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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
HUE.) VES} AGENDA ITEM NUMBER: __‘t-€.
Resolution No. 25-R-0050
Funding Agreement
Mexican Independence Day Festival 2025
Despertar Latino
FILE NUMBER:
COMMITTEE AGENDA DATE: July 21, 2025
COUNCIL AGENDA DATE: July 21, 2025
STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE als (Wire
ITEM SUMMARY:
Despertar Latino and City Staff seek approval of the attached 2025 Funding Agreement for the Mexican
Independence Day (MID) Festival which is proposed to take place on September 14, 2025. As outlined in
the Agreement, Despertar Latino is responsible for all aspects of planning, organizing, and managing the
event, while the City provides financial support as well as in-kind services.
The City will provide the financial support of $8,500 to be paid in installments, in order to help cover the
cost of Festival activities. Funds will be released so long as the submittal requirements have been met.
The City will also equally match the amount of cash donations Despertar Latino raises in excess of
$2,000, with the City’s matched contribution not to exceed $8,000. The City’s maximum total contribution
to Despertar Latino shall not exceed $16,500.
ACTIONS PROPOSED:
Staff recommends approval of Resolution No. 25-R-0050 as proposed.
COMMITTEE RECOMMENDATION:
This item is being presented to the Public Affairs Committee for consideration prior to the City Council
meeting.

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RESOLUTION NO. 25-R-0050
A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A
FUNDING AGREEMENT WITH DESPERTAR LATINO TO SUPPORT THE
2025 MEXICAN INDEPENDENCE DAY EVENT
BEIT RESOLVED by the City Council of the City of West Chicago, in regular
session assembled that the Mayor is hereby authorized to execute a Funding Agreement
to support the 2025 Mexican Independence Day Festival between the City of West
Chicago and Despertar Latino, in substantially the form attached hereto, and incorporated
herein as Exhibit “A”.
APPROVED this 21° day of July 2025.
AYES:
NAYES:
ABSTAIN:
ABSENT:
Mayor
ATTEST:
Executive Office Manager

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Funding Agreement for
202 i | nden
This funding agreement (hereinafter referred to as "Agreement") is made and
entered into on the 21st day of July 2025 by and between Despertar Latino
(hereinafter referred to as "Organizer") and the City of West Chicago, (hereinafter
referred to as "City").
In consideration of the covenants and agreements hereinafter contained,
as well as other good and valuable considerations, the Organizer and
the City hereby agree that the Organizer is an independent entity with
respect to the City and agrees to perform all services to create, plan,
develop and execute the Mexican Independence Day Festival on
September 14, 2025, (hereinafter referred to as "Festival") and that the
City will provide a designated amount of financial support for such Festival.
The Organizer has no authority or power to incur debts, obligations or
commitments of any kind whatsoever for or on behalf of the City or to
bind the City to any contract, agreement or employment agreement.
This will include, but is not limited to, accomplishing the following tasks and
purveyance of services:
A. The Organizer will serve as the lead event planner and execute
the following duties:
1. Plan, organize and _ supervise the Festival, making
arrangements for the Festival site, negotiate contracts with
responsible independent contractors or vendors, apply for all
permits and licenses, comply with all insurance requirements
as defined in the Special Event Permit Application and section
VI, and coordinate with City officials.
2. Comply with the City’s Municipal Code, ordinances, and
Special Events Policy in effect at the time this Agreement
becomes fully executed, including the posting of signs in
conformance with the City's regulations regarding concealed
carry at special events. Should a higher level of government
mandate any new laws that the City is required to enforce and
should the City Council approve a new law that does not
specifically deal with festivals but rather improves and
addresses the health, safety and welfare of West Chicago
residents and its visitors, then the Organizer shall be obligated
to comply.
Use City-approved event branding, which includes, but is not
limited to, the event name, and logo.
Solicit volunteers and vendors as needed.
Undertake additional fundraising efforts.
Ensure at least one supervisor attends and supervises the
entire Festival.
Pay all contractual obligations associated with the Festival and
oun Ww
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10.
11.
obtain all required licenses and deposits.
Ensure that the Festival does not open to the public until: all
inspections are completed and signed off on; all applicable
permits are obtained; all approvals are granted; all insurance
requirements are satisfied; and, all posting of signs is fulfilled.
Ensure that the Festival area is maintained in a clean and sanitary
condition during the Festival, and that proper cleanup is
completed after the Festival in order to return City and host
property to its original condition. This shall include, but is not
limited to, prompt removal of animal waste from festival grounds
by Organizer staff or hired contractor. If the Organizer plans on
using spray chalk to mark vendor spaces it must be City approved
spray chalk.
The Special Event Permit Application must include, but is not
limited to: a written request for City services, food and general
vendor applications, draft schedule of events, and a draft event
map. The food and vendor applications must include a Hold
Harmless Agreement to be signed by vendors, deadline dates for
registration, no alcohol permitted information, certificate of
insurance needs, and DuPage County Health Department
information for food vendors.
City Staff to receive final festival layout by final coordination
meeting, including, but not limited to, vendor locations,
entertainment locations, restroom facilities, arrival instructions that
vendors received, etc.
The Organizer shall promote the Festival through various media
channels. Promotional efforts for each media source shall be detailed
in the post-event report to include the name of each media source,
copy of the advertisement, length of promotion, and a summary of
reach, if available. The Organizer shall also promote the Festival
through its organizational website and social media platforms.
1.
The Organizer must create a Facebook Event for the event and
add the City as a Co-host. The Facebook Event must be created
at least 45 days prior to event date. The Organizer must run a
“boosted ad” for the Facebook Event page to start at least one
month prior to event date with a spending of at least $300 of
sponsorship money that targets a 10-15 mile radius from West
Chicago.
The Organizer must post the vendor applications, and schedule of
events on the website and social media 45 days prior to event
date. Staff is to receive a copy of the vendor applications in the
Special Event Permit Application.
The Organizer will include the City’s logo and recognition as an
event partner, primary contributor, and sponsor on all promotional
materials, including but not limited to, the website, seasonal

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brochures, social media advertisements, flyers, etc. Acknowledge
City sponsorship and event partner on newly printed banners,
signage, promotional materials, etc.
C. There shall be no entrance fee for the Festival. There will neither be
a carnival nor fireworks at the Festival. Alcohol shall neither be
served nor permitted at the Festival.
D. The Organizer shall provide adequate safety and security throughout
the Festival duration. A fire lane must be maintained
throughout the fest area. The Organizer shall ensure that
all horses at the Festival shall be separated from the general public
by means of barricades or a distance of at least 10 feet.
E. The Organizer must create a plan for weather cancellations and/or
pauses. This plan must be coordinated with City Staff.
F. The Organizer must attend the Public Affairs Committee meetings
when the Festival is being discussed, including but not limited to: the
Funding Agreement, the Special Event Permit Application, and the
final report. The City can withhold final payment if an Organizer
representative is not present at the meetings.
G. The Organizer shall provide the City copies of all invoices, receipts
and checks to vendors for the expense receipts of not less than
$8,500 in addition to the total amount of cash contributions provided
by the City match. A breakdown of the festival revenues, vendor fees,
and sponsorships must be included in the final report. These items
shall be submitted with the Organizer’s final written report, which
shall include a summary financial report as outlined in Section IV.E.
Copies of the final report must be provided to Staff no later than
November 1.
1. The Organizer shall seek the written pre-approval from the City’s
Special Event Coordinator when making purchases outside of
essential festival expenditures. The City shall have the sole
authority in determining whether a purchase meets the standard
of an essential expenditure. This shall apply only to purchases
above $750.00, but serial purchases of the same item or service
less than that shall also be subject to review.
2. Funding cannot be used for travel expenses.
3. Funding cannot be used for paying an “event planning fee.”
H. The Organizer shall make its final appearance at the earliest
available Public Affairs Committee meeting after the Festival, no later
than the November 17, 2025 meeting, to present the final written
report. The City can withhold final payment if an Organizer
representative is not present at the meeting. If for any reason the
November 17, 2025 meeting is canceled, the Organizer will appear at
the following Public Affairs Committee meeting.
II. The City's responsibilities are limited to the following:
A. The City will provide financial support of $8,500 to be paid in
installments, in order to help cover the cost of Festival activities and

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the Organizer’s role in producing the Festival for community-wide
benefit. Funds will be released so long as the submittal requirements
have been met.
1. The City agrees to pay the Organizer (or its designee, as
specified in writing) $4,500 for contractual obligations directly
related to the Festival by the end of the week following the August
4, 2025 City Council meeting.
2. The City agrees to pay the Organizer (or its designee, as
specified in writing) $3,500 for contractual obligations directly
related to the Festival by the end of the week following the
September 2, 2025 City Council meeting.
3. The City agrees to pay the Organizer (or its designee, as
specified in writing) the final $500 in consideration of all
contractual requirements being met.
B. The City will equally match the amount of cash donations the
Organizer raises in excess of $2,000, with the City’s matched
contribution to not exceed $8,000. The City’s maximum total
contribution to the Organizer shall not exceed $16,500.
1. The Organizer shall submit a copy of acknowledgment of cash
donations received to support the Festival.
2. The Organizer shall be paid the equivalent of the submitted
receipt totals, once the $2,000 minimum has been received by
the Organizer and then verified by the City.
3. The Organizer will be paid no later than 30 days of the City
receiving a complete and satisfactory submittal.
C. The City will help market the Festival by the following:
1. Highlighting the event on the City’s event page that will redirect to
the event webpage created by the Organizer.
2. The City will share event content on the City’s official Facebook
page.
3. The City will publish a post on the City’s website and feature it on
at least two bi-weekly newsletters.
4. The City will add the event to the City calendar.
5. The City will promote the event on the City’s electronic message
sign, to be posted at minimum the week leading up to the event.
6. The City will list the event on the DuPage County Convention &
Visitors Bureau calendar of events.
D. Should any submittal deadline not be met and/or should the
information submitted be deemed incomplete, the City will withhold
payment until the submittal is satisfactory. The Organizer will be
paid within 30 days of the City receiving complete and satisfactory
submittals.
E. The City will provide the following in-kind services with approval of
the City Administrator:
1. Public Works Department employees will assist with Festival set-
up, arrange for a dumpster from Groot Industries at no cost to
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Organizer, ensure water hook-up, and provide Festival banner
and ‘papel picado’ (perforated banner sign) installation along
downtown light posts three weeks prior to the event, should the
Organizer purchase and want that to be installed.
Public Works Department employees shall provide barricades
at the Festival entrances. The Organizer may request additional
barricades from the Public Works Department which will be
provided if inventory is available and if Public Works can
reasonably accommodate the request.
Public Works staff will provide standard special event street
cleanup assistance; not included is animal related waste or feed
product disposal. The Organizer is responsible for completing all
other event-related cleanup before leaving the Festival site. If a
cleanup project requires additional time and/or the hiring of an
external contractor, the Organizer must notify the Special Events
Coordinator. The Organizer must provide the Special Events
Coordinator with details regarding the nature of the work to be
done, the name and contact information of the person(s)
scheduled to perform the work, and the expected timeline of
completion. If the Organizer is unable to complete the work in a
manner deemed acceptable by City staff, the City will conduct the
work and charge the Organizer the applicable municipal rate.
Police Department employees will provide staff and provide
security during the hours of operation of the Festival.
Community Development Department employees and/or City
contractors will inspect the general layout of the site and
conduct any other inspections deemed necessary once all
Festival components are known. The site inspection shall take
place at least one hour prior to the time the Festival is scheduled
to open to the public. All event components requiring inspection
shall be completely set up at the time of the scheduled
inspection. At least one representative of the Organizer shall be
present during the entire inspection.
Business & Community Relations staff will assist the Organizer
with the marketing of the Festival via the City’s website,
community calendar, and email newsletter; however, paid
advertising will be the sole responsibility of the Organizer. In
order for City staff to provide marketing assistance, the
Organizer shall submit event-specific marketing materials to the
City at least 45 days prior to the Festival. These materials may
include, but are not limited to photos, graphics, logos, link to the
event website, and links to social media event page(s). The
Organizer shall submit any new or additional marketing materials
to the City no later than 30 days prior to the Festival. These
materials may include, but are not limited to the entertainment
schedule, tentative list of vendors, and programming updates.
Organizer will update the City as new vendors are added on a
5

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IV.
Vi.
weekly basis following the tentative list submission.
The Organizer shall communicate progress and compliance with the terms
of this Agreement at the request of the City. The Organizer shall comply
with the following coordination and submittal deadlines and all other submittal
dates as indicated on the Special Event Permit Application.
A. July 1, 2025 or sooner— Submit Special Event Permit Application and
required supporting documentation.
July 21, 2025 — Attend the Public Affairs Committee meeting
B.
C. July, August, & September 2025 - The Organizer is required to
attend at least three coordination meetings to be held with City
officials in preparation of the Festival. The meetings shall be
scheduled by the City after the Special Event Permit Application has
been submitted. The City reserves the right to cancel the Festival by
the third coordination meeting if the Agreement terms have not been
satisfied or have not been adequately addressed. All monies provided
by the City to Organizer prior to any cancellation shall be repaid in
accordance with Section XIl of this Agreement.
D. August 31, 2025 — Not less than 14 days prior to the Festival, the
Organizer shall provide written notice, via hand-delivery and/or U.S.
Mail, to all residents, business tenants, and property owners in the
host area that will be affected by road closures,
change to traffic patterns, etc. where the Festival will
take place. At the Organizer’s request, the City will provide the
Organizer with a current list of addresses located within these
defined areas. The Organizer shall provide a written affidavit to the
City confirming delivery of these notices no later than seven days
prior to the Festival.
E. November 1, 2025 — Submit final post-Festival report. The report
shall include a recap of the Festival and detail the logistical
successes and challenges of the event. It shall also include the
accounting of expenses related to the Festival, totaling not less than
$8,500 plus the total amount of the City’s matched contributions as
described in Section III.B. All associated expenses shall be
accompanied by copies of invoices, receipts, and verification of
payments made to vendors.
If either party elects to enforce the provisions of this contract in a court of
law, the venue shall be in the Circuit Court of DuPage County. The
successful party in any action to enforce the terms of this Agreement is
entitled to reimbursement for its reasonable costs and attorney's fees.
The Organizer agrees to maintain, at its expense:
A. General liability insurance in amounts not less than $1,000,000
per occurrence and not less than $2,000,000 in
aggregate and shall name the City of West Chicago and its
respective officials, agents, employees and volunteers all as
additional insureds under the policy using the language provided in the
Special Event Permit Application. The Organizer's insurance

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VII.
VIII.
IX.
Xl.
Xl.
XIll.
coverage shall be primary as respects the City and its respective
officials, agents, employees and volunteers. Any insurance or self-
insurance maintained by the City and its respective officials,
employees, agents and volunteers shall be excess of the Organizer
's insurance and shall not contribute to it. The Organizer shall
ensure that the City receives original certificates of insurance and
endorsements evidencing the existence of such coverage with its
completed Special Event Permit Application, which shall be
continued during any periods in which this Agreement is in force.
B. Workers’ compensation insurance, and to fully protect its employees
from any and all claims filed under the Workers’ Compensation or
similar statutes of this State. Such insurance shall be maintained in
those amounts required by statute.
The Organizer hereby agrees to indemnify and hold harmless the City and
its directors, officers, agents and employees from and against any and all
claims, demands, actions, causes of action and other liabilities and
expenses, including but not limited to attorney's fees, arising out of or in
connection with the Festival, including but not limited to any such claims that
may be asserted by any employees and/or volunteers of the Organizer, any
contractor, vendor or other service provider for the Festival. This
indemnification provision shall survive the term of this Agreement or any
cancellation or abandonment of the terms and conditions contemplated
herein.
The Organizer is responsible for obtaining, verifying and retaining all vendor
and participant Certificates of Insurance and waivers when applicable.
The Organizer hereby agrees that any and all work conducted at the Festival
site shall be performed in accordance with all applicable laws of the City to
provide a safe working environment for the Festival workers, volunteers and
general public. The Organizer is responsible for ensuring that all insurance
requirements are met, and all required documentation is provided to the City.
If necessary, the Organizer hereby grants the City permission to communicate
directly with its insurance company to ensure that the Certificate of Insurance
and the endorsements comply with the terms of this Agreement, the Special
Events Policy, and the City’s Municipal Code.
Neither this Agreement nor any interest herein, or claim hereunder, shall
be assigned or transferred by either the City or the Organizer.
Should the Organizer fail to comply with the terms of this Agreement, all
monies provided and not accounted for in expenditures towards the planning
of the Festival by the City shall be returned to it within 60 days of the written
notice of the termination of this Agreement. The Festival may be canceled
by mutual written agreement of both Parties as a result of extreme
weather on the day of the Festival; in this instance, no repayment to the City
is required.
If the Festival is canceled arising out of compliance with any law, ordinance,
regulation, ruling, order or other governmental action or arising out of acts of
God, fire, flood, war, acts of terrorism, pandemic, epidemic, sabotage,

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accidents, or any other similar circumstance, the City will notify the Organizer
and immediately discontinue payments to the Organizer and the accounting
procedure in Paragraph Section XII shall apply.
CITY OF WEST CHICAGO DESPERTAR LATINO
By: By:
Name: Daniel Bovey Name: Rafael Vieyra
Title: Mayor Title: President
Date: Date:
Attest: Attest:
By: By:
Name: Valeria Perez Name:
Title: Executive Office Manager Title: