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CITY OF WEST CHICAGO
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: 4.C,
Western DuPage Chamber of Commerce
2026 West Chicago Railroad Days COMMITTEE AGENDA DATE: April 20, 2026
Special Event Permit Application
COUNCIL AGENDA DATE: April 20, 2026
STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE
ITEM SUMMARY:
The Western DuPage Chamber of Commerce has submitted the attached Special Event Permit
Application for West Chicago Railroad Days scheduled to take place Thursday, June 18 through Sunday,
June 21 at Pioneer Park in accordance with the terms outlined in Resolution 25-R-0082.
As in previous years, the event will include a carnival, food vendors, entertainment, beer garden, and
merchant vendors. There will also be fireworks on Saturday, which will be a part of our America 250 celebration.
The proposed plans will be reviewed by staff from the Police, Public Works, Business & Community
Relations, and Community Development Departments as well as the West Chicago Fire Protection
District and Park District during the upcoming monthly coordination meetings. Proposed event
components are contingent upon approval from the above-noted staff, departments, and districts.
ACTIONS PROPOSED:
Recommend approval of the proposed event plans to proceed as outlined, 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 (page 2).
Submittal Checklist
1. Completed and signed Special Event Application
a Intent to Meet Insurance Requirements
0 Section 1 — General Information
a Section 2 — Narrative
0 Section 3 — Permits
0 Section 4 — Site Plan and/or Route Map
0 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)
© Carnival Permit Application - $50 per employee
0 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
o Temporary Liquor License Application — requires separate application
o Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979)
FXII TOI III IIT OTT IO OTT TT TOT TT TIT TIT I OT IOI IISA TISAI AOS I ASAT OT AA I AIA II I IOI OI IAAI I OA SA OI I AIA OI ION IG
FOR OFFICE USE ONLY
SIRI III III III III III III III III III ISI ISIS IIOI IOI II III III ISSIR III III III III IOI III IOI itm:
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
a 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 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.
I, Dawud J. Sabsatine , representing 0 Dutege Gheuher see
(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.
3/20/2020
(signature) date)
sco Kahead Dai Gente /8-2\_ 2626
(date of event)
(name of event
Page 2 of 8

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SECTION 1 —- GENERAL INFORMATION
Name of Event: Whee Mca 0 Raileerd Davg
Type of Event:
O Parade O Walk/Run/Bike iw Carnivals wy Fireworks ae Festival
O Other
Location of Event: ian Lack
Date(s) of Event: oe le 8-2) Hours of Event: _Avopni_to_//.'0 fs Est. Attendance: 230 D pe Dy
Event Website: Shep
Purpose of event: anit aan a
Name of Sponsoring Organization(s): Lob, £ f Wet Chueggd Faden = Dalape Loarsber
Organization's Legal Status (i.e. NFP, Partnership, Corporation): (bey Sole ©@ NEP
Contact person from sponsoring organization: —Dawd Q- Sebothwe
Organizer address: _30(2 Mais Street
City/State/Zip: T hee ie _Zo1es_ Phone
Cell Phone: E-mail: elev ve Bivstrw duysegel heu. Al Ce er
Emergency contact information (provide mobile numbers for on-site coordinators during event):
1" Contact: _ ye viel Sahathe«e Phone:
2"? Contact: Way ne ho f fort Phone:
Is this an annual event? Wf Yes © No If Yes, provide next year's event date: 7 BD
If the event is a recurring event, please state any problems and/or incidents that have occurred in past
years, such as noise or ee parking complaints.
d 16 i SAL" z
What, if anything, are you doing to rectify the problem(s)?
——).: en
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.
See Attached
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SECTION 3 — PERMITS
Will your event include a carnival? » Yes oNo
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? es aoNo
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. Sec Aptocke fe
Will your event include a fireworks display? Yes oNo
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? o Yes 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 a No
If yes, you must submit a Temporary Liquor Li¢ense 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? WyYes aNo
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 — @ Fire District / Paramedics M Public Works
Specify services: Sve attehad beguest fo Savices
Will you be utilizing any of the following services?
‘YO Water ME lectric/Generator C 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?
0 Yes BWNo If yes, please indicate the property that you are requesting to use.
Would you like to request the closing of City streets? O Yes W 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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West Chicago Railroad Days
June 18-21, 2026
Narrative
June has now become the official month for West Chicago Railroad Days. While change is
always a challenge for some, moving the city’s largest event to June from the previous
second week of July have proven to be beneficial.
West Chicago Railroad Days has become a favorite activity for both residents and visitors.
Much of the popularity is the atmosphere of the event and the many attractions including:
carnival, free concerts, food and merchant vendors, beer garden and a fabulous fireworks
show on Saturday evening.
Nearly all entertainers have been signed and the infrastructure necessary to support such
a major event are being secured, stage, generators, sanitation and of course a carnival
contract has been secured with Fantasy Amusements once again.
The major challenge in 2026 is to ensure our residents are not afraid to attend for fear of
ICE enforcement efforts. While there is no indication that this has been a problem at events
in the past; including Mexican Heritage celebration this past September, it remains on
everyone’s mind.
To reduce the impact, we are seeking permission to cover the “Homeland Security” logo on
the command center with a more welcoming banner; something like “Emergency Services”
Save the date marketing has already begun on social media which has become the number
one source for festival inquiry and interest. Marketing of special “featured” acts and events
we will continue up to and throughout the event. All applications and downloadable
schedules and attractions will remain on our website throughout the event.
Respectfull
David J Sabathne, President

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City of West Chicago
Building Permit Request
Temporary TENT
2026 West Chicago Railroad Days
The Western DuPage Chamber of Commerce requests a building permit to install a
temporary tent approximately 30’ x 45’ or 1350 square feet that will be used as our Beer
Garden.
Tents will be provided by Illinois Tent Rentals, a West Chicago business located at 31W021
North Avenue, West Chicago, IL 60185
The tent will be secured by not less than one 36” steel stake at each support post. These
tents have been used by us for this purpose every year for at least the past 20 years without
incident.
Please advise if additional information is necessary
Western DuPage Chamber of Commerce
306 Main Street
West Chicago, IL 60185
630-231-3003
Authorized applicant: David J Sabathne, President
Xx Date: 3/20/2026

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2026 West Chicago Railroad Days
R KOT SORA
The Western DuPage Chamber of Commerce request for the following City services
regarding the 2025 West Chicago Railroad Days.
Monday June 15th ;
Water meter hook: by Monday June 15"
Dumpster delivered to the approved area for servicing Friday, Saturday, Sunday and
removal no sooner than 2pm on Monday June 22™
Wednesday June 17th
Preliminary site inspection for equipment and ride license verification and general safety
inspection.
Barricades delivered to designated location subject to Police and City’s direction.
Provide temporary fencing, posts and assistance with installation of temporary fencing as
in previous years.
Thursday June 18th
Inspection of festival to provide necessary approvals to open/operate: Approximate time of
2PM
Police services for security and general event visibility: 4 PM to 10:30 PM
Friday June 19th
Police services for security and general event visibility: 4 PM to 11:30 PM
Saturday June 20th
Inspection and/or necessary support for evening fireworks.
Police services for security and general event visibility: Noon to Midnight
Sunday June 21*
Police services for security and general event visibility: 1 PM to 10:30 PM
Monday June 22nd.
Removal of water meters from two locations at approximately 3 PM
Pick-up of barricades
Final Dumpster Removal NO SOONER THAN 2pm
In addition to the above, request Railroad Days advertising on City sign at 59 and Main
Street.

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2026 West Chicago Railroad Days
June 18-21, 2026
Hours of Operation
Festival: carnival, food, merchants, entertainment
Thursday June 18th 4:30 - 10:00PM
Friday June 19th 4:30-11:00PM
Saturday June 20th 1:00- 11:00PM
Sunday June 21ST 1:00- 10:00PM
Beer Garden:
Token Sales:
Thursday June 18th 4:30 -9:00PM
Friday June 19th 4:30 - 10:00PM
Saturday June 20th 1:00 - 10:00PM
Sunday June 21ST 1:00 - 9:00PM
Serving:
Thursday June 18th 4:30 - 9:30PM
Friday June 19th 4:30 - 10:30PM
Saturday June 20th 1:00- 10:30PM
Sunday June 21st 1:00 - 9:30PM

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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” : inati
Document (included with Special Event Permit _ Kee tas a rer opponiion
| Application, pg.2) PP
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 4]
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 Wessfeen! duspoge Chawsber ¢ Lenten sname of organization) and its Members,
employees, volunteers or guests, being allow to participate in lroad - , (the Activity) the
undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to
Mdestesss Dypape Chewberp Couucs(Name of organization) participation in the Activity.
To the fullest extent permitted by law, the y ’ -¢- (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 Weste or Dypoes Chashs ¢f Mauutae (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
Wrcbeia Diypoge Moa tusbur sp Lanse te (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 bbls Dyaaye Ohashensl Caeser tee (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 fisieev Due pepe Chet rahes 24 lim acece~ (name of organization).
Agreed this 20 dayof_WJprch 2026
4 ‘ Coma vice
Name of Organization
——~Devid 9 Sek thu e
Print Name of Authorized Person
emu ; came Person
— freadent [QEO
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.
Spavid 9.Sabethue _3hoo bozo
(Print Name of Signatory) (Date)
4202 '90 Aseniqe4
Saiidxy voIssimwoy AW
S10U;|1| JO B11 'D11GQNg AleION
IWS 1vI9Id40
NOLJOT SNAVM si
Signed and sworn to before me this__@O©___day of 20R¢_.
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
FEI ICRI III IOI TOIT OI I IOI IIIT IIIA SATII IAA IAA A IAI A AAA IONIAN OO NIAAA SS AOA A AAA NIA SAI OOOO AS OBA RASA SOOO AOS AANA I
FOR OFFICE USE ONLY
Ls haladalehahabalehahabelodidalehehahelahalslebeledebeleheledededalehelalelelebehebelelsheleialelelolelolsiolalolelolaieloleieldalaielaisielaisieiadoieioiodedoidadidcidc ide ee ce GGL LLL L LULL LE GLC ECE ECT
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:
0 Approved Permit No.
0 Denied
Remarks:
Authorized Signature
Title Date
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