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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDAITEMNUMBER: — ‘tA.
Homecoming Parade
West Chicago Community High School
District 94
FILE NUMBER:
COMMITTEE AGENDA DATE: July 15, 2024
COUNCIL AGENDA DATE:
SIGNATURE_( (Clue —
APPROVED BY CITY ADMINISTRATOR:
Michael Guttman SIGNATURE
STAFF REVIEW: Tom Dabareiner
ITEM SUMMARY:
West Chicago Community High School District 94 is seeking approval for their annual Homecoming
Parade scheduled for Friday, October 18, 2024 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 &
Fire District to accommodate and accompany floats, vehicles, and parade walkers.
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.
If there is construction along the parade route the school has been provided with an alternate route,
which includes less parade participation.
ACTIONS PROPOSED:
Recommend event for approval. 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
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
a Intent to Meet Insurance Requirements
a Section 1 — General Information
a Section 2 — Narrative
o 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)
a 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
ao 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)
FEI ITO III IIIS II TTI TT TIT TTI TIT TTT TAT ITT OT I IATA AT A TR AA RATT TT AS IIT SIA SAIS SOS OSA IIA
Received: A} 14] 24 Fee Paid: $
Receipt # Check #
Event Acknowledgement Form returned by:
Police Dept. Fire Dist. PW Park Dist. CDD
o Background checks completed by Police Dept. Date
co DuPage Co. Health Department notified Date
o Certificate of Insurance received and approved Date
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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/ocations/vehicles/exclusions added by endorsemenvtspecial 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.
l, GAT (Jo (fa , representing LIKUD ssa ck 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.
2/ia [a4
(signature) (date)
( Ase Chocege ERS Hot coming Parade lo [if /ay
(name of event) at fire
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SECTION 1 —- GENERAL INFORMATION
Name of Event: (Jest score Commun he Hash. Cehwo| Hemssari7
ore ke
Type of Event:
Parade A/alk/Run/Bike © Carnivals © Fireworks O Festival
0 Other
Location of Event: Chere Wee tS =>] hrevgh Letie Buc hennt Ls t+ on Btepn ice
Date(s) of Event: (O/19734 Hours of Event: 12 AC por tO XO pm Est. Attendance: 2,62 O
Event Website. we wi dT. o x
Purpose of event: tor coining Ce Nebration
Name of Sponsoring Organization(s): Communit Hig Schoo! iD. steick TH
Organization's Legal Status (i.e. NFP, Partnership, Corporation): Sheol Dietrick
Contact person from sponsoring organization: Wice ool €e.
Organizer address: 222 Bo (cet Srrek
City/State/Zip: Wese Chwegs TL GOMES Phone: (e380 - F7U- 340
Cell Phone: E-mail: MtwvolLe@ dh. o £m
Emergency contact information (provide mobile numbers for on-site coordinators during event):
1* Contact: Mee. Ldo\£e Phone:
2° Contact: Ne imine si pton Phone:
Is this an annual event? PrY¥es O No If Yes, provide next year's event date: l Rd
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.
No Ne
What, if anything, are you doing to rectify the problem(s)?
fila
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.
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Narrative for Special Event Permit
City of West Chicago
March 21, 2024
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, 2024. 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.
We have been able to collaboratively work with the West Chicago Police
Department, Leman Middle School administration, and Gary Elementary
School administration to create a safe parade route and meet all requirements
the WCPD has for large scale events. The attached map includes the parade
route, each ‘star’ on the map designates an intersection that will be staffed by
either a District 94 employee and vehicle or a West Chicago Police
Officer/Community Service Officer. 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). We will enter the (exit) bus lane at
Leman Middle School, wind through the bus lane to Hazel Street; proceed east
on Hazel Street, turn left on Bishop Street, turn left on Brown Street; and then
turn right on Joliet Street heading back to the high school. We used this route
for our 2023 Homecoming Parade and it worked well.
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,
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 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? o Yes eNo
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? Yes sNo
/f 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 yfNo
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 @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? o Yes #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:/Avww.dupagehealth.org/temporary-food-service for additional
information.
Are you requesting services from these departments?
P&Police [Fire District / Paramedics O Public Works
Specify services: Wy Zu Gad Pega shy WcPd + We Fd Samal Bctonward
Uibetes -~ ooconodA aed Q.ptomae Ploats veliles an0 paracle
willars _ t =
Will you be utilizing any of the following services?
O Water 0 Electric/Generator O Other ( vlA
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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?
KYes ONo [ff yes, please indicate the property that you are requesting to use.
otkatned vaep
Would you like to request the closing of City streets? @LYes O No MNep AtkeAncl
If yes, please fill in the following information or submit a route map along with this application:
Street From To Dates Times
tole lox L2MEE apa 9-40
p=
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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”
‘ f : . Prior to Prior to application
Document (included with Special Event Permit a , 4
Application, pg.2) application review review
Submit Special Event Permit Application 90 days 7 le / oY
Submit Carnival Permit Application 90 days N ) [n,
Submit Fireworks Permit Application 30 days Y (A
Submit Temporary Liquor License Application 30 days | N Is.
Submit Building (Temporary Tent) Permit
30 days
Application VY [A
Submit Temporary Food Service Permit
Application(s) 30 days N [hb
| (DuPage County Health Dept. — 630-682-7979)
Submit Original Certificate of Insurance* 21 days* 9 [27 [a4
Submit Raffle Registration Application 14 days aw) i A
Notify residents/businesses of special event 14 days [o /4 pa
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
In consideration of the Wee +5 fBxtinrc? wad (name of organization) and its Members,
employees, volunteers or guests, being allow to participate in #& 202% UC Receole(the Activity) the
undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to
Wdcc AS Z, Distiet I (name of organization) participation in the Activity.
To the fullest extent permitted by law, the QJ ce HS [disk Y (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 LIcCHS/ © (Steve 74. (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
u KEK S/ D stata 4 (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 Yec HS / Disercet TY (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 _Loce USL Dé steve q4 (name of organization).
Agreed this _ 19? day of Alar l 20.27
LCC HS | District PY
tion
Name of Organizati
_f mr nek. | Ect.
Print Name of Authorized Per:
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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.
WICCHS [Rosset PY Mor Wok 3 filo
(Name of Organization) (Print Name of Signatory) (Date)
( 14€0 Signatory) IVELISSE MARIA SCHERMAN
aaa)
Commission No. 985825
Commission a
Signed and sworn to before me this 19 dayof § “arch 2024
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
AEE R ERIC OSI IOS IDOE U ESO TIE IES THESIS IA IIE ETI ITISO ISI SD SHH HED Nba kbbabeasteas re
FOR OFFICE USE ONLY
TEETER IE IERIE II TOOTSIE SISTENT TH nin Sn ord eH te ii ini itbiddiniboitited ithibininiiitiar
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.
pp O Denied
Remarks:
Authorized Signature
Title Date
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