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CITY OF WEST CHICAGO
PUBLIC AFFAIRS COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: 4A.
Living Stations of the Cross
St. Mary’s Church COMMITTEE AGENDA DATE: March 16, 2026
COUNCIL AGENDA DATE: = March 16, 2026
STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE Lal Chub
ITEM SUMMARY:
St. Mary’s Church is seeking approval for their Living Stations of the Cross religious event scheduled for
Friday, April 3, 2026 from 4:30 p.m. — 6:30 p.m. with an estimate of 200 attendees.
The Church has requested use of City streets for a procession and Police and Public Works services for
assistance with traffic control and a rolling street closure.
Members of the Church will gather at Oakwood Ave then walk to York, then Garden and end at the
Church. All fees incurred for police and public works services have been agreed upon and will be paid by
the event organizer after the event.
The Special Event Permit Application, which includes the requests of the City, 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. The Special Event Permit
Application is attached, which includes the procession route map.
ACTIONS PROPOSED:
Recommend event for approval as proposed, 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 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 ge 2).
Submittal Checklist
. Completed and signed Special Event Application
oO Intent to Meet Insurance Requirements
a Section 1 — General Information
o Section 2 — Narrative
o Section 3 — Permits
a Section 4 — Site Plan and/or Route Map
0 Section 5 — Task List and Due Dates
0 Section 6 — Hold Harmless Agreement
. Completed and signed applications(s) for other permits(s) (See Section 3)
o Carnival Permit Application - $50 per employee
oO 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
a Temporary Liquor License Application — requires separate application
o Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979)
RRR RRR REREAD RII IIIA III IOS ISSA IIA IS AAAS ASI SAINI IAAI AIM
FOR OFFICE USE ONLY
RARER AREREREEREARRRRERER EER ERREERR REE ER EERE EER RE REREEEREREEERREERRERRERERREREER RRR ERRERERERERERERRERRERERRERERER
Received: Fee Paid: $
Receipt # Check #
Event Acknowledgement Form returned by:
Police Dept. Fire Dist. PW Park Dist. CDD
a 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/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.
(print name of authorized person)
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.
1, Rev. Dawid Lawrence , representing St- Mary's Chyr4
(organization)
(signature) (date)
Ls ' A og - 2ss 4/3 | (Ze
7 (name of event) (date of event)
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Narrative for Living Stations of the Cross
The Living Stations of the Cross is a reenactment of the Passion and Death of our
Lord Jesus Christ. The event starts at the yard at 209 Oakwood Ave. with the trial
of the Lord Jesus and then continues by the way of the Cross to the Hill of Calvary
which is in the grassy area behind the parking lot on Garden Street. There are
several actors involved in the procession and the crowds of people follow behind.
We will have amplified sound so that the crowds can hear and participate.

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SECTION 1 — GENERAL INFORMATION
Name of Event: ENV Aa GSfate ONS of fre Cress
Type of Event:
O Parade O Walk/Run/Bike O Carnivals O Fireworks OC Festival
I Other Pelqrovs Process on ark Diana (77 Rafio
Location of Event: An fou, vad S t Man ws Chuch
Date(s) of Event: 4/ 3/26 Hours of Event: 4? 32 to G'3). Est. Attendance: 20©
Event Website: M/ 14
Purpose of event:_ To Ce lebrafe the Love A Jes< Christ, Glove
Ss trenger than Death
Name of Sponsorihg Organization(s): St. Mas v's Ch ve
Organization's Legal Status (i.e. NFP, Partnership, Corporation): NV FP
Contact person from sponsoring organization: Rev. David) Lawrence.
Organizer address: l4o NY. Oakweoed Axe.
City/State/Zip: West Chtago FL Gol 8 Phone:_630~23/-a0/3
Cell Phone {il -mail:_ Father, David © Sfmary We, acy
Emergency contact information (provide mobile numbers for on-site coordi
1* Contact: Lu 1S Osono Phone:
2" Contact; Dalvado- Chave z Phone:
Is this an annual event? & Yes O No If Yes, provide next year’s event date: if larch, Ze ‘ 2027
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.
One
What, if anything, are you doing to rectify the problem(s)?
fA
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? 0 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 »{No
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? 0 Yes No
If 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 yourevent? «Yes xi 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 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? oYes 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:/www.dupagehealth.org/temporary-food-service for additional
information.
Are you requesting services from these departments?
[xPolice O Fire District / Paramedics [ Public Works
Specify services:
Will you be utilizing any of the following services?
O Water O Electric/Generator O Other
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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: Apr | 2 P 292 26
Tasks to be completed Days Due
(All items due to City unless noted) Before Event Due Date
Submit “Intent to Meet Insurance Requirements” ; x ;
Document (included with Special Event Permit appli ae oe _ a baer
Application, pg.2) PP
Submit Special Event Permit Application 90 days \ [ 3 / 26
Submit Carnival Permit Application | 90 days | Ww VA fa
Submit Fireworks Permit Application 30 days Ww /: 4
Submit Temporary Liquor License Application 30 days V v4 ‘A
Submit Building (Temporary Tent) Permit
30 da W
Application ”* /A
Submit Temporary Food Service Permit
Application(s)
| (DuPage County Health Dept. — 630-682-7979)
Submit Original Certificate of Insurance* 3 A 2 / 2k
Submit Raffle Registration Application Wi
Notify residents/businesses of special event 3 / Kai /26
Post “No Firearms” signs at all public entrances
(See IL State Police requirements for standardized Day of Event
sign in West Chicago's Special Events Policy)
*If this requirement is not met, the proposed event may be cancelled.
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SECTION 4 — SITE PLAN AND/OR ROUTE MAP
Please attach a separate sheet to illustrate the layout for your event.
ff 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?
® Yes ONo _If yes, please indicate the property that you are requesting to use.
Would you like to request the closing of City streets? JA Yes O No
If yes, please fill in the following information or submit a route map along with this application:
Street From avy Times
Oakuweed Ave. ivr PI. Sochst V3) 1730, ~Sp.
York St. Oaktree! fx. Grunler Sr af 3f Zoe 5p - 5° Ap
Cowal ta $ fe York Sf. Stuns School V3 foe _ SG
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SECTION 6 — WAIVER AND HOLD HARMLESS AGREEMENT
In consideration of the St. Ma c ¢ ‘s Chueh (name of organization) and its Members,
5 1S
employees, volunteers or guests, being allow to participate in Livery Sfons & fic (the Activity) the
undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to
By f- Mary ‘ss _¢ AL eS (name of organization) participation in the Activity.
To the fullest extent permitted by law, the S fe Mg eS C ‘bez (name of organization)
hereby agrees to defend, indemnify and hold harmless the City of West Chicago, its officials, agents and
dnt
employees, against all injuries, deaths, loss, damages, claims, suits, liabffities, fu judgments, cost and
expenses (including attorneys fees), which may in anywise accrue against the City, aWesi c Chicago, its
Officials, agents and employees, arising in consequence of S F. ete 5G bu% ‘ bys (name of c
Se atin dined
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
St. Mary's Cher (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_dhiMz7y‘ hug (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
behaff ofthe of Mary's ( "he eA (name of organization).
ad
Agreedthis_ 2 day ofa) « Aner 20 26
Sk Maz iy hon
Name of Orgahibation
Rev. David Lawrence
Print Name of Authorized Person
Signature of Authorized Person
Pag wor
Title
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signatory below agree to inform the City of West Chicago of any
rty (30) days prior to the event. Please note: Final approval of
pletion of Certificate of Insurance requirements.
ill requirements of the Special Events Policy, including
State of Illinois Firearm Concealed Carry Act.
tions must be signed and notarized.
(dev, David bawtence. '/2/26
(Print Name of Signatory) (Date)
OFFICIAL SEAL
JACLYN M STERN
Notary Public, State of Illinois 7
Commission No. 931742 (Notary Public)
My Commission Expires May 11,2029 :
igned and is gna aayor\ LUN) 20 ZLs :
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
RRR RRR RRR IR RRR IR IRR RTI ER RIT I ITI II III IIA IAI IAA IAI IAAI ISN AI AISI IAAI ASSIA ASIA IIIA AISA SSS SAS IIISSA SASSI IIIA
FOR OFFICE USE ONLY
RAR RI RRA RIAR IRR IRIRTI A R RI RAR IRIT RRA RRA IRIE IAI ITI IE IIR IIE RIE III III III IIE III III IIIS AISI IASI SA II IIIA INE
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.
Authorized Signature
Title Date
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