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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: +. C.
West Chicago Railroad Days
Special Event Permit Application FILE NUMBER:
Western DuPage Chamber of Commerce
COMMITTEE AGENDA DATE: April 22, 2019
COUNCIL AGENDA DATE:
STAFF REVIEW: Tom Dabareiner SIGNATURE A iS —
APPROVED BY CITY ADMINISTRATOR:
Michael Guttman SIGNATURE
ITEM SUMMARY:
The Western DuPage Chamber of Commerce (WDCC) has submitted the attached Special Event Permit
Application for West Chicago Railroad Days and a request to modify the Railroad Days Funding Agreement,
Resolution No. 17-R-0040. The modification would allow for the parade to take place on June 8, 2019, as
opposed to July 14, 2019.
Railroad Days is scheduled to take place Thursday, July 11 through Sunday, July 14, 2019 at Pioneer Park.
As in previous years, Railroad Days will include a carnival, food vendors, entertainment, beer garden, and
merchant vendors, but would not include the parade this year. The June 8" parade would take place prior to
the Hello Summer Park District event, which includes a City-sponsored fireworks display.
The request to change the parade date to June 8'" is a result of the road construction that is scheduled to take
place during the July 11-14, 2019 Railroad Days event timeframe. Public Works recommends that any parade
route during this timeframe should avoid Washington Street west of Sophia Street. The WDCC indicates that
all alternative route options present safety issues.
The proposed plans will be reviewed by staff from the Police, Public Works, and Community Development
Departments as well as the West Chicago Fire Protection District and Park District during the upcoming
monthly coordination meetings. Proposed event components are contingent upon approval from the above
noted staff, departments, and districts.
ACTIONS PROPOSED:
Recommend approval of the Special Event Permit and change in the parade date to June 8, 2019, contingent
upon submittal and approval of required insurance documentation.
COMMITTEE RECOMMENDATION:

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PREMIER
MEMBERS
City of
West Chicago
J? Insurance
Agency
FNBC Bank
& Trust
Northwestern
Medicine
Republic Bank
West Chicago
Park District
Chamber Office
&Training Center
306 Main St
West Chicago, I 60185
P: 630-231-3003
F: 630-231-3009
Western DuPage Chamber of Commerce
“Doing Business Right! Doing Right for Business!”
City of West Chicago March 29, 2019
Bethany Baccei, Special Events
475 Main Street
West Chicago, IL 60185
Re: Railroad Days Parade
Dear Bethany,
As you are aware the improvements being made to Washington Street would have a major impact on our
ability to hold a parade connected to the West Chicago Railroad Days festival held in July. The parade is a
favorite attraction each year drawing residents and visitors to West Chicago’s downtown and park.
We have looked at every possible alternative route on both the south and north sides of town and conclude
that each alternative has safety issues unacceptable to us. While we are not contractually obligated to having
a parade, it is something we think should be continued annually and, wish to propose a compromise.
The City of West Chicago and the West Chicago Park District have for the past couple of years held a season
opening event with music, food and fireworks in early June. After speaking with Public Works Director Rob
Flatter, it looks like we would be able to coordinate a parade using our standard route if done in connection
with the City/Pak event rather than Railroad Days.
The construction is being done in phases and it is unlikely that it would reach the point of impacting the
parade by the first week in June. We therefore request that you modify the Railroad Days funding agreement
to allow for both in-kind services and actual expenses associated with the parade to be acceptable and
qualifying expenses with the June 8", 2019 event date.
We sincerely hope that you agree with us that safety is a top priority and that a parade is desired only if it can
be done safely. We ask also that you trust our experience with parade participants that they need additional
space to participate safely. Many drivers pulling trailers during the parade do not regularly handle such
equipment.
On behalf of the Western DuPage Chamber of Commerce | respectfully request such amendments to our
agreement for the 2019 contract year.
Finally, and personally, during a rare year that the chamber was not managing the parade a group of
bystanders and me rushed and lifted a trailer caring a band off a little girl who had fallen between the truck
and trailer. Having traveled up her leg we stopped the trailer at her waist as it headed for her center mass.
Given this experience we must cancel the parade for 2019 if we are unable to come to a mutually acceptable
agreement.
Sincerely,
David J. Sabathne, President
team@westerndupagechamber.com
westerndupagechamber.com

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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
PERMIT NO.
Special Event Permit Application
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
L
1. completed and signed Special Event Application
Intent to Meet Insurance Requirements
di pedtion 1 — General Information
ection 2 — Narrative
v geton 3- Permits
ean 4 — Site Plan and/or Route Map
w gettion 5 — Task List and Due Dates
Section 6 — Hold Harmless Agreement
pleted and signed applications(s) for other permits(s) (See Section 3)
Cc
weave Permit Application - $50 per employee
ireworks Permit Application —
2.
$125 (Check made payable to the West Chicago Fire Protection District)
& Building Permit Application (temporary tents — see min. requirements) - $75
a 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)
RIKI IARI IIIA IAI II II III II II IIIS III III SSSI ISI ISIS ISAS SI III IAS ISI SSIS SIS SSIS II II SSS SSSA SSAA ASIA ON IAI I I
FOR OFFICE USE ONLY
FRIIS III IAAI I III III III RII II IIIS III IOI IS IASI ISI I IIIS I ISOS II III ISAS IIIS IIS IOS SISO IOI ISIS ISS AIS AS SSIS OS SSIS IAAI A I
Received: O A 6 / \q Fee Paid: $ M/A
Receipt # N /, /\ Check # N VA A
Event Acknowledgement Form returned by:
Police Dept. Fire Dist. PW Park Dist.
o Background checks completed by Police Dept. Date
a 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 ***
lGust 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.
Law Dev tol Z S chatt: ne , representing ides teen Dz figs Chawher of re
(print name of authorized person) (orgafization)
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.
me CLO A/)s [20]
(signature) ys feng,
Whct Change Racload Days al il-)
(name of event) (date of event)
Page 2 of 8

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SECTION 1 — GENERAL INFORMATION
Name of Event: wer Chuags Eicload Da ays
Type of Event:
Parade 0 Walk/Run/Bike AA Carnivals 0 Fireworks [J Festival
O Other
Location of Event: Praveen Teck , Forest Avenue , wWyst Chewogd
Date(s) of Event: ‘daly 11-14 Hours ofEvent: sito. Est. Attendance: § 000
Event Website: —UlWllih. Westetacdlapoage Mhatubet . <b :
Purpose of event: Le masualt y feshval ~ L@womec eye,
Name of Sponsoring Organization(s): aS?) of? LWT
Cherege “
Organization’s Legal Status (i.e. NFP, Partnership, Corporation): Cae@—S@OTOEES C1 ry
Contact person from sponsoring organization: _R rthany B ayee
Organizer address: _4YY72S Wwe Shrer ft
City/State/Zip: West Chreesr IW Gor eo Phone:_Z 9g -220 0
Cell Phone: E-mail:
Emergency contact information (provide mobile numbers for on-site coordinators during event):
1" Contact: SDevid Saheth nr Phone: @75-S3¢8
2"? Contact: Way Lol fo JS Phone: BS€E- 9928
Is this an annual event? vy Yes O No If Yes, provide next year’s event date:SLalg 9-IE
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.
Ab VE
What, if anything, are you doing to rectify the problem(s)?
wa
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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PREMIER
MEMBERS
City of
lest Chicago.
24Insurance
Agency
FNBC Bank
& Trust
orthwestern
Medicine
amber Office
raining Center
Main St.
it Chicago, IL 60185
30-231-3003
30-231-3009
Western DuPage Chamber of Commerce
“Doing Business Right! Doing Right for Business!”
2019, West Chicago Railroad Days
July 11-14
Narrative
West Chicago Railroad Days it the most popular event of the year sponsored by the City of West
Chicago. It has become a favorite activity in early July for both residents and visitors. Much of the
popularity is the atmosphere of the event and the many attractions.
The carnival, free concerts, food and merchant vendors and the beer garden work well to provide a
family environment. Pioneer park also has a splash pad and walking trails that visitors enjoy while
spending the day at the festival or to simply take a break away from the activities.
The parade in 2019 has been rescheduled for June gt as the primary route will be under construction vast
for much of the mid to late summer months. If June 8" does not work out for some unforeseen ao
reason, the 2019 Railroad Days Parade will be cancelled for safety reasons. Qy) J".
Bans have been signed and the infrastructure necessary to support such a major event have been
secured. We will begin marketing on radio, cable TV and with printed materials; including the City
a 7 Coy
Newsletter as we draw nearer to the event. oO
City Comcil
Respectfully,
David J Sabathne, President
team@westerndupagechamber.com
westerndupagechamber.com

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SECTION 3 —- PERMITS
Will your event include a carnival? Yes oNo
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? A Yes oNo
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? o Yes No
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? 0 Yes 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? AYYes oNo
If yes, you must submit a Temporary Liquor License Application thirty (30) days prior to the
event. To qualify for a 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? Yes aoNo
If yes, you may be required to subfnit 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 htto://www.dupagehealth.org/temporary-food-service for additional
information.
Are you requesting services from these departments?
Pe Police Fire District / Paramedics AY Public Works
Specify services: Water , DdumpStees , Conce fast $ foneima , huracades collieg
blocks, foo Buade , Emengect, Scevived diese busy hours CKpDd)
Will you be utilizing any of the following services?
Water PO BlectriciGenerator O Other
Page 4 of 8

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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?
-B Yes ONo _Ifyes, please indicate the property that you are requesting to use.
Parade only
Would you like to request the closing of City streets? O Yes No
If yes, please fill in the following information or submit a route map along with this application:
Street From To Dates Times
Page 5 of 8

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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:
Tasks to be completed Days Due
(All items due to City unless noted) Before Event Due Date
Submit “Intent to Meet Insurance Requirements” ‘ : inati
: f : . Prior to Prior to application
Document {included with Special Event Permit application review feview
Application, pg.2)
Submit Special Event Permit Application 90 days 4 f | 6 / \A
Submit Carnival Permit Application 90 days Y / \lo / \A
Submit Fireworks Permit Application 30 days N / A
Submit Temporary Liquor License Application 30 days lo / \ \ / \ q
Submit Building (Temporary Tent) Permit
30 days bo CG
Application | ( [ (
Submit Temporary Food Service Permit
Application(s) 30 days (o/\\ / 14
(DuPage County Health Dept. — 630-682-7979)
Submit Original Certificate of Insurance” 21 days* o [12 / \4
Submit Raffle Registration Application ; 14 days Zz ( LT [ \4
Notify residents/businesses of special event 14 days e {21 / | |
Post “No Firearms” signs at all public entrances
(See IL State Police requirements for standardized
sign in West Chicago’s Special Events Policy)
N/A Day of Event
*If this requirement is not met, the proposed event may be cancelled.
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SECTION 6 — WAIVER AND HOLD HARMLESS AGREEMENT
Furth sefernd fo as Cwnec)
In consideration of the Western duyeage Ceulecs of Lasceen (name of organization) and its Members,
employees, volunteers or guests, being allow to participate in Ridnadd Days , (the Activity) the
undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to
wpec. (name of organization) participation in the Activity.
To the fullest extent permitted by law, the wyc Cc (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 wbdcc (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
wy cc (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, the w DCC (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 Mdesteess Yule Chaser of Creamece (NAME of organization).
Agreed this /S day of Aye t ,20 ae
Westersd Dralage Clambet of Camere; Doe .
Name of Organization
—_bevidt ¥. Sabathn t—
Print emasd > rized Person
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.
[steer Due Lage eubea of Liman cr Dee iol ¥. Dwkethale ALIS[ZAG
(Name of OrganiZation g (Print Namé of Signatory) (Date)
- — _
OFFICIAL SEAL
LISA MARIE VOGT UL yz
atl
PUBLIC - STATE OF ILLINOIS
NOTAR
Signed and sworn to before me this_ /S day of Apt , 20_/ 7
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
PIII RII I TRI IIIT III IRIE IIR I IS IIIA IA III III II IIIA SISA IIA IA IIIA IAI SII SIA III ASI IA IIIS ISI IIIS IIS IASI IAI IAI I III ISAS AIA ISA IAI
FOR OFFICE USE ONLY
IIR III III III II II III III IIIS III I IR III III II AIA I ISIS SAI II AIS III ASIII II IIS III III IS NASI IAAI SII ISI I III IOI I I A IIA I I ISI IIIS IIH.
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 o
Remarks:
Authorized Signature
Title Date
Page 8 of 8

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RAILROAD DAYS
JULY 11-14
WCRAILROADDAYS.COM
Thursday
Alibi
Friday
Soul Shine
Heartsfield
Saturday
Fourth Point
Who's Who
Down Pour
Sunday
Projecto 7
Sammy & the
Knights

===== PDF PAGE 23 =====
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‘ Vendor
\ &
Area
Porta-votties
Beer Garden
Ticket
Booth
rr ae
CARNIVAL
AREA

===== PDF PAGE 24 =====
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=
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$5)
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2} |
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ELMWOOD ST.
mor ZOHAr roar
GRAND LAKE ST
PINE ST.
m,,€ - Route
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= Staging Area | WEST CHICAGO RAILROAD DAYS
PARADE ROUTE
e = End of Route
mmale = = Direction