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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: S.A.
2025 Railroad Days Festival - Final Report
Western DuPage Chamber of Commerce FILE NUMBER:
COMMITTEE AGENDA DATE: August 18, 2025
COUNCIL AGENDA DATE:
STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE bales Chur |
ITEM SUMMARY:
Attached is the Western DuPage Chamber of Commerce Final Report and financial summary for the
2025 Railroad Days Festival.
Financial Statements:
The Chamber has provided financial accounting documents as outlined in Resolution No. 24-R-0084. City
staff has reviewed these documents and finds them acceptable. The Chamber also provided the invoices
and receipts in support of the financial summary.
2025 Financial Summary:
The total expense is listed as $113,335.31. The receipts submitted for qualifying expenses exceed the
City’s contractual sponsorship amount for 2025 ($50,000) satisfying the requirements of the Railroad
Days Funding Agreement.
The Chamber sustained a net ordinary income of $36,646.53 for the event.
ACTIONS PROPOSED:
Recommend approval of the final written report and summary financial report submitted by the Western
DuPage Chamber of Commerce for Railroad Days 2025.
COMMITTEE RECOMMENDATION:
This item is being presented to the Public Affairs Committee for consideration prior to the City Council
meeting.

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Western DuPage Chamber of Commerce
2025 West Chicago Railroad Days
Summary Report
The 2025 Railroad Days event held at Pioneer Park on June 26" though June 29" was a
success, attracting both residents and visitors to the celebration. As in prior years, a variety
of entertainment was offered as well as a carnival, food and merchants offering an
assortment of goodies, a beer garden and of course fireworks.
We were not made aware of any major incident that would suggest additional planning or
preparation in the future. A stolen car had been reported to be abandoned more than 1-
mile away and police positioned officers at the sites perimeter for a time as a
precautionary measure.
Opening night (Thursday June 26") a storm popped up that had lightning indicated on
radar. Consistent with our emergency response plan, the Chamber enacted an evacuation
for approximately 40 minutes. Attendees retreated to their homes or vehicles and to our
joyful surprise, most returned the moment the sun reappeared.
The event was not without challenges; excessive heat forced many to limit their time at the
event which resulted in an over 15% revenue reduction on both the beer garden and
carnival. In 2025 we reduced the number of vendors so despite the heat, they all enjoyed a
profitable weekend.
Also, the only easily accessible parking lot at the festival was under construction and we
were informed that it would not be available for the duration of the event. This required us
to contract for bus service from a remote site for all four days. Cost for this service was
$4,000.00 over our budgeted expense based on the previous year; in 2024 buses were
provided only on Saturday for the increased attendance during fireworks.
The Chamber has planned and managed this 4-day festival for more than 20 of the last 25
years. This experience allows us to respond to whatever challenges arise; and challenges
always arise and are rarely the same year to year.
This report would be sorely incomplete however if we failed to acknowledge the enormous
contributions of the city public works and police departments. Assisting with the
installation and removal of fencing, barricades, street closures and extraordinary visibility
during the event demonstrates to all attendees the commitment to excellence and the
highest priority for their safety.

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Along with the City, the West Chicago Park District contributes so much behind the scenes.
Providing garbage cans, picnic tables and preparing the park like the showpiece it is. Even
more valuable is their preparation of the field to facilitate an intimate launch site for the
city’s fireworks show.
Finally, our Chamber members and volunteers deserve thanks for their assistance. The
event takes months to plan and more than a week onsite to manage. From putting 500-
gallons of water around the fireworks launch site to installing fence, signs, banners, nightly
garbage duty and various other tasks, our members and volunteers number 20-30 onsite
during each of the 30-hours of operation.
This report completes another wonderful West Chicago Railroad Days event and the
Chamber’s contractual obligations.
Respectfully.
David J Sabathne
President / CEO

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11:21 AM
07/08/25
Accrual Basis
Western DuPage Chamber of Commerce
Profit & Loss Detail
January through December 2025
Date Name Memo Amount
Ordinary Income/Expense
Income
Railroad Days Revenue
Beer Garden Revenue
06/30/2025] _|NFP - Sales Beer Garden Revenue 13,579.50
Total Beer Garden Revenue 13,579.50
Carnival Revenue
06/30/2025) | Fantasy Amusement [Commission 33,920.34
Total Camival Revenue 33,920.34]
|Food Vendor Fees
06/12/2025] _| Blackhawk BBQ & Seafood Food Vendor Fee 2,700.00)
06/30/2025] _| Blackhawk BBQ Retum overpayment -600.00
06/12/2025} _|La India Food Vendor Fee 1,400.00}
06/12/2025} _|Kona Ice Food Vendor Fee 1,200.00)
06/12/2025] _|La Michoacana Premium Food Vendor Fee 1,500.00}
06/12/2025} _ {Non-Member Invoice Food Vendor Fee 1 aml
06/12/2025] _| Flavor Frenzy Food Vendor Fee 1,200.00)
06/23/2025} |La Cocina de Maria Food Vendor Fee 1,200.00}
Total Food Vendor Fees 9,800.00}
Non-food Vendor Fee
06/17/2025] _|Winfield Chiropractic Vendor Fee 425.00
06/17/2025] _|We-go For the People INFP Vendor Fee 195.00)
06/17/2025} _|Great Amercican Exteriors Vendor Fee 425.00}
06/17/2025] _|Realty of America Vendor Fee 425.00
06/17/2025) Xilin 195.00)
06/17/2025] _|Crystal Lights Vendor Fee 425.00}
06/23/2025] | Eagle Academy Vendor Fee 425.00)
Total Non-food Vendor Fee 2,515.00}
[Sponsorship
04/07/2025] _|City of West Chicago Contract 50% 25,000.00}
05/06/2025} _|City of West Chicago Contract 25% 2nd installment 12,500.00}
05/28/2025] _ {City of West Chicago |Fireworks 50% deposit 20,000.00}
06/19/2025] _|City of West Chicago Contract 10% 5,000.00}
07/09/2025] | City of West Chicago Fireworks 2nd and final payment 20,000.00}
Inot yet rec. City of West Chicago Final payment for contract 7,500.00
Total Sponsorship 90,000.00}
Vendor Fees
06/29/2025] Ice Purchased by vendors 112.50}
07/02/2025 ice purchase by food vendors 54.50)
Total Vendor Fees 167.00
Total Railroad Days Revenue 149,981.84
Total Income 149,981.84]
Gross Profit 149,981.84)
Expense
Railroad Days
Advertising
06/06/2025} |Signarama Banners and Signs
06/07/2025} _|FB Advertising Boost Internet Marketing
06/16/2025} |Signarama Signs and Banners
Total Advertising
Beer Expense
06/09/2025] _|The City of West Chicago City liquor license fee
06/09/2025] Olson Insurance Group Dramshop Insurance policy
06/12/2025] _|Olson Insurance Group [Additonal Dram Shop
07/09/2025} _|Illinois Tent Rentals Tents
07/09/2025] _|Sisler Ice 25 bags at $7.50
06/25/2025] _|Superior Beverage INV: 746289
07/09/2025] _|Superior Beverage Retum overpayment (unused product) (2,850.00)
Lions [Shared revenue grant 1,031.25
Rotary [Shared revenue grant 1,406.25
Sister Cities Shared revenue grant 1,218.75
IWDCC YP Group Shared revenue grant 1,593.75
Total Beer Expense 12,266.30
Contract support
06/30/2025 Roy Redriguez: 26 & 28 Night Security 300.00}
06/30/2025 16/27 Night Security Mike Merrion 150.00
07/01/2025] _|The City of West Chicago |WC Police: Background Checks 1,950.00
07/01/2025| _|Lisa Lofton - Aguilar Lisa Lofton on-site support 5-days 1,000.00}
07/02/2025; La Cocina de Maria Food: PD, CERT, Volunteers 188.00}
07/02/2025] _|Flavor Frenzy Food: PD, CERT, Volunteers 7.50]
06/30/2025} _| Blackhawk BBQ Food: PD, CERT, Volunteers 277. 50]
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11:21 AM
07/08/25
Accrual Basis
Western DuPage Chamber of Commerce
Profit & Loss Detail
January through December 2025
Total Railroad Days - Other
Total Railroad Days
Total Expense
Net Ordinary Income
Net
Income
Infrastructure
07/02/2025| _|La India Food: PD, CERT, Volunteers 353.00]
07/02/2025 Kona Food: PD, CERT, Volunteers 38.00)
07/02/2025| _|La Michuacana Premium Food: PD, CERT, Volunteers 45.00}
Total Contract support 4,309.00)
Entertainment
05/19/2025] _|West Chicago Fire Protection Fireworks permit fee: Invoice 25-104 125,00]
06/18/2025| _|The Brennan Agency Payments 12/19/24 & 6/18/25 2,000.00}
06/26/2025, Karen Hart Band Thursday Headliner 1,000.00}
06/26/2025| _ Invisible Cartoon Thursday June 26, 2nd act 900.00]
06/27/2025) Brian Allison Friday Headliner / no backline 3,000.00}
06/27/2025| _|Raquel de Souza Raquel and the Wildflowers Saturday 2,000.00}
06/27/2025] _|Tony Reyes Family Foundation Friday Band: Sammy and the Knights 1,000.00]
06/28/2025| _|Feed the Machine: John Vitale [Saturday June 28 1,000.00
06/28/2025 Lake Effect |Saturday June 28 Open Act 1,150.00}
06/30/2025| _|Band Grupo Regresivo ‘Sunday Band
06/30/2025 Band Los Asiles Sunday Band
06/30/2025] _|Band Grupo Impersonento Sunday Band
06/30/2025 |Solid Aire Band Saturday Band
06/30/2025] [Band Munger Thursday opener
Total Entertainment
Infrastructure
06/12/2025| _|Spare Wheels Transportation Co. Inc. Bus service from remote parking 4-days, 2-bus 5,395.00
06/12/2025| _|Lakeshore Recycling Porta-Johns 2,850.00}
06/12/2025 | IRJ Recording Sound and light systems 9,000.00}
06/12/2025| _|Gen Serve Generators 14,084.00
06/18/2025 Ilinois Tent Rentals Tents 2,387.50}
06/18/2025| _|Premium Staging, inc. Stage 2,950.00
06/28/2025] _|Sisler’s Ice Inc loe 295.00
07/01/2025| _|David J. Sabathne’ RV, Trucks for on-site management and utility 1,500.00]
07/03/2025] |Feece Oil Diesel Fuel for generators and light towers 1,434.83
Total Infrastructure
Railroad Days - Other
06/02/2025| _|RKM Fireworks Company 50% down payment for 2025 Railroad Days 20,000.00
07/09/2025| _|RKM Fireworks Company 50% 2nd and final payment Fireworks 20,000.00
40,000.00
113,335.31
113,335.31
Entertainment
Marketing
Total Receipts
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