===== PDF PAGE 21 ===== CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 4.C. Homecoming - Fireworks Display COMMITTEE AGENDA DATE: August 17, 2026 Special Event Permit Application Wheaton Academy COUNCIL AGENDA DATE: August 17, 2026 STAFF REVIEW: Kelley Chrisse, AICP, CEcD SIGNATURE V1JIJ.4) ~ ( ) ITEM SUMMARY: Wheaton Academy is requesting permission for its Homecoming firework display event on October 8, 2026. The homecoming event will take place from October 8 - 11, 2026. 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. A Fireworks Permit will be secured through the West Chicago Fire Protection District. The Special Event Permit Application is attached. ACTIONS PROPOSED: Recommend event for approval as proposed, contingent upon receipt of an approved Fireworks Permit from the West Chicago Fire Protection District. COMMITTEE RECOMMENDATION: This item is being presented to the Public Affairs Committee for consideration prior to the City Council meeting. ===== PDF PAGE 22 ===== 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 is due 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. The 90-day time period allows sufficient time to evaluate the request and provide a recommendation to the City Council for its consideration. 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 o lnteAt to Meet Insurance Requirements o Section 1 - General Information o Section 2 - Narrative o Section 3 - Permits o Section 4 - Site Plan and/or Route Map o 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) o Carnival Permit Application - $50 per employee □ Fireworks Permit Application - $125 (Check made payable to the West Chicago Fire Protection District) o 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. ___ _ o Background checks completed by Police Dept. Date _______ _ o DuPage Co. Health Department notified Date _ ______ _ o Certificate of Insurance received and approved Date _______ _ Page 1 of 8 ===== PDF PAGE 23 ===== *** 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 $1 mil 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 KThe 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 speclalevents@westchlcago.org or fax (630-293-1257) to be considered an original document. I, ,c:;' fr,ve. /::w / S Of\ , representing W h%:fu_r, &~k""j (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. signature) Soccer <:)aw (name of eve'nt) Page 2 of 8 (date) 10 I g/101-(p (date of event) ===== PDF PAGE 24 ===== SECTION 1 - GENERAL INFORMATION Name of Event: \NY)ettft>('i /tccd;f.a m '1 Type of Event: D Parade D Walk/Run/Bike D Carnivals 9(Fireworks D Festival D Other _______ _______ ________ ______ _ Location of Event: _W -=----\\-'-e_£A_t1> ;__0 _ _,_ft ...._C_a_JJ2 _ W"l _ '1 --+--------- Date(s) of Event: 1° ( g / "2-<:R Hours of Event: Y p01 to If f tn Est. Attendance: ID 0 Event Website: _ ___________ _,_ _ ________ ____ _ Purpose of event: Home COv'Yl; I"':, w e.e.\a¼.'; \ ..__ Name of Sponsoring Organization(s): _ _____ _____________ _ Organization's Legal Status (i.e. NFP, Partnership, Corporation): _________ _ Contact person from sponsoring o~ganization: _$ .... ~_,__\/'-l,, .,_. __ \L'--'- e,t..._v ...... \-"-50=.p f----L--- ----- - Organizer address: °1Db 1 &l,, C 5~, c,..ol City/State/Zip: Wi1s-l, Ch :w 1o I IL {~Ol%S:- Phone: Cell Phone: ______ E-mail: S K'ttv \ >◊C\ Id 1") he.tctD00(.Cadew,3 ., 0 1='.J Emergency contact information (provide mobile numbers for on-site coordinators durin event : 1st Contact: )Lo,ri +-lvc\actt: Phone: 2 nd Contact: l3 ca & Th O CV) fun Phone: Is this an annual event? pZl._ Yes D No If Yes, provide next year's event date: ___ __ _ 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 ===== PDF PAGE 25 ===== lfQJ WHEATON ACADEMY July 22, 2026 Dear West Chicago Council, On October 8-11, 2026, Wheaton Academy will be holding their annual Homecoming Weekend. This weekend is not only special to our current student body, but also to the alumni who travel from many places to be there for the commemorative weekend. Thursday evening, October 8th, consists of a soccer game, and we would like to conclude the evening with fireworks as we have done in the past to add to the celebration. The city has been very gracious in allowing us to do fireworks for this weekend many times in the past and kindly ask to be granted the permits needed once again to make this evening special. Sincerely, Steve Karlson Chief Operating and Financial Officer r I ===== PDF PAGE 26 ===== SECTION 3 - PERMITS Will your event include a carnival? □ Yes XNo If yes, you must submit a Carnival Permit Application ninety (90) days prior to the event. Please visit www.westchicaqo.org under Forms or contact the City of West Chicago at (630) 293-2200 ext. 135 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 App)ication thirty (30) days prior to the event. Please visit www.westchicaqo.org under Forms or contact the City of West Chicago at (630) 293-2200 ext. 131 for an application. Will your event include a fireworks display? )(Yes o No If yes, you must submit a Fireworks Permit Application thirty (30) days prior to the event. Please visit www. westchicago.orq under Forms or contact the City of West Chicago at (630) 293-2200 ext. 135 for an application. Are you holding a raffle at your event? 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 e.xt.170 for an application. Will you be applying for a Temporary Liquor License? o Yes o 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 focal 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? □ Yes □ No -w~ ~AIIE: Cot,JC8S510 /J S 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/temporarv-food-service for additional information. Are you requesting services from these departments? D Police D Fire District I Paramedics □ Public Works Specify services: ____ ~ ------------------------ Will you be utilizing any of the following services? D Water D Electric/Generator □ Other ----- ------------ - - - Page 4 of 8 ===== PDF PAGE 27 ===== 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 of toilets (T) Location of hand washing sinks (HWS) Location of retail vendors (RV) Location of food vendors (FV) Location of first aid (FA) Location and number of barricades (B) Location of fire lane (FL) Location of fire extinguishers (FE) Public entrances and exits (PE) Location of "No Firearms" signage (NF) 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? D Yes ~No If yes, please indicate the property that you are requesting to use. Would you like to request the closing of City streets? D Yes )it_No If yes, please fill in the following information or submit a route map along with this application: Street From To Dates Times Page 5 of 8 ===== PDF PAGE 28 ===== 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 marl< "NIA" 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 Citv unless noted) Before Event Due Date Submit "Intent to Meet Insurance Requirements" Prior to Prior to application Document {included with Special Event Permit application review review Aoolication. oa.2) 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 30 days Application Submit Temporary Food Service Permit 30 days Application( s) (DuPaae Countv 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 N/A Day of Event (See IL State Police requirements for standardized sign in West Chicago's Soeciaf Events Policv) *If this requirement is not met, the proposed event may be cancelled. Page 6 of 8 ===== PDF PAGE 29 ===== SECTION 6 - WAIVER AND HOLD HARMLESS AGREEMENT In consideration of the W becL-ron ft:Cue,le.hA3 (na~e of organization) and its Members, employees, volunteers or guests, being allow to participate in H.ory1eww,,f\j , (the Activity) the undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to W½.ecAi]Q A-caJ.iW\J (name of organization) participation in the Activity. To the fullest extent permitted by law, the W\t\.ea W 0 A ·fttdf h-11 (name of organization) hereby agrees to defend, indemnify and hold hannless 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 W'ne~~ ~ \~i\~~ ~ 'Lo~ (Name of Organization) (Print Name of Signatory) (Date) By Signed and sworn to before me t s --"---- day of V '{ , 20 Z. . After submitting all forms, your application will be reviewed by J: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 FOR OFFICE USE ONLY 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: □ Approved Permit No. ____ _ Authorized Signature Title Date Page 8 of 8 □ Denied Remarks: