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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER:
West Chicago Railroad Days
Western DuPage Chamber of Commerce
FILE NUMBER:
COMMITTEE AGENDA DATE: June 3, 2024
COUNCIL AGENDA DATE:
SIGNATURE A z Y
SIGNATURE
STAFF REVIEW: Tom Dabareiner
APPROVED BY CITY ADMINISTRATOR:
Michael Guttman
ITEM SUMMARY:
The Western DuPage Chamber of Commerce has submitted the attached Special Event Permit
Application for West Chicago Railroad Days scheduled to take place Thursday, June 27 through Sunday,
June 30, 2024 at Pioneer Park in accordance with the terms outlined in Resolution 23-R-0094.
As in previous years, the event will include a carnival, food vendors, entertainment, beer garden, and
merchant vendors. There will also be fireworks on Saturday.
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 proposed event plans to proceed as outlined, 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
PERMIT NO.
Special Event Permit Application
The Special Event Application must be submitted 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 and/or city personnel. The 90-day time period allows sufficient time to evaluate
the request and provide a recommendation to the City Council for its consideration. For
any late submittals (applications submitted less than 90 days prior to the event), a $50 late
fee must be paid with the application. Further, the applicant runs the risk of their Special
Event request being denied.
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
g Intent to Meet Insurance Requirements
a Section 1 — General Information
o Section 2 — Narrative
D Section 3 - Permits
a Section 4 — Site Plan and/or Route Map
0 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)
0 Carnival Permit Application - $50 per employee
a Fireworks Permit Application —
$125 (Check made payable to the West Chicago Fire Protection District)
a Building Permit Application (temporary tents — see min. requirements) - $50
a Raffle Registration Application — requires separate application
o Temporary Liquor License Application - requires separate application
a Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979)
RARAARRARAAEARRAREARERAR ERAT RRERRARERERAREERAE HERRERA ORERRE TEER EHH ERERESERENE ACER EAREEHTEERA ERASER NEEM ERERR EES
Received: Fee Paid: $.
Receipt # Check #
Event Acknowledgement Form returned by:
Police Dept. Fire Dist. PW Park Dist. CcDD
o Background checks completed by Police Dept. Date
a DuPage Co. Health Department notified Date
a 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 IML-RMA 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 Workers 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.
aa ee 3 _2_Sabathwe ___, representing Meets! Decloer Chaeke of lanacr ee
(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.
Set pzord
signature (da lien
¢ (name of event) y, Pass 22-30 of Bear
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SECTION 1 - GENERAL INFORMATION
Name of Event: 2024 best Chia Rast read De vs.
Type of Event:
O Parade O Walk/Run/Bike (Carnivals Fireworks @ Festival
O Other
Location of Event: i ec re
Date(s) of Event: Luaste 22-30 Hours ofEvent: ss sstto, =~ CE St. Attendance: £0, 000
Event Website:
Purpose of event: i ;
Name of Sponsoring Organization(s): -WD Chenhor
Organization's Legal Status (i.e. NFP, Partnership, Corporation): io S41CG
Contact person from sponsoring organization: Dcuted N2bethste
Organizer address: 20(, Marat Steect
City/State/Zip: Phone:_{,.24-2.2]-3005
Cell Phone: E-mail: ode
Emergency contact information (provide mobile numbers for on-site coor
1" Contact: Neawral Sahathae Phone:
2™ Contact: bayats Lofton Gr. Phone:
Is this an annual event? Yes O No If Yes, provide next year's event date: _A/(7 KNows
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.
ot
What, if anything, are you doing to rectify the problem(s)?
MfA
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. u
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SECTION 3 — PERMITS
Will your event include a carnival? Wes a No
If yes, you must submit a Carnival Permit Application ninety (90) days prior to the event.
Please visit www.westchicago.org under Forms 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? es oNo
If yes, you must submit a Building Permit Application thirty (30) days prior to the event.
Please visit www.westchicago.org under Forms for an application.
Will your event include a fireworks display? Wes o No
if yes, you must submit a Fireworks Permit Application thirty (30) days prior to the event.
Please visit www.westchicago.org under Forms for an application.
Are you holding a raffle at your event? «o Yes wo
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? “Nes a No
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? Wes oNo
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?
Police Fire District / Paramedics Public Works
Specify services: cat. iT
Will you be utilizing any of the following services?
wie &@ Electric/Generator O Other
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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?
O Yes wo If yes, please indicate the property that you are requesting to use.
Would you like to request the closing of City streets? O Yes wo
'f yes, please fill in the following information or submit a route map along with this application:
Street From To Dates Times
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West Chicago Railroad Days
June 27-30, 2024
Narrative
Pioneer Park has been the home of West Chicago Railroad Days for almost a decade now and has
grown in attendance over the years compared to the early years in the new location. This will be the
2°* year that it will be held at the end of June rather than following the Independence Day weekend.
West Chicago Railroad Days is the most popular city-wide event of the year sponsored by the City
of West Chicago. It has become a favorite activity for both residents and visitors. Much of the
popularity is the atmosphere of the event and the many attractions.
Returning in 2024 are the carnival, free concerts, food and merchant vendors, beer garden and if an
approved launch site can be secured, fireworks too will return as a feature of the 2024 Railroad
Days.
The 2023 fireworks display was cut short due to extremely dry conditions and the premature
eruption of one of the shells that caused a fire which needed to be extinguished. Special attention
will be given should a similar environmental risk be present in 2024.Watering down vegetation for
example may be necessary in extremely dry conditions.
Most Bands have been signed and the infrastructure necessary to support such a major event are
being secured, stage, generators, sanitation and of course a carnival contract has been secured
with Fantasy Amusements.
The Kids Zone which was introduced in 2022 is being reimagined for 2024. This is for our youngest
residents to enjoy a free activity for 2 hours on Saturday. Crafts, games, and entertainment will be
provided.
Marketing has already begun on social media which has become the number one source for
festival inquiry and interest. Marketing of special “featured” acts and events we will continue up to
and throughout the event. All applications and downloadable schedules and attractions will
remain on our website throughout the event.
Respectfully,
David J Sabathne, President

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2024 West Chicago Railroad Days
Request for City Services
As per our contract and application requirements, the Western DuPage Chamber of Commerce wishes
to make a formal request for the following City services regarding the 2023 West Chicago Railroad
Days.
Tuesday June 25th:
Water meter hook: by Tuesday June 25"
Dumpster delivered to area near east end of parking lot on North edge of park: see map
Wednesday June 26th
Preliminary site inspection for equipment and ride license verification and general safety inspection
Thursday June 27th
Inspection of festival to provide necessary approvals to open/operate: Approximate time of 2 PM
Police services for security and general event visibility: 4 PM to 10:30 PM
Friday June 28th
Police services for security and general event visibility: 4 PM to 11:30 PM
Saturday June 29"
Inspection and/or necessary support for evening fireworks.
Police services for security and general event visibility: Noon to Midnight
Sunday June 30"
Police services for security and general event visibility: 3 PM to 10:30 PM
Monday July 1°.
Removal of water meters from two locations at approximately 3 PM
Pick-up of barricades
Final Dumpster Removal NO SOONER THAN 2pm
In addition to the above, would like to have Railroad Days advertising on City sign at 59 and Main
Street.

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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 BeforeEvent
Submit “Intent to Meet Insurance Requirements Prior to Prior to application
Document (included with Special Event Permit recsad . :
Application, application review review
Submit Special Event Permit Application 90 days
Submit Carnival Permit Application 90 days
Submit Fireworks Permit Application
Submit Temporary Liquor License Application
Submit Building (Temporary Tent) Permit
Application
Submit Temporary Food Service Permit
Application(s)
pt. — 630-682-7979
Submit Original Certificate of Insurance* 21 days*
Submit Raffle Registration Application 14 days
Notify residents/businesses of special event 14 days
Post “No Firearms” signs at all public entrances
(See IL State Police requirements for standardized N/A Day of Event
sign in West Chicago's Special Events Policy)
*lf 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 tdectece Dubage Chea bee of LassmettuedBME of organization) and its Members,
employees, volunteers or guests, being allow to participate in 2024 Ralened Days, (the Activity) the
undersigned hereby recagnizes, acknowledges and assumes any and all risk pertaining to
Llestevrs Des hogs. Cheemlee af Ceaeete (name of organization) participation in the Activity.
To the fullest extent permitted by law, the thes teed Duboce Chanker of Lomastice. (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 attomeys fees), which may in anywise accrue against the City of West Chicago, its
officials, agents and employees, arising in consequence of cdasleest Donlage Charnle of founere{iame 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
Atestert Dulepe Khanker of Cosco cs. (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 tsesteret Truttare Chamber off Leenngerere (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 whasteew Delage Chander off Ceansece (name of organization).
Agreed this 213" day of Macc 2024
tlesties Dealige Chatsder af Cossseet
Name of Orgariization
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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.
Ulex Pubays Chandi of Llenercs Dvaud Ss Sadathve afeifeery
(Name of Orgahization (Print Name of Signatory) (Gate)
Bi
WAYNE LOFTON
7 OFFICIAL SEAL
B Notary Public, State of Illinois
My Commission Expires
February 06, 2027
Signed and swom to before me this al day of VA. Atcv| , 20 AY .
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
RAREE HERE ONES EE TORE HERE E ROE REENOES ERE ED SAO TRE EROETTNE ETE EHERR STEN ENEHURNTERREOT NOONE SENET ORRADENRARREETEREReetTeNEreereD
FOR OFFICE USE ONLY
SeehRONHeEREANENARONHORTATHTETENAANERERAERNE SHARE AEROREAOORESERERORHHHEHATHReehErerereeeenen end seeehneeRetHerenrernererthers
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.
Authorized Signature
Title Date
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