===== PDF PAGE 100 =====
[Extraction: OCR (rendered-page OCR)]
CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: 4+. G.
Taco & Art Fest
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 ales CO UA
ITEM SUMMARY:
West Chicago Park District is requesting police services at their Taco & Art Fest taking place on July 26
from 3:00 p.m. to 7:00 p.m. 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 services 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.

===== PDF PAGE 101 =====
[Extraction: OCR (rendered-page OCR)]
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
1. Completed and signed Special Event Application
o Intent to Meet Insurance Requirements
o Section 1 — General Information
0 Section 2 — Narrative
G 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)
u 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
0 Temporary Liquor License Application — requires separate application
a Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979)
a
RRR IRIE EERE RRR ARERR EERE EERE EERE REPL ERERERRREARREREERERE EN ERARRERERE EERE RERR ERATE RATAN R NEARS ERE
Received: 2)z |zs Fee Paid: $
Receipt # Check #
Event Acknowledgement Form returned by:
Police Dept. —————s«*FFiree Dist. PW Park Dist.
a Background checks completed by Police Dept. Date
oa DuPage Co. Health Department notified Date
a Certificate of Insurance received and approved Date
Page 1 of 8

===== PDF PAGE 102 =====
[Extraction: OCR (rendered-page OCR)]
*** 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 shail 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.
Wi aaa 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.
[Zl
t
(signature) (date)
Taco & Art Fest July 26, 2025
(name of event) (date of event)
Page 2 of 8

===== PDF PAGE 103 =====
[Extraction: OCR (rendered-page OCR)]
SECTION 1 — GENERAL INFORMATION
Name of Event: Taco & Art Fest
Type of Event:
O Parade O Walk/Run/Bike O Carnivals O Fireworks @ Festival
O Other
Location of Event: Reed Keppler Park
Date(s) of Event: 7/26/25 Hours of Event: 3P™ to7PM__ Est. Attendance: 500
Event Website: Www.we-parks.org
Purpose of event: Festival celebrating art and tacos.
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: Sat Witteck
Organizer address: 201 W National St
Phone: 630-231-9474
City/State/Zi : West Chicago, IL 60185
Cell » = E-mail: Switteck@we-goparks.org
Emergency contact information (provide mobile numbers for on-site coordinators during event):
1* Contact: Ben Nelson Prone ZZ —
2° Contact; Gina Radun Phone:
Is this an annual event? Sf 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.
Page 3 of 8

===== PDF PAGE 104 =====
[Extraction: OCR (rendered-page OCR)]
SECTION 3 — PERMITS
Will your event include a carnival? oc 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? © Yes @No
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 a 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 yourevent? oYes a@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? 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? Yes o 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?
@ Police O Fire District/ Paramedics © Public Works
Specify services: We are looking for police presence at the event.
Will you be utilizing any of the following services?
4) Water @ Electric/Generator © Other
Page 4 of 8

===== PDF PAGE 105 =====
[Extraction: OCR (rendered-page OCR)]
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 &@No If yes, please indicate the property that you are requesting to use.
Would you like to request the closing of City streets? O 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
Page 5 of 8

===== PDF PAGE 106 =====
[Extraction: OCR (rendered-page OCR)]
July 26, 2025
=F7 3pm-7pm
Map Key
+ Information & First Aid/ Crafts & Activities Train Station Picnic Tables
Alcohol Sales Garsitow Inflatables Tent
Art Demonstration & Vendors
* Independent games and blocks
Taco Wars Tickets & Voting [3 Restrooms S\ Generator

===== PDF PAGE 107 =====
[Extraction: OCR (rendered-page OCR)]
The Taco & Art Fest, hosted by the West Chicago Parks Foundation, will take place at The Shell
in Reed-Keppler Park on Saturday, July 26 from 3:00 PM to 7:00 PM. This community event
offers a blend of culinary and artistic experiences designed to engage attendees of all ages.
Event Details:
Taco Wars: A competitive cooking event where local chefs will showcase their culinary
skills in a taco-making competition. Attendees will have the opportunity to sample
various creations and vote for their favorites.
Main Stage Performances: The event will feature a dynamic lineup of live
entertainment, including Mariachi music, traditional Ballet Folkloric dances, and a
Samba band, providing a rich cultural experience for all attendees.
Family Activities: A variety of family-friendly attractions will be available, including a
petting zoo, children’s games, a bouncy house, and other interactive activities designed to
engage younger audiences.
Art and Craft Vendors: The festival will host a selection of local artisans and vendors
showcasing unique crafts and artwork, allowing attendees to support the local arts
community.
Food and Beverage: A selection of food trucks will be on-site offering a diverse range of
cuisines, while a beer tent will provide a selection of beverages for adult attendees.
This event provides an opportunity for the community to gather in celebration of local food, art,
and culture, fostering a sense of connection and enjoyment. We invite you to join us for an
afternoon of culinary exploration, cultural performances, and family-friendly fun at The Shell in
Reed-Keppler Park.
Information for the West Chicago Police Department
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.
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.
The West Chicago Park District is requesting one to two officers to monitor the area on
foot.

===== PDF PAGE 108 =====
[Extraction: OCR (rendered-page OCR)]
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:
212
| sign in West Chicago's Special Events Policy)
Tasks to be completed Days Due
(All items due to City unless noted) ___BeforeEvent Due Date
Submit “Intent to Meet Insurance Requirements” ; . Ran
f f : Prior to Prior to application
Document (included with Special Event Permit en . ;
Application, p9.2) application review review
Submit Special Event Permit Application 90 days | y | V1
Submit Carnival Permit Application 90 days - —_
Submit Fireworks Permit Application 30 days —7
Submit Temporary Liquor License Application | 30 days 6 |26
Submit Building (Temporary Tent) Permit
hie 30 days ——
Application
Submit Temporary Food Service Permit 7 |
Application(s) 30 days 6 We
DuPage County Health Dept. — 630-682-7979) _ i
Submit Original Certificate of Insurance* 21 days* 7} | S
Submit Raffle Registration Application 14 days —
Notify residents/businesses of special event 14 days >
Post “No Firearms” signs at all public entrances _ - y
(See IL State Police requirements for standardized N/A Day of Event
*If this requirement is not met, the proposed event may be cancelled.
Page 6 of 8

===== PDF PAGE 109 =====
[Extraction: OCR (rendered-page OCR)]
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 _ Taco & Art Fest , (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 25 day of February , 2025
West Chicago Park District
Name of Organization
Recreation Manager
Title
Page 7 of 8

===== PDF PAGE 110 =====
[Extraction: OCR (rendered-page OCR)]
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
hove, Va No theok 2/25/25
~ (Print Name of Signator (Date)
Official Seat
BENNETT E NELSON
Notary Public, State of Illinois
Commission No. 1001327
West Chicago Park District
N eae
My Commission Expires December 13, 2028
(Notary Public)
Signed and sworn to before me this a5 th day of PzACINN an ,20 26 .
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, !L 60185
RRRREREREERE EERE RISER RERE EERE EE EAN ERREEREREEEERENERERAERE EEE EE ERR DEERE ER REN ER RERREROREEEREREERERERRE REE OEE RE RRR AE ERR
FOR OFFICE USE ONLY
Lshahahahalahalahahahabalatebalalasehahahahebehebadetahahabaiehehdalehebeleietehiatelehelietlaetetinihiatteediiiieiitiak ib tk LE LER CLL CULL LA LEE EET TT
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. i
O Denied
Remarks:
Authorized Signature
Title Date
Page 8 of 8