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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDAITEMNUMBER: — :F. |
Homecoming Parade
West Chicago Community High School FILE NUMBER:
District 94
COMMITTEE AGENDA DATE: March 25, 2019
COUNCIL AGENDA DATE:
STAFF REVIEW: Tom Dabareiner SIGNATURE L>—
APPROVED BY CITY ADMINISTRATOR:
Michael Guttman SIGNATURE,
ITEM SUMMARY:
West Chicago Community High School District 94 is seeking approval for their annual Homecoming
Parade scheduled for Friday, October 18, 2019 from 12:45 p.m. — 2:00 p.m. with an estimate of 2,000
attendees.
The event organizer has requested the use of City streets for the parade, and the support of the Police
Department to accommodate and accompany floats, vehicles, and parade walkers.
The Public Works Department has indicated that road construction is scheduled to take place along the
proposed route which may not be completed by October. Approximately six weeks prior to the event date,
City Staff will reassess the route as it relates to any ongoing construction. If road construction poses any
concerns, City Staff will work with the event organizer to develop an alternative route to be reviewed and
approved by the Public Works and Police Departments prior to the scheduled event.
The Special Event Permit Application, which includes the requests of the City, has been reviewed and
approved by staff from the Police, Public Works, and Community Development Departments as well as
the West Chicago Fire Protection District. The Special Event Permit Application is attached, which
includes the current proposed parade route.
ACTIONS PROPOSED:
Recommend event for approval, with the understanding that the parade route is subject to change due to
pending road construction projects. Approval is also contingent upon submittal and approval of required
insurance documentation.
COMMITTEE RECOMMENDATION:

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City of West Chicago
SPECIAL EVENT PERMIT APPLICATION
THIS FORM MUST BE COMPLETED IN FULL & SUBMITTED
90 DAYS PRIOR TO THE EVENT
ECELVE
MAR 1 3 2018
PERMIT NO.
Special Event Permit Application B raf.
The Special Event Application is due to the City of West Chicago a minimum of ninety (90)
days prior to the event if it requires closure of public streets or use of public parking lots.
The 90-day time period allows sufficient time to evaluate the request and provide a
recommendation to the City Council for its consideration.
Note: Prior to review of the Special Events Permit Application, all applicants must
submit the Intent to Meet Insurance Requirements form (page 2).
Submittal Checklist ]
1. Completed and signed Special Event Application
a Intent to Meet Insurance Requirements
o Section 1 — General Information
a Section 2 — Narrative
a Section 3 — Permits
a Section 4 — Site Plan and/or Route Map
a Section 5 — Task List and Due Dates
a Section 6 — Hold Harmless Agreement
2. Completed and signed applications(s) for other permits(s) (See Section 3)
a Carnival Permit Application - $50 per employee
a Fireworks Permit Application —
$125 (Check made payable to the West Chicago Fire Protection District)
o Building Permit Application (temporary tents — see min. requirements) - $50
o Raffle Registration Application — requires separate application
a Temporary Liquor License Application — requires separate application
a Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979) _|
FOR OFFICE USE ONLY
Received:__3/( 2 /( 4 Fee Paid: $ ~
Receipt # N, check #__ V7,
Event Acknowledgement Form returned by:
Police Dept. Fire Dist. PW Park Dist.
/# Background checks completed by Police Dept. Date i JA
o DuPage Co, Health Department notified Date
0 Certificate of Insurance received and approved Date
Page 1 of 8

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*** INTENT TO MEET INSURANCE REQUIREMENTS ***
Must be returned prior to application review by City staff
Prior to the issuance of a Special Event Permit, all organizations must
present a certificate of insurance meeting the criteria listed below:
1. Required limits per IRMA are $1mil per occurrence and general aggregate no less than
$2mil for contractors/vendors.
2. **“PLEASE NOTE: Under the box labeled “Description of
operations/locations/vehicles/exclusions added by endorsement/special provisions”, the
following language must appear:
“The City of West Chicago, its officials, agents, employees, and volunteers is/are named
additionally insured. The additional insured is covered as respect to liability arising out of any
work or activities performed on behalf of (company involved) for (event) (date, times (if
applicable), location) No endorsements or additional forms modify or limit coverage provided
to additional insured. Coverage provided to additional insured is primary as it relates to
(event)’.
3. Vendors shall furnish the additional insured endorsement (consult insurance professional;
examples include but are not limited to forms CG 2010 or CG 2026) to support the certificate
of insurance. The endorsement shall also name “The City of West Chicago, its officials,
agents, employees, and volunteers" as primary and non-contributory.
4, If applicable, vendor shall furnish the City with evidence of Worker's Compensation
coverage with statutory limits.
5. The insurance provider will need to submit the Certificate of Insurance and supporting
endorsement form preferably via email to specialevents@westchicago.org or fax
(630-293-1257) to be’ considered an original document.
lL, / Occ Wo (fe , representing locc HS Oisaacct TY
(print name of authorized person) (organization)
have contacted the appropriate insurance provider and acknowledge that the above
insurance criteria can be met. | understand that the Special Event Permit Application
will not be reviewed until this document has been signed and returned to the City of
West Chicago.
fw B/te (7
ignature) (date)
sk of Wr2Lo min 10 /1a/ I
(nare of event) (date of event)
Page 2 of 8

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SECTION 1 - GENERAL INFORMATION
Name of Event: | 2st Chicepe Coonmenity ie Hoyrecornting Pace dhe
Type of Event:
[¥Parade O Walk/Run/Bike O Carnivals O Fireworks O Festival
O Other ;
Location of Event: ieee Occ S > Arn L tivgg MS —> (Back +e Laces
Date(s) of Event: (0/18 / 9 Hours of Event: /2°437,,.to 2 :op,Est. Attendance: 2 , goo
Event Website: _(,2/2W - d 74. org
Purpose of event: " : (nb ation
Name of Sponsoring Organization(s): , LY Divranet TY
Organization's Legal Status (i.e. NFP, Partnership, Corporation): ey ye) (steve?
Contact person from sponsoring organization: 0 |:
Organizer address: 29% wy Jo (cet Street
City/State/Zip: West Chics =i feptee Phone: le20-P Tue (a2 {©
Cell Phone: JO f°- 19-(@21 E-mail w ol 94. ac
Emergency contact information (provide mobile numbers for on-site coordinators during event):
1° Contact: c ol Phone: OF -©99-(27)
2" Contact: Ketter athino Phone: (07D - NU - (533
Is this an annual event? &. Yes O No If Yes, provide next year's event date: Te D>
If the event is a recurring event, please state any problems and/or incidents that have occurred in past
years, such as noise or neighborhood parking complaints.
Nanweé
What, if anything, are you doing to rectify the problem(s)?
Of
SECTION 2 — NARRATIVE
On a separate sheet, provide a detailed description of the overall event. The narrative will serve as
the special event proposal to City Council.
Page 3 of 8

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Narrative for Special Event Permit
City of West Chicago
March 12, 2019
Community High School — District 94 respectfully requests the permission of
the City of West Chicago to hold its annual Homecoming Parade on Friday,
October 18, 2019. The Homecoming Parade is the culmination of a number of
competitions and activities hosted during the Homecoming week by various
teams, clubs, and classes. All activities, teams, and student council “classes”
are encouraged to build floats and participant in this Homecoming tradition.
The parade begins at the H entrance of the high school (South East corner:
Joliet St. and Ann St.) and proceeds through the streets of West Chicago (see
attached map) making a loop around Leman Middle School, passing two
elementary schools, and finally arriving back at the High School. In this way,
the teams and clubs can share their “Wildcat Spirit” with the children who will
one day be part of the High School student body.
In years past, the police and fire departments have led this parade with their
vehicles. We are requesting that they do the same this year.
Thank you for your consideration,
[Mae bathe
Marc Wolfe
Director of Student Activities

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SECTION 3 —- PERMITS
Will your event include a carnival? o Yes No
If yes, you must submit a Carnival Permit Application ninety (90) days prior to the event.
Please visit www.westchicago.org under Forms or contact the City of West Chicago at (630)
293-2200 ext. 135 for an application.
Does your event include the use of a temporary tent in excess of 400 sq. ft. in area with side curtains
or 700 sq. ft. in area without side curtains? 0 Yes yANo
If yes, you must submit a Building Permit Application thirty (30) days prior to the event.
Please visit www.westchicago.org under Forms or contact the City of West Chicago at (630)
293-2200 ext. 131 for an application.
Will your event include a fireworks display? 0 Yes KNo
If yes, you must submit a Fireworks Permit Application thirty (30) days prior to the event.
Please visit www.westchicago.org under Forms or contact the City of West Chicago at (630)
293-2200 ext. 135 for an application.
Are you holding a raffle at your event? o Yes s.No
If yes, you must submit a Raffle Registration Application fourteen (14) days prior to the
event. Not all applicants will qualify for a license. Please visit www.westchicago.org under
Forms or contact the City of West Chicago at (630) 293-2200 ext.170 for an application.
Will you be applying for a Temporary Liquor License? o Yes gNo
If yes, you must submit a Temporary Liquor License Application thirty (30) days prior to the
event. To qualify fora Class D license, the applicant must be a local organization or group
providing beer and/or wine at a picnic, carnival or similar function. A Class D license shall be
authorized on a day-to-day basis but not for more than seven (7) consecutive days. Please
contact the City of West Chicago at (630) 293-2200 ext. 170 for an application.
Will you be serving food at your event?) aYes {No
If yes, you may be required to submit a Temporary Food Service Permit Application thirty
(30) days prior to the event. Please contact the DuPage County Health Department at (630)
682-7979 or visit http:/www.dupagehealth.org/temporary-food-service for additional
information.
Are you requesting services from these departments?
4 Police (Fire District / Paramedics Public Works
Specify services: (J e ove Cats al Pree |
. Velickes ard pacade
Will you be utilizing any of the following services?
O Water O Electric/Generator O Other Ww f A
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SECTION 4 - SITE PLAN AND/OR ROUTE MAP
Please attach a separate sheet to illustrate the layout for your event.
If applicable, the following must be included:
Location of garbage receptacles (G) Location and number of barricades (B)
Location of toilets (T) Location of fire lane (FL)
Location of hand washing sinks (HWS) Location of fire extinguishers (FE)
Location of retail vendors (RV) Public entrances and exits (PE)
Location of food vendors. (FV) . Location of “No Firearms” signage (NF)
Location of first aid (FA) Location of sound stages and amplified sound (S)
Location of residential streets surrounding event
Are you requesting the use of any City-owned property, i.e. City streets, parking lots, or sidewalks?
x Yes No If yes, please indicate the property that you are requesting to use.
= eae
Would you like to request the closing of City streets? @ Yes O No ctHachad
If yes, please fill in the following information or submit a route map along with this application:
Street From : To Dates Times
ee ahd wap (0ftk [4 (2:4S ym =) +50 pm
x Youd RS is scluduled te +talce
d Och TOKE
(aw ony Tr 1 en
’ oaich way Vr ae t tanpieled by Octeber.
will be
eer wt clat®, ancd “A sos
+o He COG Pri Stat will werk
on tu yer gi Ganiter +e cloxtlop
Haat rA\ | keyactte Cc

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Community High School
West Chicago 7 .
Community High District 94
School Parade Route
Wood |Street
ma Begin Parade Here October 18,2019 12:45 pm—2:00 pm
End Parade :
Here : i
Parade Route Hazel Street
1. Leave WCCHS South Parking Lot to Ann Street i
2. Ann Street east to Joliet Street i Bishop Street
Leman MS
3. Joliet south to Hazel
4. Hazel east to Bishop (parade past Leman MS)
5. Bishop south to Forest
6. Forest west to Joliet
7. Joliet north to Ann
8. Ann west to Wood
: Forest Street
9. Wood north to parking lot

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SECTION 5 — PLANNING WORKSHEET AND REQUIRED TASK DUE DATES*
Use this form to determine the date each of these tasks needs to be completed. For tasks that do not apply,
please mark “N/A” in the Due Date column. If the Due Date falls on a weekend or holiday, the Due Date
becomes the next normal business day. However, this does not affect the other Due Dates, as they are only
dependent on the date of the special event.
Note: This section must be completed by event organizer prior to notary signature.
Date of Special Event: _tofigfiq
Tasks to be completed Days Due
(All items due to City unless noted) Before Event Due Date
Submit “Intent to Meet Insurance Requirements" 5 ‘ Saati
Document (included with Special Event Permit cullen ces low Fxfor eeorionen
Application, pg.2)
Submit Special Event Permit Application 90 days = 7/ 19 [ 19
Submit Carnival Permit Application 90 days | 76) lA
Submit Fireworks Permit Application 30 days [&
Le
Submit Temporary Liquor License Application 30 days A "|
—
Submit Building (Temporary Tent) Permit |
30 days
Application Y / A
Submit Temporary Food Service Permit
Application(s) 30 days me) /A
DuPage County Health Dept. — 630-682-7979
Submit Original Certificate of Insurance* 21 days* J I, 4 q
Submit Raffle Registration Application 14 days A) ] A |
Notify residents/businesses of special event 14 days Uy O / y } | 9
| Post “No Firearms” signs at all public entrances
(See IL State Police requirements for standardized NIA Day of Event
sign in West Chicago's Special Events Policy)
*If this requirement is not met, the proposed event may be cancelled.
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SECTION 6 —- WAIVER AND HOLD HARMLESS AGREEMENT
In consideration of the (cc H S [ Distact 74 (name of organization) and its Members,
employees, volunteers or guests, being allow to participate inte. 2017 HC fora (the Activity) the
undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to
occ kg if D (sronrct of (name of organization) participation in the Activity.
To the fullest extent permitted by law; the LAcc HS USA TY (name of organization)
hereby agrees to defend, indemnify and hold harmless the City of West Chicago, its officials, agents and
employees, against all injuries, deaths, loss, damages, claims, suits, liabilities, judgments, cost and
expenses (including attorneys fees), which may in anywise accrue against the City of West Chicago, its
officials, agents and employees, arising in consequence of LIOHS / DiSteict TY (name of
organization) participation in the Activity, or which may in anywise result therefore, except that arising out
of the sole legal cause of the City of West Chicago, its agents or employees. The
COLHS D: ster ee a (name of organization) shall, at its own expense, appear, defend and
pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connections
therewith, and, if any judgment shall be rendered against the City of West Chicago, its officials, agents
and employees, in any such action, thel 2cC{4 S/ dD istc(ct 94 (name of organization) at
its own expense, satisfy and discharge the same.
The invalidity or unenforceability of any of the provisions hereof shall not affect the validity or
enforceability of the remainder of this Agreement.
The undersigned represents it has full authority to execute this Waiver and Hold Harmless Agreement on
behalf of the (occ § [ Dustect GY (name of organization).
pgreadtin 22 _ aayer Moc _, 2019
L2cc4s/ Dismet dy
Name of Organization
Daued_ Blet lou
Print Name of Authorized Per:
Signature of Authorized Perso
‘Dienies of ‘Bughness Cenives
Title
Page 7 of 8

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The Organization and the authorized signatory below agree to inform the City of West Chicago of any
changes in the application at least thirty (30) days prior to the event. Please note: Final approval of
this event is pending satisfactory completion of Certificate of Insurance requirements.
Signatory agrees to abide by all requirements of the Special Events Policy, including
compliance with the State of Illinois Firearm Concealed Carry Act.
*All applications must be signed and notarized.
WotH Ss /Distrret FY (Ulsre Jo { Ge 3/i>-] 14
(Name of Organization) RES Q
OFFICIAL SEAL
Ae CHERYL GLUNT
(Ayfiorized Signatory) NOTARY PUBLIC - STATE OF ILLINOIS
MY COMMISSION EXPIRES:05/01/20
After submitting all forms, your application will be reviewed by City staff. All departments that will be
involved in providing services or permits for the event will be notified. Please do not assume that all
aspects of the event will be approved. You may be asked to make some changes to your plan
based on the availability of services or scheduling of other events.
The City of West Chicago reserves the right to cancel any event at any time for reasons deemed
necessary by the City Council and/or City Administrator.
Deliver all completed items to:
City of West Chicago
Attn: Community Development — Special Events
475 Main Street
West Chicago, IL 60185
FI III III II TOTO ITI IOI EI II ITO IIIT AIT TTT ITAA TCT TAA AAT AI TAT ATI AI AAA AAAI TATA AAA IAS AOS AS AA IIOP IAEA A IAA
FOR OFFICE USE ONLY
FEE IO ISI ISIO IO IES IIS TOTO I ISIS II IO ITO TOI TTI ITT TOTTI I ITI III ASAIO IOI II EAST ATTA II ASAT AAI II AIA IAS AAI ADAIR AAA DOA S BOA A AM
Based on the information which has been submitted and contingent upon approval of any necessary inspections
the day of the event, the request for a permit has been:
O Approved Permit No.
O Denied
Remarks:
Authorized Signature
Title _ Date
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