The Committee may waive the security requirement for small events with minimal risk. Security must be contracted with the companies approved by the committee,which are listed below. The security contract/invoice must be turned in to the Committee at least 30 days prior to the event date. Vigilance Security Jason Kerberg 502.751.1061 jasonkerberg@vigilancesecuritygroup.net *The Jeffersonville Police Department does not provide security for events.Their role is limited to enforcing laws and facilitating street closures. IDHS PERMIT Amusement and entertainment permits are required for events that include concerts and other shows,amusement rides, movies and dances. It is the applicant's responsibility to obtain necessary permits from the Indiana Department of Homeland Security. The Special Events Committee does not advise on these requirements. Click here for the IDHS website to learn more about the permit requirements and application. r •0 BUSNINESS/ORGANIZATION INFORMATION Name: Pearl Street Taphouse/Antz Marching LLC For Profit ✓ Non-Profit Government Neighborhood Assn Other Address: 407 Pearl St, Jeffersonville, Indiana 47130 Phone: 812-786-1671 • Website: https://rollinontheriverfest.com/ • Social Media: Facebook: https://www.facebook.com/RollinontheRiverFest Event Contact (name, phone, email): Todd Antz, 812-786-1671, toddantz@gmail.com Kelly Conn, 502-468-5868, pearlstreettaphouse@gmail.com Phone/Email/Website for Public Inquiries: onok (812) 285-0890, rollinriverfest@gmail.com, https://rollinontheriverfest.com/ List all sponsors affiliated with the event: Shepherd Insurance arc Black Diamond Pest Control SoIN Tourism Bureau Free Enterprise More to come EVENT INFORMATION Name of Event: Rollin' on the River Beer Festival Type of Event: Beer Festival Location: Big 4 Station Park, Southwest Quad Date(s): May 30, 2026 Event Times: 2:00 PM- 7:00 PM U /''ik\ Setup Time: 8:00 AM - 1:00 PM Teardown Time: 7:00 PM - 10:00 PM Alternate Date (if applicable): Private or Public Event: Private Event Estimated Attendance: 1500 Ticketed or Free Event: Ticketed Ticket Pricing(if applicable): $50.00 GA, $75.00 VIP Is this a fundraiser for a non-profit organization? If so, provide name of the organization and contact info: WHAS Crusade for Children, Heather Benson, heather@whascrusade.org, 502.582.7528 Detailed Description of Event: /gib This event is a craft beer festival that will feature local, regional, and international breweries, as well as wine and cider. Guests will be able to stroll the expansive grounds of the museum property while enjoying beer from some of the best breweries in the world. We'll also have fine wine distributors, import beers, and more! Enjoy amazing grub from local food vendors and listen to live music. FOOD/ALCOHOL Will food be served at the event? If so, list vendor(s): Pearl Street Taphouse, and more to come Will alcohol be served at the event? If so, list vendor: We'll have many different breweries pouring at the event, but everything will be under the Pearl Street Taphouse ATC catering permit. *All vendors are required to provide a Certificate of Insurance that lists the City of Jeffersonville as additional insured. Vendor COIs are due at least 30 days prior to the event. If alcohol is being served, the policy must include alcohol liability coverage. 4 REQUEST FOR STREET CLOSURE Street Name (include block numbers or cross streets): Open for discussion, not sure if we'll need any street closures Date&Time of Closure: Date &Time of Reopening: REQUEST FOR ELECTRICAL SERVICE *The Committee will approve the use of City-provided electrical service as it sees fit. Applicant should plan to use portable generators for all electrical needs unless otherwise advised by the Committee. Describe the electrical needs for the event: We will need power that is in the park for our stage and band, as well as power for two draft trailers. All power will be 110V AMPLIFIED SOUND *The City of Jeffersonville's noise ordinance requires that all amplified sound cease by 11 pm. Will amplified sound be used at the event? Yes If so, provide the name of the company and contact info: TBD Describe any other use of audio/visual equipment at the event(include company info if different from above): Music will be performed by Runaway Souls. Their production company will be setting up their equipment. /4""` FACILITIES AND EQUIPMENT /"* *The City does not provide ancillary facilities, equipment, etc.for special events. List the company and contact info for each of the following that will be used at the event: FENCING TBD RESTROOMS WasteNow Restrooms & Dumpsters (502)969-7684 TENTS Party Central Rental, (812) 282-1055 REFUSE/RECYCLING WasteNow Restrooms and Dumpsters (502)969-7684 r^Z CLEANUP TBD PROMOTION AND ADVERTISING Describe the promotional and advertising plan for your event: The event will be promoted via many different media channels, including a press release, television interviews, radio interviews, social media channels including Facebook, Twitter, Instagram and our own website. We'll also be advertising in local newspapers such as the News and Tribune. We'll be working with our PR firm Simply PR to facilitate this. CONSENT OF APPLICANT f''1 Applicant agrees that the contents of the application are complete,true and accurate to the best of their knowledge, information and belief, and agrees to ensure compliance with the policies and regulations set by the Committee. SIGNATURE&DATE PRINTED NAME Todd Antz TITLE Owner, Antz Marching LLC *Sections below will be completed by Special Events Committee* COMMITTEE ADVISEMENT The City of Jeffersonville Special Events Committee hereby APPROVES DENIES this application based on the information provided at the meeting on A-. 2-rei 2.5 (date). APPROVED BY Committee Director: ....4,1/ -• r°1"'‘ Safety Director: Police Department: Fire Department: C%/? Idzenei Parks Department: Street Department: *The Committee reserves the right to rescind approval of this permit at any time if requirements are not met by applicant in a timely manner, or if the event is determined to be a risk to public safety. REQUIRED SUBMISSIONS (Dates Received) /PERMIT FEE 51 15d, bUe CA,Ilp•ZS INSURANCE tut LI, 2.3, 2OZ.(D V SECURITY CONTRACT Ql,f., 4. 23. 2O2LP IVENDOR COI(s) bue 4, 23.2,0'up I VIGILANCE Security Service Agreement Vigilance Security Group (VS(+)is a licensed and insured security company who agrees to provide Senility Guards at the locations listed below and on the corresponding dates and times These set vices shall be conducted by security officers selected and scheduled by the Vigilance Security Group at the request of our clients. Security Proposal: Rollin' on the River 2026 Big 4 Station Park in downtown Jeffersonville Saturday May 30,from 2-7 PM 5 Security Guards 25 Total Security I lours at S30.00 an hour $750.00 Event Total ( 1A&� Date: t - i:i!^ Rollin' on the River 2026 Representative ACORD CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DDlYYYY) 03/16/2026 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 endorsement(s). PRODUCER CONTNAME: Beth Beth Demyan HBS Insurance, Inc. PHONE lac.No.EMI: (812)280-7772 Fa,Nol:(812)280-9990 113 W Chestnut Street ADDRESS: bdemyan@hbsinsurance.net Jeffersonville,IN 47130 INSURER(S)AFFORDING COVERAGE NAIC 0 INSURERA: Secura Insurance Company 22543 INSURED INSURER a: Liahtninq Rod Mutual 26123 Pearl Street Taphouse LLC INSURER C: 407 PEARL STREET INSURER D: Jeffersonville, IN 47130 INSURER E: . INSURER F: COVERAGES CERTIFICATE NUMBER: 00005223-0 REVISION NUMBER: 6 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.LIMITS SHOWN ARE INCLUSIVE OF AMOUNTS REQUESTED BY THE CERTIFICATE HOLDER AND MAY NOT REFLECT POLICY LIMIT AMOUNTS IN EXCESS OF THOSE REQUESTED.'Not Applicable In WY NSR ADDL smart POLICY EFF POLICY EXP LIMITS ILTRR TYPE OF INSURANCE INSD VD POUCY NUMBER (MMIDD/YYYY) (MM/DD/YYYY) A X COMMERCIAL GENERAL LIABILITY y CP3457405 05/29/2026 06/0112026 EACH OCCURRENCE S 1,000,000 GETO RENTED CLAIMS•MADE X OCCUR PREMISES Ea occurrence) Si 100,000 MED EXP(Any one person) S -- PERSONAL 8 ADV INJURY $ 1,000,000 GENL AGGREGATE LIMIT APPLIES PER' GENERAL AGGREGATE S 2,000,000 X POLICY I I PE a LOC PRODUCTS•COMP/OP AGG S 2,000,000 S OTHER. COMBINED SINGLE LIMIT B AUTOMOBILE LIABILITY CA 0000882110-2 03/01/2026 03/01/2027 (Ea accident) $ 1,000,000 ANY AUTO BODILY INJURY(Par person) S OWNED ^SCHEDULED BODILY INJURY(Per accident) S AUTOS ONLY X AUTOS PROPERTY DAMAGE HIRED NON-OWNED PROP PROP RTY S AUTOS ONLY _ AUTOS ONLY S UMBRELLA LAB OCCUR EACH OCCURRENCE S EXCESS LIAR CLAIMS-MADE AGGREGATE S DED RETENTIONS S PER OTH- WORKERS COMPENSATION STATUTE ER AND EMPLOYERS'LIABIUTY Y I N ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT S OFFICER/MEMBER EXCLUDED? D NIA (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE S I1 Yes,describe under E.L.DISEASE-POLICY LIMIT S DESCRIPTION OF OPERATIONS below A Liquor Liability CP3457405 06/2912026 06/01/2026 1,000,000 4 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached If more apace Is required) Certificate holder listed as additional insured. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DEUVERED IN City of Jeffersonville ACCORDANCE WITH THE POLICY PROVISIONS. 500 Quartermaster Ct Jeffersonville,IN 47130 AUTHORIZED REPRESENTATIVE /61 grca (BJD) I ACORD 25(2025/12) ©1988-2025 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Printed by BJD on 03/16/2026 at 01:27PM