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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: H+. 0.
Battle of the Bands
West Chicago Park District FILE NUMBER:
COMMITTEE AGENDA DATE: May 19, 2025
COUNCIL AGENDA DATE: May 19, 2025
STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE bal Chie
ITEM SUMMARY:
West Chicago Park District is requesting police services at Battle of the Bands taking place on August 29
and 30. The Park District has already received a temporary liquor license. The Special Event Permit
Application has been reviewed and approved by staff from the Police, Public Works, Business &
Community Relations, and Community Development Departments as well as the West Chicago Fire
Protection District.
ACTIONS PROPOSED:
Recommend approval of police assistance at the event, contingent upon submittal and approval of
required insurance documentation.
COMMITTEE RECOMMENDATION:
This item is being presented to the Public Affairs Committee for consideration prior to the City Council
meeting.

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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
0 Intent to Meet Insurance Requirements
1 Section 1 - General Information
o Section 2 — Narrative
0 Section 3 — Permits
co Section 4 - Site Plan and/or Route Map
3 Section 5 — Task List and Due Dates
0 Section 6 — Hold Harmless Agreement
2. Completed and signed applications(s) for other permits(s) (See Section 3)
3 Carnival Permit Application - $50 per employee
o Fireworks Permit Application —
$125 (Check made payable to the West Chicago Fire Protection District)
«1 Building Permit Application (temporary tents —- see min. requirements) - $50
a Raffle Registration Application — requires separate application
a Temporary Liquor License Application — requires separate application
o Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979)
Diehenunerntactamvet cs cnnaterescassuve ti reetete tated rd ne ceande tered intent anal rete eeeeeretta ei aetiaeeshetalia
FOR OFFICE USE ONLY
PN eT EPA ETT OTT Dee RRR POT OP aE en pe RP
Received: 2/Z0/2S Fee Paid: $
Receipt # a = — Check #
Event Acknowledgement Form returned by:
Police Dept. Fire Dist. PW Park Dist.
a Background checks completed by Police Dept. Date \
c DuPage Co. Health Department notified Date
© 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 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.
I; Sara Witteck _, representing West Chicago Park District
(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.
R [24 [2
aes signatare date)
Battle of the Bands August 29 & 30, 2025
(name of event) (date of event)
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SECTION 1 - GENERAL INFORMATION
Name of Event: Battle of the Bands
Type of Event:
O Parade O Walk/Run/Bike O Carnivals O Fireworks @ Festival
(© Other
Location of Event: Reed Keppler Park
Date(s) of Event: 8/29 & 8/30 Hours of Event: °°" to®3™ Est. Attendance: 500
Zpmi 4pm
Event Website: WWW.we-parks.org
Purpose of event: Festival with music. Friday is 6:30-8:30pm and Saturday is 12pm-4pm
Name of Sponsoring Organization(s); West Chicago Park District
Organization’s Legal Status (i.e. NFP, Partnership, Corporation): Local Government, Park District
Contact person from sponsoring organization: Sara Witteck
Organizer address: 201 W National St
City/State/Zip: West Chicago, IL 60185 Phone: 630-231-9474
Cell SET E-mail: Switteck@we-goparks.org
Emergency contact information (provide mobile numbers for on-site coordinators during event):
1° Contact; Ben Nelson Phone
2™ Contact: Gina Radun Phone
Is this an annual event? O Yes O No If Yes, provide next year’s event date: UNknown
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.
What, if anything, are you doing to rectify the problem(s)?
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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SECTION 3 — PERMITS
Will your event include a carnival? oYes 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 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? Yes aNo
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? «Yes aNo
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? oYes aNo
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? ow Yes 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? a Yes 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 Oi Fire District/ Paramedics O Public Works
Specify services: We are looking for police presence at the event.
Will you be utilizing any of the following services?
QO Water @ 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.
lf 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 &No If yes, please indicate the property that you are requesting to use.
Would you like to request the closing of City streets? 0 Yes O No
If 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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Map Key
+
Band
Unloading
Reed-Keppler Park
832 Arbor Ave
West Chicago, IL
60185
Site Map &
Info
Battle of the
Bands
8/29 Spm-8pm
8/30 12pm-4pr
Vendor Entrance & Parking
Park District Tent (1 8ft Table)
WCPD Free Activities
Food Truck
Sponsor Table (5 8ft Tables)
Restrooms

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Battle of the Bands — Event Synopsis
The Battle of the Bands is a two-day music competition featuring local bands competing for the
title of this year’s best act. The event will be held at The Shell in Reed-Keppler Park, with the
first round on Friday, August 29 from 5:00 PM to 8:00 PM, followed by the finals on Saturday,
August 30 from 12:00 PM to 4:00 PM.
Event Details:
e Friday, August 29: The competition kicks off with the first round of performances by
local bands, each vying for a spot in the final round. This evening promises an exciting
and dynamic showcase of local talent.
e Saturday, August 30: The final round will feature the top bands from the first day,
performing for the chance to be crowned the Battle of the Bands champions. In addition,
Serendipity, a renowned local band, will take the stage to provide entertainment between
the performances of the finalists.
e Family Fun: Both days will include a bouncy house and a variety of activities for
children, ensuring a fun experience for the whole family.
e Food and Beverage: Food trucks will offer a range of delicious options, and a beer tent
will provide a selection of beverages for adult attendees.
This two-day musical event offers an exciting opportunity to support local talent while enjoying
a fun and festive atmosphere. Whether you're a fan of live music, looking for family-friendly
activities, or simply want to enjoy a day in the park, Battle of the Bands at The Shell in Reed-
Keppler Park is the place to be.
Information for the West Chicago Police Department
e The event is free to the community. Parking will be available at the two east lots along
Arbor Ave and in the Turtle Splash Parking lot. The north parking lot off of Arbor Ave
will be closed for vendor parking and loading/unloading. This entrance will be monitored
and manned by a park district employee.
e Alcohol will be sold by the park district at the park district tent. All patrons who purchase
alcohol will be carded, wrist banded and served by BASSET trained park district staff.
Patrons will have the option to pay by cash or by card. All alcohol sold will be opened on
site by park district staff and no patron my purchase more than one alcoholic drink at a
time. Alcohol options will include: Miller Lite, IPA Beer, Modelo, White Claw and
canned margarita.
e The West Chicago Park District is requesting one to two officers to monitor the area on
foot.

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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: 8] 2q im & IS
Tasks to be completed
(Ail items due to City unless noted)
-+
Submit “Intent to Meet Insurance Requirements”
Document (included with Special Event Permit
Days Due
Before Event Due Date
Prior to Prior to application
(See IL State Police requirements for standardized
sign in West Chicago's Special Events Policy)
Application, pg.2) | application eae review
| Submit Special Event Permit Application 90 days Sly
Submit Carnival Permit Application 90 days | \
Submit Fireworks Permit Application r 30 days | \
Submit Temporary Liquor License Application [ 30 days | 7 ]%o
Submit Building (Temporary Tent) Permit Se aie
oars, 30 days
Application | IN
Submit Temporary Food Service Permit _
Application(s) | 30 days 7 ie)
| (DuPage County Health Dept. — 630-682-7979) | |
Submit Original Certificate of Insurance* | 21 days* | g | §
/ Submit Raffle Registration Application Ter 14 days | \
Notify residents/businesses of special event 14 days are \
= | _ |
Post “No Firearms” signs at all public entrances |
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 West Chicago Park District (name of organization) and its Members,
employees, volunteers or guests, being allow to participate in _ Battle of the Bands (the Activity) the
undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to
West Chicago Park District (name of organization) participation in the Activity.
To the fullest extent permitted by law, the West Chicago Park District (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 West Chicago Park District (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
West Chicago Park District (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 West Chicago Park District (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 West Chicago Park District (name of organization).
Agreed this 8 day of April 2025
West Chicago Park District
Name of Organization
Sara Witteck
Print Name of A
Recreation Manager
Title
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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.
2/25/25
(Date)
West Chicago Park District
(Print Name of Signatory)
Official Seat
BENNETT E NELSON
Notary Public, State of Hlinols
Commission No. 1001327
My Commission Expires December 13, 2028
(Notary Public)
Signed and sworn to before me this Ploy day of t oud, . 20 aS
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
RAANA RENNER EARLE RAE ERAT R ERE RE EAR ERRA AERA EERE EEA EE RAE R EEL EE EE EER TREE TERR REET RENEE RERRRERERERREREERR RRR
FOR OFFICE USE ONLY
eee eee rr errr terres erie ti et ieirt tii tactr ter istitiitiitriiiiteritititiicit tt ie retss
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
Page 8 of 8