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CITY OF WEST CHICAGO
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: 4.B
Hello Summer
Special Event Permit Application COMMITTEE AGENDA DATE: April 20, 2026
West Chicago Park District
COUNCIL AGENDA DATE: April 20, 2026
STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE
ITEM SUMMARY:
West Chicago Park District is requesting police services at their Hello Summer Fest taking place on June
13 from 11:00 a.m. to 3:00 p.m. The Park District has 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
eh
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 (page 2).
Submittal Checklist
1. Completed and signed Special Event Application
a Intent to Meet Insurance Requirements
a Section 1 — General Information
a Section 2 — Narrative
a Section 3 — Permits
a Section 4 — Site Plan and/or Route Map
o 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)
a Carnival Permit Application - $50 per employee
oc 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
a Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979)
FI III IRI IIR RI IRI III IIR III I IAI IA II IAAI AI ISSA IIIS IAI ISIS ISAS SOS II ISSA SAE IS ISSA SIA II SII SII SSA SI III III ASSO IS AAA ASIA OI SII IAA
Received: Fee Paid: $
Receipt # Check #
Event Acknowledgement Form returned by:
Police Dept. Fire Dist. PW Park Dist. CDD
co Background checks completed by Police Dept. Date
ao DuPage Co. Health Department notified Date
a Certificate of Insurance received and approved Date
Page 1 of 8

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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.
|, 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.
3/19/26
(date)
Hello Summer Fest 06/13/26
(name of event) (date of event)
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SECTION 1 — GENERAL INFORMATION
Name of Event: Hello Summer 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; 6/19/26 Hours of Event: 118M to3PM __ Est. Attendance: 500-800
Event Website: WWW.we-goparks.org
Purpose of event: Festival to kick off summer for families.
Name of Sponsoring Organization(s): West Chicago Pak 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 Phone: 630-231-9474
Cell Prone 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? @ Yes CI 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

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SECTION 3 — PERMITS
Will your event include a carnival? co Yes 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 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 wNo
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? «Yes wNo
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? 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? o Yes wNo
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? aYes 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 O Fire District / Paramedics O Public Works
Specify services: We are requesting police presence at the event.
Will you be utilizing any of the following services?
O Water O Electric/Generator 0 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.
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? Yes @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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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:
Tasks to be completed Days Due
(All items due to City unless noted) |___ Before Event Due Date
Submit “Intent to Meet Insurance Requirements” : ; neg
: . . . Prior to Prior to application
Document (included with Special Event Permit ay SN : :
Application, pg.2) application review review
Submit Special Event Permit Application 90 days
Submit Carnival Permit Application 90 days
Submit Fireworks Permit Application 30 days
Submit Temporary Liquor License Application 30 days
Submit Building (Temporary Tent) Permit
oo. 30 days
Application
Submit Temporary Food Service Permit
Application(s) 30 days
(DuPage County Health Dept. — 630-682-7979)
Submit Original Certificate of Insurance* 21 days*
Submit Raffle Registration Application 14 days
Notify residents/businesses of special event 14 days
Post “No Firearms” signs at all public entrances
(See IL State Police requirements for standardized N/A 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 6 — WAIVER AND HOLD HARMLESS AGREEMENT
In consideration of the West Chicago Pak District (name of organization) and its Members,
employees, volunteers or guests, being allow to participate in Hello Summer 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 19 day of March , 2026
West Chicago Park District
Name of Organization
Sara
Signature of
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.
Sara Witteck 3/19/26
West Chicago Park District
e of Organizatio
(Print Name of Signatory) (Date)
Official Seal
BENNETT E NELSON
Notary Public, State of Illinois
Commission No. 1001327
My Commission Expires December 13, 2028
th ___ day of_N\h Yih 20L
(Notary Public)
Signed and Sworn to before me this
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
HIRI HE II RIE RIKI IIIA IS IIIA III IIIT OI I IITA IA IATA IIA IASI SSIS IIA III IIIA IA IS IA IIASA III ANSI IIIS SIAN SAIS IIASA SAI ITS IISA AS SAIS IAAI AAS
FOR OFFICE USE ONLY
FRIES II IIR II IRI IIIII IIIS IER IIIS ISIE IE IEA IIS II ISI ASIII IIIS IA IIA III AAO SAIS SII SASS SASS ASAI SI SSSI ISI SSS SSSI AISA SANS SII A AOI
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

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Hello Summer — Event Synopsis
The Hello Summer event will take place on Saturday, June 13, 2026 from 11:00 AM to 3:00 PM
at The Shell in Reed-Keppler Park. This family-friendly event is designed to encourage active
participation and outdoor enjoyment for attendees of all ages.
Event Highlights:
Active Family Fun: The event will feature inflatable obstacle courses, large interactive
games, and a variety of activities that promote family engagement and physical activity.
Arts and Crafts: Creative hands-on arts and crafts projects will be available for children
and families to explore their artistic talents.
Entertainment: Off the Charts, a lively band, will perform on The Shell stage, along
with additional children’s entertainment, ensuring an engaging and dynamic atmosphere
throughout the day.
Food and Beverage: A selection of food trucks will offer a variety of delicious food
options, and the beer tent will provide refreshments for adult attendees.
Hello Summer provides an opportunity for families to connect, enjoy outdoor recreation, and
celebrate the arrival of the summer season in a lively and welcoming environment. Join us for a
day filled with fun, entertainment, and community spirit 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.

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oy ae
ec Repel
Infla SHie
Band
Unloading
The Stage
Reed er )
Reed-Keppler Park
832 Arbor Ave
West Chicago, IL
60185
SAY 1Oqiy.
aay JOqiY
Map Key
Vendor Entrance & Parking
Inflatable Obstacle Course &
House
Park District Tent (1 8ft Table)
7X
WCPD Free Activities (4 8ft Table, 1 4ft
Tables)
Food Truck
Activity Table (5 8ft Tables)
Restrooms
Site Map &
Info

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CERTIFICATE OF COVERAGE
Name and Address of Agency
Park District Risk Management Agency
2033 Burlington Avenue
Lisle, Illinois 60532-1646
630.769.0332
Name and Address of Member
West Chicago Park District
201 W National St
West Chicago, IL 60185
SCOPE OF COVERAGE
The Park District Risk Management Agency (PDRMA) is an intergovernmental self-insurance and risk management pool
established under the constitution and the statutes of the State of Illinois to provide coverage for its members against
certain claims and losses. Each member of PDRMA is entitled to the scope and amounts of coverage set forth below. In
addition, PDRMA may extend the same scope of coverage to non-members. However, any coverage extended to a non-
member is subject to all of the terms, conditions, exclusions, and amendments that are applicable to the members
The above named entity is a member in good standing of the Park District Risk Management Agency. The scope of
coverage provided by the agency may, however, be revised at any time by the actions of PDRMA’s governing body. As
of the date this certificate is issued, the information set out below accurately reflects the scope of coverage established
for the current coverage year.
Scope of Coverage | Coverage Document | Coverage Dates Limits Each Occurrence
General Liability L010126 01/01/2026 - Bodily Injury and Property
* Commercial general 42/31/2026 Caitagesombined $1,000,000
liability
* Occurrence
* Liquor liability
Personal Injury $1,000,000
Bodily Injury and Property $1,000,000
Damage combined
Automobile Liability
* Any auto
1010126 01/01/2026 -
12/31/2026
Workers’ Compensation | WC010126 01/01/2026 - Statutory
Employer's Liability WC010126 01/01/2026 - $3,000,000
Property PO700126 01/01/2026 -
12/31/2026
Other 01/01/2026 -
12/31/2026
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL ITEMS
The City of West Chicago, its officials, agents, employees and volunteers is/are additionally insured for West Chicago Park District's use of City facilities
and properties for various programs and events.
Coverage is for general liability with respect to the operations of the West Chicago Park District. Additional insured coverage shall not apply to any
liability resulting from the certificate holder's own negligence or the negligence of its servants agents or employees.
Certificate Holder Date Issued: 12/1/2025
City of West Chicago
475 Main Street
West Chicago, IL 60185
Authorized Representative
COC-ANLAI