===== PDF PAGE 16 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 4.B. Mexican Independence Day Festival & Parade COMMITTEE AGENDA DATE: June 15, 20262026 Special Event Permit Application COUNCIL AGENDA DATE: June 15, 2026Despertar Latino STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE lt1:,1 Jw.. ~ ( l ITEM SUMMARY: Despertar Latino seeks approval of the attached 2026 Mexican Independence Day (MID) Festival and Parade which is proposed to take place Sunday, September 13 in the Downtown. 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. As outlined in the Funding 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. ACTIONS PROPOSED: Staff recommends approval of the Festival and Parade 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. ===== PDF PAGE 17 ===== [Extraction: embedded PDF text] 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. ~ Prior to review of the Special Events Permit Application, all applicants must submit the Intent to Meet Insurance Reauirements form (page 2). Submittal Checklist 1. Completed and signed Special Event Application □ Intent to Meet Insurance Requirements □ Section 1 - General Information □ Section 2 - Narrative □ Section 3 - Permits □ Section 4 - Site Plan and/or Route Map □ Section 5 - Task List and Due Dates □ Section 6 - Hold Harmless Agreement 2. Completed and signed applications(s) for other permits(s) (See Section 3) □ Carnival Permit Application - $50 per employee □ Fireworks Permit Application - $125 (Check made payable to the West Chicago Fire Protection District) □ Building Permit Application (temporary tents - see min. requirements) - $50 □ Raffle Registration Application - requires separate application □ Temporary Liquor License Application - requires separate application □ Temporary Food Service Permit (DuPage Co. Health Dept. 630-682-7979) .................................................................................................................... FOR OFFICE USE ONLY .................................................................................................................... Received: ___________ Fee Paid: $________ Receipt # ____________ Check#_________ Event Acknowledgement Form returned by: Police Dept. ____ Fire Dist. ____ PW ____ Park Dist. ____ COD ____ □ Background checks completed by Police Dept. Date ________ □ DuPage Co. Health Department notified Date ________ o Certificate of Insurance received and approved Date ________ Page 1 of 8 ===== PDF PAGE 18 ===== [Extraction: embedded PDF text] *** 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 limjfed 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, Rafael Vieyra , representing _o_e_s_p_e_rta_r_L_a_ti_n_o______ (print name of authorized person) (organization) have contacted the appropriate insurance provider and acknowledge that the above insurance criteria can be met. I 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. 6 2-~ s / us/ u (date) Mexican Independence Day festival 2026/Fiestas Patrias Mexicanas West Chicago 2026 September 13, 2026 (name of event) (date of event) Page 2 of 8 ===== PDF PAGE 19 ===== [Extraction: embedded PDF text] SECTION 1 - GENERAL INFORMATION Name of Event: Mexican Independence Day festival 2026.'Fiestas Patrias Mexicanas West Chicago 2026 Type of Event: QT Parade □ Walk/Run/Bike o Carnivals D Fireworks [Z) Festival D Other _________________ ___________ Location of Event: Main St. and Galena St., Downtown West Chicago; parade on Main St to Center St. Date(s) of Event: 09/13/2026 Hours of Event: 11 :3opm to e:oo pm Est. Attendance: 1,SOO Event Website: www.despertarlatino.org Purpose of event: Celebrate mexican Independence, promote latino culture and strenghten community identity Name of Sponsoring Organization(s): _D_e_s.;..pe_rta_r_L_a_tin_o______________ Organization's Legal Status (i.e. NFP, Partnership, Corporation): 501(c)3 Non for profit organization Contact person from sponsoring organization: _R_a_fa_e_lV_i_e_yr_a___________ _ Organizer add City/State/Zip: __________Phone Cell Phone: - -E-mail: rafael.v@despertarfatino.org Emergency contact information (provide mobile numbers for on-site coordinators during event): 1st Contact: Sugeira Tellez Phone: 2nd contact: Dolores Hernandez Phone: Is this an annual event? 0 Yes o No If Yes, provide next year's event date: Sept 18, 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. No major incidents or formal complaints were reported. What, if anything, are you doing to rectify the problem(s)? Despertar Latino will continue coordinating with City staff, PoOce, Public Works, volunteers, and event partners to ensure safety, traffic control, sanitation. and orderly event operations. 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 of8 ===== PDF PAGE 20 ===== [Extraction: embedded PDF text] SECTION 3 - PERMITS Will your event include a carnival? □ Yes 0 No If yes, you must submit a Carnival Permit Application ninety (90) days prior to the event. Please visit www.westchicaqo. orq 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? □ Yes 121 No If yes, you must submit a Building Permit Application thirty (30) days prior to the event. Please visit www.westchicaqo.org under Forms for an application. Will your event include a fireworks display? □ Yes 121 No If yes, you must submit a Fireworks Permit Application thirty (30) days prior to the event. Please visit www.westchicago. orq under Forms for an application. Are you holding a raffle at your event? □ Yes 121 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.westchicaqo. orq 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 0 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? 121 Yes □ 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) 682-79 79 or visit http:/Avww. dupagehealth. orqltemporary-food-seNice for additional information. Are you requesting services from these departments? 0 Police 0 Fire District / Paramedics 0 Public Works Specify services: Police support for parade route safety, traffic control, crowd management, and public safety during the festival. Fire District/Paramedics support for emergency medical response. Public Works support for barricades, sanitation, and event logistics. Will you be utilizing any of the following services? □ Water 0 Electric/Generator 0 OtherPicnic tables, event lighting, and electrical support, if available. Page 4 of 8 ===== PDF PAGE 21 ===== [Extraction: embedded PDF text] The Mexican Independence Day Parade and Festival/ Fiestas Event Narrative The Mexican Independence Day Parade and Festival / Fiestas Patrias Mexicanas 2026 is a free public cultural and family event led by Despertar Latino, with the support of WEGO, Casa Michoacan DuPage, School District 33, CHS D94, Centro Cultural Mexicano, and the City of West Chicago. The purpose of the event is to celebrate Mexican Independence Day with cultural pride, family participation, and community unity. The parade and festival are intended to honor Mexican traditions and heritage, strengthen Latino identity, and promote civic participation and community connection in West Chicago. The event will take place on Sunday, September 13, 2026, in downtown West Chicago. It will begin with a community parade at 11 :00 a.m., followed by the festival at 12:30 p.m. The event will include live music, mariachi, folkloric dance, cultural presentations, food vendors, artisan and community vendors, family-friendly activities, and seating areas for attendees. It is designed to provide a safe, welcoming, and inclusive environment for families, residents, and visitors of all backgrounds. Despertar Latino will continue coordinating with participating organizations, City staff, Police, Fire District, Public Works, vendors, and volunteers to help ensure that the event is organized in a safe and orderly manner, with attention to traffic flow, sanitation, public safety, and overall event operations. Parade at 11:30, festival at noon - corrected by Nicolette Stefan****** * ===== PDF PAGE 22 ===== [Extraction: embedded PDF text] The Mexican Independence Day Parade and Festival/ Fiestas Narrativa del Evento El Desfile y Festival del Dfa de la lndependencia de Mexico/ Fiestas Patrias Mexicanas 2026 es un evento publico, cultural y familiar gratuito, liderado por Despertar Latino, con el apoyo de WEGO, Casa Michoacan DuPage, School District 33, CHS D94, Centro Cultural Mexicano y la Ciudad de West Chicago. El prop6sito del evento es celebrar el Dfa de la lndependencia de Mexico con orgullo cultural, participaci6n familiar y unidad comunitaria. El desfile y el festival tienen la intenci6n de honrar las tradiciones y la herencia mexicana, fortalecer la identidad latina y pro mover la participaci6n cfvica y la conexi6n comunitaria en West Chicago. El evento se llevara a cabo el domingo 13 de septiembre de 2026 en el centro de West Chicago. Comenzara con un desfile comunitario a las 11 :00 a.m., seguido por el festival a las 12:30 p.m. El evento incluira musica en vivo, mariachi, danza folcl6rica, presentaciones culturales, vendedores de com id a, vendedores de artesanfas y comunitarios, actividades familiares y areas de asientos para los asistentes. Esta diseriado para ofrecer un ambiente seguro, acogedor e inclusivo para familias, residentes y visitantes de todos los orfgenes. Despertar Latino continuara coordinandose con las organizaciones participantes, el personal de la Ciudad, la Policfa, el Distrito de Bomberos, Obras Publicas, los vendedores y los voluntarios para ayudar a garantizar que el evento se organice de manera segura y ordenada, con atenci6n al flujo del trafico, el saneamiento, la seguridad publica y la operaci6n general del evento. ===== PDF PAGE 23 ===== [Extraction: embedded PDF text] SECTION 4 - SITE PLAN AND/OR ROUTE MAP Please attach a separate sheet to illustrate the layout for your event. If applicable, the followfng 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 D No If yes, please indicate the property that you are requesting to use. City owned stree1s and public right-of-way, sidewalks, public parking lots, trash bins, barricades for street closure and crowd control, municipal electric power if available Would you like to request the closing of City streets? 0 Yes □ No If yes, please fill in the following Information or submit a route map along with this application: Street From To Dates Times ...,,,,,.,... 13, 2ll26 !l:00 - 20:00Main Street S Neltnor Blvd. East Washington St Galena Street High Street Sept•mber 13, 2026 8:00 - 20:00 Page 5 of8 ===== PDF PAGE 24 ===== [Extraction: OCR (rendered-page OCR)] PARADE ROUTE MAP FIESTAS PATRIAS nachos: ——— Fiestas Patrias Mexicanas —- West Chicago ———— West Chicago Bible Church oy oO oe ow Ny; City of West Chicago No; “S Pray , City Hall ~~. Main St eesman san