Applications and Event Types

How do I know which application to complete?
Special events are divided into three categories based on the size and type of event:

• Neighborhood Special Events
• City and Regional Special Events
• Motorcycle Special Events
• Choose the application that best matches your event.

Complete the appropriate digital form for your event and include the attachments listed on the submission checklist. Applications are now submitted online.

Note: If your event includes closing a city park or reserving a pavilion, you must also complete a Venues Parks & Arts (VPA) park or pavilion event application. VPA applications are available at sbvpa.org/application-for-rental-of-south-bend-parks.

Neighborhood Special Events
Neighborhood Special Events attract attendees within the neighborhood such as parties and neighborhood celebrations. These events have an anticipated attendance of 500 people or fewer and may only close one city block of the city right-of-way. This is defined as a section of one city street bounded by its two nearest cross streets.

Neighborhood Special Event Application (opens in a new tab)

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 people and may close more than one block of the city right-of-way.

City and Regional Special Event Application (opens in a new tab)

Motorcycle Special Events
Motorcycle Special Event Application (opens in a new tab)

Submission and Payment

1.) Submit the Application: After reviewing the submission checklist in the special event application guidelines, applicants should submit the appropriate form with corresponding attachments. If there are any questions, please contact sbspecialevents@southbendin.gov.
 

2.) 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, see the Cost Recovery section below.

3.) Submit Payment: Once the event’s total payment amount (application fees and deposit amounts) has been determined, applicants must submit payment to the City of South Bend by credit card or check. Payments may be made in person or by mail to:

City of South Bend
215 S. Dr. Martin Luther King, Jr. Blvd.
South Bend, IN  46601

Checks must be made to the City of South Bend.

Timeline and Fees

Applications should be submitted as early as possible. Application fees are non-refundable. Completed applications and fees must be submitted by the dates provided:

Neighborhood Events – Application Deadline and Fees

1. 30 or more days before the event: $25 application fee
2. Applications submitted less than 30 days prior to event will not be accepted

 City and Regional Events – Schedule for application and fee submission:

1. 60 or more days before the event: $50 application fee
2. 30 to 59 days before the event: $100 application fee
3. Fewer than 30 days prior to event: City cannot accept applications

Motorcycle Rides

1. 60 or more days before the event: $50 application fee
2. 30 to 59 days before the event: $100 application fee
3. Fewer than 30 days before the event: Application will not be accepted.

Cost Recovery

City and Regional Events that require the closure of the public right-of-way may be subject to cost recovery fees based on the City services necessary to support the event.

Nonprofit organizations are eligible to receive up to 40 hours of South Bend Police Department officer time and up to 16 hours of other City personnel time, including Traffic and Lighting Division staff. Once these thresholds are exceeded, the nonprofit organization is responsible for all additional costs. Please note that police officer time provided as an in-kind benefit may not be used for event security. Events serving alcohol must provide event security at the organizer’s expense.

All other organizations and event organizers are not eligible for in-kind City services and are responsible for the full cost of City services as determined through the City’s cost recovery process.

The City has the right to assess additional costs for litter and trash collection if the applicant or event organizer fails to meet the requirements of the approved cleanup plan. The City may also invoice the applicant for any additional costs identified in the final cost recovery assessment.