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HomeMy WebLinkAbout24-0624 Side Street Studio ArtsY SPECIAL EVENT CO-SPONSORSHIP AGREEMENT THIS AGREEMENT is hereby made and entered into this 24' day of June 2024, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the "City") and Side Street Studio Arts a(n) NFP (hereinafter referred to as the "Co -Sponsor"). WHEREAS, the City and Co -Sponsor have each determined it to be in their best interests to enter into an agreement by which each party hereto shall provide co-sponsorship for a special event commonly known as Area 22 Arts, Crafts, and Oddities Fair to be conducted on August 3, 2024 in an area comprised of Riverside Drive Promenade, Elgin, IL 60120 (hereinafter referred to as "Event"); and WHEREAS, Elgin Municipal Code Chapter 13.25 provides for the co-sponsorship of Special Events between the City and certain organizations; and WHEREAS, the City has determined that the Event will benefit the residents of the City of Elgin, and will attract additional interest in and assist in promoting the City of Elgin; and WHEREAS, the City's City Council has further determined that it is in the best interests of the City to co-sponsor the Event with Co -Sponsor in accordance with the terms and conditions of this Co-sponsorship Agreement; and WHEREAS, the City is a home rule municipality as defined in Article VII Section 6a of the 1970 Constitution of the State of Illinois; and WHEREAS, a home rule unit may exercise any power and perform any function pertaining to its government and affairs; and WHEREAS, the co-sponsorship of the Event pertains to the government and affairs of the City. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged, the parties hereto hereby agree as follows: 1. The foregoing recitals are hereby incorporated into this Agreement in their entirety. 2. The Co -Sponsor shall conduct the Event and provide any related activities or services as described in and pursuant to Co -Sponsors "Special Event Co -Sponsorship Application" attached hereto and made a part hereof as Exhibit A (the activities associated with conducting the Event, including terms, conditions, dates and times, and location, are hereinafter referred to as the "Event Activities"). In the event of any conflict between the provisions of this Agreement and the provisions in Exhibit A hereto, the provisions of this Agreement shall control. The Co -Sponsor represents and warrants that the Co -Sponsor has the skills, knowledge, and resources necessary to conduct the Event and the Event Activities provided for in Exhibit A in a reasonable and workmanlike manner, and that the Event Activities set forth in Exhibit A are integral parts of this Agreement and may not be modified, amended or altered except by a written amendment to this Agreement agreed to and executed by both parties hereto. 3. The City agrees to award to Co -Sponsor support and funding having value in a total amount not to exceed $16,000 (hereinafter the "Award"). One-half (1/2) of the Award, said amount representing a value of $8,000, shall be in the form of in -kind support services (e.g., police, fire, public works clean-up and trash removal, etc.) from the City, and one-half (1/2) of the Award, said amount being $8,000, shall be in the form of direct Event funding in matching funds. The foregoing notwithstanding, the parties understand and agree that the amount of the Award shall in no event exceed fifty percent (50%) of the total estimated cost of the Event. 4. This Agreement shall commence and be effective from the date of execution hereof by both parties hereto and continue through the completion of the Event in accordance with Exhibit A and the submission of the final report by Co -Sponsor unless sooner otherwise terminated as provided for herein. 5. In connection with any Event Activities to be performed on other than City -owned properties, Co -Sponsor warrants and agrees to maintain all facilities and equipment used in the performance of this Agreement in a clean, sanitary, and safe condition and free from defects of every kind whatsoever. Co -Sponsor agrees and warrants that Co -Sponsor will periodically inspect all such facilities and equipment for such purposes. Co -Sponsor also warrants that Co -Sponsor and Co-Sponsor's facilities and equipment used in the performing of this Agreement are not now, nor shall be during the term of this Agreement in violation of any health, building, fire or zoning code or regulation or other applicable requirements of law. In connection with the performance of this Agreement on properties owned or controlled by the City, Co -Sponsor agrees and warrants to use, and to cause persons acting on Co-Sponsor's behalf, to use, through proper supervision and control, all facilities with due care, and to report all defects in or damage to any such facilities, and the cause thereof, if known, immediately to the City. 6. The Co -Sponsor shall comply with all of the requirements, terms and conditions of the City's Special Event Co -Sponsorship Program and Chapter 13.25 of the Elgin Municipal Code. The Co -Sponsor shall apply the money to be paid by the City to the Co -Sponsor pursuant to the preceding paragraph hereof solely to fund the Event and Event Activities identified in Exhibit A and no funds from the grant provided pursuant to this Agreement shall be used by the Co -Sponsor for operating expenses or for any purchase of permanent equipment, capital improvements, construction, or for the payment of any previous year's deficit. 7. Co -Sponsor shall assume all expenses designated as the responsibility of Co - Sponsor as are included in Exhibit A and outlined in the proposed budget submitted by Co -Sponsor relative to the Event. 8. Co -Sponsor will be the sole solicitor for sponsors of the Event, and will retain all sponsorship money received. 9. Co -Sponsor shall complete, maintain, and submit to the Assistant to the City Manager of the City any and all records, reports, and forms relating to the services and activities 2 f f in this Agreement as requested by the City. Without limiting the foregoing, the parties further agree as follows: A. Co -Sponsor shall provide a budget to the City which shall reflect the projected income and expenses related to this Event. Such budget shall also reflect the projected distribution of funds received by the City pursuant to this Agreement. The budget shall be submitted to the Assistant to the City Manager prior to any payment or provision of in -kind services by the City. B. The City shall be entitled to review all accounting records of Co -Sponsor related to this Event and the use of funds paid by the City to the Co -Sponsor pursuant to this Agreement upon 72 hours advance notice from the City. C. The Co -Sponsor shall provide a project schedule setting forth all significant milestones and deadlines for the completion of the same relating to the conducting of the Event. Co -Sponsor shall adhere to and comply with the project schedule provided to the City. Co -Sponsor shall communicate to the City and provide a progress report upon the completion of a milestone and shall provide further updates to the City with respect to progress on milestones and deadlines upon request. Co-Sponsor's failure to meet the deadline provided in the project schedule for a milestone shall be grounds for the cancellation, termination, or suspension, in whole or in part, of this Agreement by the City. D. Within sixty (60) days following the completion of the Event, the Co -Sponsor shall complete and submit to the City a final report in a form as required by the City. 10. In the event this Agreement is terminated, or in the event the Event for which the City funds provided herein are to be applied is discontinued for any reason, the Co -Sponsor shall refund to the City any funds that had been provided to Co -Sponsor, and shall reimburse the City the fair value of any in -kind services provided by the City, within sixty (60) days of the date of termination or the scheduled date of the Event, whichever is sooner. 11. Co -Sponsor agrees and warrants that notwithstanding any other provision of this Agreement that in connection with the performance of and/or the providing of services pursuant to this Agreement that Co -Sponsor shall comply with all applicable federal, state, city, and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, Co -Sponsor hereby certifies, represents, and warrants to the City that all of Co-Sponsor's employees and/or agents who will be performing and/or providing services with respect to this Agreement shall be legally authorized to work in the United States. Co -Sponsor shall also at its expense secure all permits and licenses, pay all charges and fees, and give all notices necessary and incident to the due and lawful performance of this Agreement. Co -Sponsor shall also perform this Agreement. The City shall have the right to audit any records in the possession or control of Co -Sponsor to determine Co-Sponsor's compliance with the provisions of this Agreement. In the event the City proceeds with such an audit, Co -Sponsor shall make 3 available to the City Co-Sponsor's relevant records at no cost to the City and at Co-Sponsor's sole expense. 12. The City of Elgin shall be recognized as a co-sponsor of the Event and shall receive the benefits of sponsorship consistent with the level of support provided in this Agreement. At a minimum, the City's support shall be acknowledged on all print materials promoting the Event which may be provided by Co -Sponsor. 13. In all printed materials in which a City seal or logo is deemed appropriate, approval by the Assistant to the City Manager of the City is required prior to printing. 14. This Agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. It is expressly agreed and understood that Co -Sponsor and Co-Sponsor's officers, employees and agents are not employees or agents of the City and are not entitled to any benefits or insurance provided to employees of the City. 15. If the Co -Sponsor violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the City shall have the right to seek such administrative, contractual, or legal remedies as may be suitable to the violation or breach; and, in addition, if Co -Sponsor by reason of any default, fails to within fifteen (15) days after notice thereof by the City to comply with the conditions of the Agreement, the City may terminate this Agreement. If the City violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and in the event the City, within fifteen (15) days after notice thereof by the Co -Sponsor demanding compliance, fails to comply with the terms and conditions of this Agreement, the Co -Sponsor, as its sole and exclusive remedy, may terminate this Agreement. Notwithstanding anything to the contrary in this Agreement or by implication or estoppel, with the sole exception of the money the City has agreed to pay the Co -Sponsor pursuant to paragraph 3 hereof, no action shall be commenced by the Co -Sponsor, any related agents, persons or entities, and/or any of their successors and/or assigns, against the City for monetary damages. In the event any legal action is brought by the City for the enforcement of any of the obligations of the Co -Sponsor in this Agreement and the City is the prevailing party in such action, the City shall also be entitled to recover from the Co -Sponsor interest at the rate of nine percent (9%) per annum, plus attorney's fees at the rate of Two Hundred Fifty Dollars ($250.00) per hour, which Co -Sponsor agrees to be reasonable. Co -Sponsor hereby further waives any and all claims or rights to interest which it claims it may otherwise be entitled to pursuant to law, including, but not limited to, the Local Government Prompt Payment Act (50 ILCS 50111, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1 , et seq.), as amended. The parties hereto further agree that any action by the Co -Sponsor arising out of this Agreement must be filed within one year of the date the alleged cause of action arose or the same will be time barred. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 16. Notwithstanding any other provision hereof, the City may terminate this Agreement at any time upon thirty (30) days prior written notice to Co -Sponsor, without penalty and in its sole discretion. In the event this Agreement is so terminated, the Co -Sponsor shall only be paid for services and activities actually performed, and reimbursable expenses actually incurred prior 0 m olio pill Xq Oui}tam ui paga n asimaaLllo ag �uLu sn Idaoxo `slTTu od Xaussooau Ilu uiulgo puu aoj XIddu II-egs isoo atos slT lu aosuodS-oo OZ •,fllo Xq luow,�vd aoj puuwop ualliam Jo sXup (O£) J�4JTTII UTTIITM XITD of uT3J3q JOJ papTAoad sluowxud Ilt? opTAoad ZluTls losuodS -oD •luang aLtl Luoaj OuTllnsaa ao LIITm notloauuoo uT ao jo Ino OuisTau Xlaadoad paumo-XITD puu of 30vwup ao Xan fui puu aoj fqTo oql of olg g oq puu osanqurtaa Ilrgs aosuodS-oo 6l •Llduaft,a,pd siLll ui paambaa ooumansui gill �uipm0oi aouuansui jo saluoiglp3o X41D aLll of apTAoad IIuLIs aosuodS-oD fqTo ;Dql jo Isonbaa all IV •sTouillI3o olulS OTll jo smut 3qj aapun paambaa slunoTuu ui aouuansui uoilusuoduioo s,aalaom `luauiaaa2V sigl jo Tuaal ;Dql Ouianp `loggo ui uiuluTnTu pun `aoj end `apTAoad osiu IinTls aosuodS-oD •klaadoad ao suosaad of so t?urep aoj oouaaan000 gad 000100S$ ungl ssal lou jo siltuil gllm soowos all gjIm uoiloauuoo ui pasn satoTLlaA aoloTu paaTLt pun paumo-uou `paumo llu 2uTa3Ao3 aouuansui flitiguTl opgouiolnu aATsuaLlaaduuoo `IuautaaaBV spgj jo Tuaal oqj i?uTanp `loago ui uiuluiuui pun `aoj dud `apTAoad IluLls aosuodS -oo •fqTo oql of loadsaa gllm , aiLwiad aq of posaopuo ag llLgs ll `ulna oad ao ssaoxa si IT IuLll soluls oouLansui Lions ji `XIOMILIUaallu `.aOuL'ansui atguln?Au aaLIIO JOAO ssaoxa IT ajuTu of oominsui Lions jo uoiluog!poui ao luausasaopuo ou ag Ilvgs ojogl •XI!D aLll of popaogr sTunaSoad aouuansui jtas ao aouuansui aaTllo Xuu of loodsaa glTm oouuansuT fauunid su �Iddu Ilugs oouuansui gonS '"4T0 aul of 30gou uallTam aauunpn sAup (0£) f}aTLII InoTjpA uosnaa Xuu aoj pomouaa ao paluuiuual ag lou Ilrgs aouuansut 3qj ltlgl apTAoad Ilvgs oluolplaao uonS '(0001000`Z$) sa'llo(I uoill!W om'L ut?Tll ssol lou jo ITTuTI alu�baOft, IuaauoO u tllTm 32nuiup �laadoad puu `Xinfui Inuosaad `Xanfui �ppoq aoj aouaaan000 gad lisiil 312uis pauiguuoo (000`000` 1$) saullo(I uoill! t aup Mqj ssal lou Jo sITTUTI TIITm paansui -oo Xaoingpluoo-uou `Ximmad u su flip aLp 0uTuiuu aouuansui Xl!l!qull IuaauaO jo aluoigTlaao u gJIM aoijjp s,aa&suuW XjTD aul apTAoad llugs iosuodS-oo 'OLO'SZ'£i uoiloaS opoo tudioTunW uTOlg of luunsand paambaa aounansui oql `XITD oql of Isoo Inoipm `aptAoad IlnTls aosuodS-oo •g I •luauuaaaov siLtl jo uoiluuTuual ao/puu uoliolduioo `uoTjuudxo puu anTA.ins IjBgS uoTloas STLII Jo suoisinoad oql •�?uisoogo s,Xl!o oql jo Iasunoo I0al ,�g popuajap ag IILgs uollou Bons `ssattuanq ploq puu puajap Xj a 3pui of XInp 5uio�Woj gill Xq paaanoo suoissiuiLuoo ao spauoq `sluaf�L,`s3oXolduuo `saaoijjo sil `XIID oqj Isuiuot? uoilou ,(uu Jo Juana oql uI •luauiaaaOV sigl jo aouuuuo3aad ;Dql jo ino guisTau aosuodS-oD jo slua0u ao suoissiuuo ao aouo2ilSou Ouipntoui `glimz)joq uoiloouuoo ui aosuodS-oD jo suoTssiuuo a0 Suoilon Iua2ilRau Jo ono 5uisiau ao uTOaj OuilInsaa Xnm puu ui `SLuinlo uoT�usuaduzo� S,aa?laom of polpiil lou Inq 2uipnloui `JaTlaa I;DgTO ao s32uuiup `saaj s,,�auaollu `slsoo `sluauiopnf `slurs `suuuto HE puu Suu Isuresu puu uxoai suotssiuuuuoo pus spasoq `sivaOu `sag iolduza `saaagjo sl! `,14!D aLtl ssalusuLI pIoLI puu puopp `�ITuuuopui of saaa& aosuodS-oD `mul Xq pollTLuaad lualxo Isalltij oqj o L •sooXolduza puu saaolyo `saaalunloA s}T Jo siou aLli aoj atquTI Xl}oTa}s pue (Ialos ag IILLls aosuodS-oD `060'9Z'£ I uoilooS opoD IudiotunW urglg jo suoisinoad oqj of luunsand 'L I •spun] papuadxaun ao pauju;Dun Xuu STD aTll of punjaa hugs puu f4TD oqj Xq iosuodS-oo aul of pTud spun] Xuu jo aanlTpuodxo ;Dql osuao XIalulpauuuu IILgs aosuodS -off aLli `paj7auiusal os st wausaaaRV srgl Juana aLll ui ,�llvuot}ippV anoqv £ tldrsOLx¢d ut ilo} }as lunouuu Iulol oqj paaoxa Juana Xut? ut `lou Ilvgs luauusanguuaa dons Xuu Iuul Idaoxa `uoiluuiuual of 21. It is agreed and understood by the parties hereto that the police, fire, and public works services that may be provided by the City pursuant to the terms of this Agreement are general service only and that no special duties or obligations are intended, nor shall be deemed or construed to be created by this Agreement. It is further agreed and understood that this Agreement is not intended to, nor shall it be construed to alter, limit or constitute a waiver of any of the civil immunities afforded the City and/or its officials, officers, employees and/or agents pursuant to the Local Governmental and Governmental Employees Tort Immunity Act at 745 ILCS 10/1-101, et seq., as amended, or as otherwise provided by law, including, but not limited to, the Emergency Telephone System Act at 50 ILCS 750/0.01, et seq., as amended, and the Emergency Medical Services System Act at 210 ILCS 5011, et seq. (the "Acts"), it being agreed that all the civil immunities, as set forth in such Acts, as amended, and/or as otherwise provided by law, shall fully apply to any claims asserted or which may be asserted against the City and/or its officials, officers, employees and/or agents as a result of this Agreement or any actions of the parties pursuant to this Agreement. Without limiting the foregoing, it is further agreed and understood that the City and/or its officials, officers, employees and/or agents as a result of this Agreement or any actions of the parties pursuant to this Agreement shall not be liable to any other person or entity for failure to provide adequate police protection or service, fire protection or service, rescue or emergency service, failure to suppress or contain a fire, failure to provide or maintain sufficient personnel, equipment or other fire protection facilities, failure to prevent the commission of crimes, failure to detect or solve crimes or the failure to identify or apprehend criminals, and/or for any act and/or omission in connection with the developing, adopting, operating or implementing any plan or system relating to the City's and/or Co-Sponsor's duties pursuant to this Agreement. Notwithstanding anything to the contrary in this Agreement, it is agreed and understood that no third party beneficiaries are intended or shall be construed to be created by the provisions of this Agreement, and it is the intention of the parties hereto that no action may be commenced by any person or entity against the City and/or its officials, officers, employees, agents, and/or other related persons or entity, for monetary damages for any alleged breach or failure to provide the services described in this Agreement. The provisions of this paragraph shall survive any expiration and/or termination of this Agreement. 22. No official, director, officer, agent, or employee of the City shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval, or attempted execution of this Agreement. 23. In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any employee or applicant for employment because of sex, age, race, sexual preference, color, creed, national origin, marital status, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. 24. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, sexual preference, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap, and Co- C Sponsor shall comply with all laws, acts, and ordinances of the United States, the State of Illinois, and the City of Elgin relating thereto. Co -Sponsor further agrees to use its best efforts to ensure that the Event is accessible to persons with disabilities. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination, or suspension, in whole or in part, of the Agreement by the City. 25. The terms and provisions of this Agreement shall be severable. The parties intend and agree that, if any paragraph, sub -paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 26. This Agreement and its exhibits constitute the entire agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof. 27. This Agreement shall be deemed to have been made in, and shall be construed in accordance with, the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. 28. As a condition of this contract, Co -Sponsor shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment, utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies must be provided to the Departinent of Human Rights upon request (775 ILCS 5/2-105). 29. As a condition of this Agreement, Co -Sponsor shall have in place a written substance abuse prevention program which meets or exceeds the program requirements in the 7 Substance Abuse Prevention Public Works Act at 820 ILCS 265/1, et seq. A copy of such policy shall be provided to the City prior to the entry and execution of this Agreement. 30. All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: As to the City: As to Co -Sponsor City Manager City of Elgin 150 Dexter Court Elgin, IL 60120-5555 With a copy to: Corporation Counsel City of Elgin 150 Dexter Court Elgin, IL 60120-5555 31. Notwithstanding anything to the contrary in this Agreement, no action shall be commenced by Co -Sponsor, any related persons or entities, and/or any of their successors and/or assigns, against the City for monetary damages and the City shall not be liable for any such monetary damages. The provisions of this section shall survive any expiration, completion and/or termination of this Agreement. 32. This Agreement is and shall be deemed to construe to be a joint and collective work product of the City and Co -Sponsor and, as such, this Agreement shall not be construed against the other party, as the otherwise purported drafter of same, by any court of competent jurisdiction in order to resolve any inconsistency, ambiguity, vagueness or conflict, if any, of the terms and provisions contained herein. 33. This Agreement shall be binding on the parties hereto and their respective successors and permitted assigns. This Agreement and the obligations herein may not be assigned by Co -Sponsor without the express written consent of the City which consent may be withheld at the sole discretion of the City. SIGNATURE PAGE FOLLOWS 8 i IN WITNESS WHEREOF, the undersigned have entered into executed this Agreement on the date and year first written above. CITY OF ELGIN By City Manager CO-SPONSOR 9 Its Attest: Attest: ity Clerk Legal Dept�Agreement\Agr-Special Event Co-Sponsorship-Form-2-1-23.docx C NIOI,LV31 IddV dIHSHOSNOdS-03 ,LKIAJ 'IVI3ldS V ZISIHX21 APPLICATION: SECTION 1-BASIC INFORMATION Applicant Name: Applicant Organization: Title of Event: 16 Date(s) of Event: Location of Event: Two Line Description of the Event: Total Amount Requested: 76 Address of Applicant: _` i� � - -'�'= Telephone: �— ��• r� Email Address:1 i1.fi``-'iG{P'%_GY�Girl•t%C'7 Are you using a fiscal agent? If so, list that organization here: A SECTION 2- SIGNATURE If a application is awarded, the Awardee hereby agrees that: The activities and services for which assistance is sought will be administered under the supervision of the applicant. • The applicant has read and will conform to the program guidelines. The applicant will expend funds received as a result of the application solely on the project and programs described herein. + Any funds received under this application shall not be used to supplant any budgeted funds. The applicant organization will comply with all laws, acts and ordinances of the United States, the State of Illinois and the City of Elgin, and further fares that no person will be excluded from participation or be denied the benefits of any program, activity or service on the basis of race, sex, sexual preference, color, religion, ancestry, age, national origin, or disability. The applicant further agrees to make every attempt to ensure the the program is accessible to persons with disabilities. The figures, facts and representations in this application, including � ll exhibits and attachments, are true and correct to the best of its knowledge and belief. Failure to follow these guidelines will disqualify you for future grants. Cancellation of funded projects will result in forfeiture of funds and funds must be returned within sixty (60) days of the scheduled event. _Signature of A orizing ff i, ©ate 2 -7 t Signature of Applicant Date AREA 22 Arts, Crafts, & Oddities Fair City of Elgin Co -Sponsorship Application Event Date: Saturday, August 3rd / 12pm - 8pm (CST) Event Location: Riverside Drive, Downtown Elgin AWARD CRITERIA DCASE reviews and evaluates each application based on the following criteria. These criteria may not apply to every application, and do not represent the only means of evaluation. ACCESSIBILITY How will this project attract the participation of special and diverse populations or underserved areas? Accessible Venue: Choosing a location such as Riverside Drive, one that is easily accessible to individuals with disabilities, providing raked sidewalk entrances, flat surfaces, designated parking, and accessible restroom facilities, ensures that everyone can participate regardless of their physical abilities. Diverse Representation: Curating a diverse range of artists from different backgrounds, cultures, and abilities can help attract a wide variety of attendees who feel represented and included in the event. This could include artists from minority groups, those with disabilities, or artists from underserved communities and artistic backgrounds. Outreach and Engagement: Actively reaching out to diverse communities through targeted marketing efforts, community partnerships, and grassroots outreach can help ensure that individuals from underserved areas are aware of the event and feel welcome to participate. Affordable Participation: Offering affordable or subsidized participation fees for artists from underserved communities can help lower barriers to entry and encourage a more diverse range of artists to showcase their work at the fair. In support of our ADVOCACY pillar at Side Street, we elected to make AREA 22 free to the public, while offering very affordable booth fees for artists. I Inclusive Programming: Incorporating programming and activities that cater to diverse interests and abilities ensures that everyone can engage with the event in a meaningful way. We plan on providing live busking, live painting, community art making, as well as offering our Battle Of The Bands outside and free to the community for the first time. Cultural Sensitivity: Being mindful of cultural differences and sensitivities when planning the event is at the top of our list_ Our policies, such as respecting religious practices or dietary restrictions, helps create a welcoming and inclusive environment for attendees from diverse backgrounds. What methods will be used to ensure that the event is financially, physically, and culturally accessible? Financial Accessibility: • Offer subsidized vendor fees for young artists. • Offer low cost vendor fees to adult artists. • Seek sponsorships to offset costs. • Provide free admission for attendees from all backgrounds. • Take 0% commission on any art sales sold. Physical Accessibility: • Utilizing Riverside Drive, a venue that is wheelchair accessible and has accessible parking, entrances, and restroom facilities. • Ensure that pathways throughout the event space are wide enough to accommodate wheelchairs and mobility aids. • Provide seating areas with chairs and benches for attendees who may need to rest. Picnic tables from the Parks Dept. would be best. • Implement sensory -friendly features such as quiet zones for individuals with sensory sensitivities by keeping music to one end of the venue. Cultural Accessibility: • Curate a diverse range of artists and performers from different cultural backgrounds and communities. • Incorporate programming and activities that reflect the cultural diversity of the attendees, such as local music, dance performances, and art workshops. • Ensure that signage, promotional materials, and event information are available in multiple languages. • Provide culturally appropriate food and beverage options, taking into account dietary restrictions and preferences. • Offer staff interpreters and volunteers to ensure that all attendees feel respected and included. I M PACT How will this project impact the quality of life in Elgin? Community Engagement: The event will bring together residents from diverse backgrounds, fostering a sense of community and belonging. By providing a platform for people to come together, interact, and celebrate art and creativity, the event strengthens social connections and promotes a sense of unity among residents. Cultural Enrichment: The fair will showcase a diverse range of artistic expressions, including those representing various cultures and traditions. This exposure to different forms of art and cultural experiences enriches the cultural fabric of the community, promoting cross-cultural understanding and appreciation. Economic Benefits: The event can stimulate the local economy by attracting visitors from neighboring areas, thereby increasing foot traffic to local businesses, restaurants, and shops. Additionally, AREA 22 provides opportunities for local artists and artisans to showcase and sell their work, supporting the creative economy and contributing to the financial well-being of artists and vendors. Accessibility and Inclusivity: By ensuring that the event is financially, physically, and culturally accessible,we are actively promoting inclusivity and equity within the community. This commitment to accessibility ensures that individuals from all walks of life, including those with disabilities and from underserved areas, can participate and enjoy the event, thereby promoting social equity and inclusion. Enhanced Public Spaces: Hosting AREA 22 on Riverside Drive in downtown Elgin enhances the beauty and vibrancy of public areas, making them more inviting and attractive to residents and visitors alike. This revitalization of public spaces contributes to a higher quality of life by providing accessible -and enjoyable recreational opportunities for community members. How will this project attract both visitors and Elgin residents? Implementing an inclusive outdoor art fair in Elgin can have a significant impact on both visitors and residents in several ways: Cultural Enrichment: AREA 22 will introduce visitors and residents to a diverse range of artistic mediums, fostering cultural enrichment and appreciation for different artistic styles and traditions. This exposure can enhance the cultural vibrancy of Elgin, making it a more attractive destination for both tourists and residents seeking enriching experiences. Community Engagement: By providing opportunities for artists and attendees to interact, collaborate, and learn from one another, our art fair can strengthen community bonds and foster a sense of belonging among Elgin residents. Residents may feel more connected to their community and take pride in showcasing their own artistic talents or cultural heritage at the event_ Economic Impact: Hosting an art fair can stimulate local economic activity by attracting visitors who spend money on accommodations, dining, shopping, and other services in downtown Elgin and beyond. This influx of tourism can provide a boost to local businesses, support job creation, and contribute to the overall economic vitality of the community. Tourism Promotion: A well-curated and inclusive art fair can serve as a draw for tourists seeking unique cultural experiences. Effective marketing and promotion efforts can attract visitors from neighboring towns and cities, as well as tourists passing through the area. As a result, Elgin can position itself as a destination for arts and culture, attracting a broader audience and increasing tourism revenue. Quality of Life Improvement: Access to cultural events like art fairs can enhance the overall quality of life for Elgin residents by providing opportunities for leisure, entertainment, and personal enrichment. Residents may feel a greater sense of pride in their community and enjoy a higher quality of life knowing that they have access to diverse cultural experiences and artistic opportunities. How will this project offer inspiration, service, support, or economic opportunities for Elgin artists? This project can offer a multitude of inspiration, service, support, and economic opportunities for Elgin artists in the following ways: Inspiration and Networking: The art fair can serve as a source of inspiration for Elgin artists by exposing them to a diverse range of artistic styles, techniques, and mediums showcased by fellow artists. Like we have done at Side Street for 11 years, AREA 22 will also provide opportunities for networking and collaboration with other artists, potentially leading to new creative partnerships and projects. Exhibition Platform: Participating in the art fair provides Elgin artists with a valuable platform to exhibit and sell their artwork to a wider audience, at a Q% commission. This exposure can help them gain recognition, build their reputation, and attract potential buyers, collectors, and patrons. Workshop and Educational Opportunities: Organizing workshops and educational sessions as part of the art fair can offer artists opportunities to share their expertise, teach new skills, and engage with the community. We do this every year with our Art Clash events, workshops, and exhibition receptions and events. These not only benefit attendees seeking to learn from local artists but also provide artists with additional sources of income and exposure. Financial Support: Offering subsidized participation fees and financial incentives like 0% commission on sales can help alleviate financial barriers and make it more accessible for artists with limited resources. Additionally, proceeds from artwork sales can directly support the livelihood of local artists and contribute to their financial well-being. Community Engagement and Support: The art fair can foster a sense of community support for Elgin artists by providing a platform for residents to appreciate and purchase locally produced artwork. Encouraging residents to support local artists not only helps sustain their artistic practices but also strengthens community connections and pride. Artistic Development and Recognition: Participating in AREA 22 can contribute to the artistic development and recognition of Elgin artists by providing them with opportunities for feedback, critique, and exposure to different audiences. Recognition and awards received from participating in the fair can boost artists' confidence and motivation to continue pursuing their artistic endeavors. What sort of economic impact will this event have on the community? Increased Tourism Revenue: Hosting the art fair can attract visitors from neighboring towns and cities, as well as tourists passing through the area. These visitors are likely to spend money on accommodations, dining, shopping, and other services in Elgin, generating revenue for local businesses and boosting the local economy. Support for Local Artists and Artisans: Side Street provides a platform for local artists and artisans to exhibit and sell their workyear round. AREA 22 will contribute to artist's income and financial stability through a new endeavor, the outdoor art fair. The proceeds from artwork sales directly support the livelihoods of these artists, helping to sustain their artistic practices and contribute to the local economy. Business Opportunities for Vendors and Exhibitors: Beyond artists, the art fair may also attract vendors and exhibitors offering a variety of goods and services, such as food and beverages, crafts, merchandise, and art supplies. At this time we are focusing on beginning with Vern's Tavern providing alcohol service for the event as well as co -managing food vendors. These vendors will capitalize on the increased foot traffic to generate sales and revenue during the event. Economic Activity: The influx of visitors and increased economic activity associated with the art fair can create temporary job opportunities in various sectors, including event management, hospitality, transportation, security, and retail. This job creation contributes to the overall economic vitality of the community - Long -Term Economic Growth/Multipliers: Hosting successful cultural events like the art fair will enhance the reputation and attractiveness of Downtown Elgin as a destination for arts and culture. This positive perception can have long-term benefits for the local economy by attracting investment, fostering entrepreneurship, and supporting the growth of creative industries in the area. Our goal is to grow the event each year. FEASIBILITY How does the project demonstrate evidence of sound management and planning and a realistic timeline? History of Events: Side Street has a history of producing and demonstrating successful collaborations on events, such as our Sip'n Shop collaboration with the Downtown Neighborhood Association and its use of Riverside Drive for the outdoor Farmers Market, performance and exhibitions such as our annual Going Dutch Dance Festival, Elgin Fringe Festival, both of which use indoor/outdoor collaborations with local businesses. We have built a large list, and growing, of collaborations such as with DNA, Vern's Tavern, EPH, Elgin Community Bikes, Elgin Police Department, The City of Elgin Events, and many more. Comprehensive Event Plan: Our AREA 22 committee is currently planning all aspects of the art fair, including logistics, finalizing programming, budgeting, marketing, and risk management. This plan demonstrates careful consideration of all factors involved in organizing the event and ensures that resources are allocated effectively. Clear Objectives and Goals: Our vision of AREA 22 is to promote cultural diversity, support local artists, showcase our central business district, and stimulate economic activity in downtown and beyond. These objectives serve as benchmarks for measuring the success of the event and guide decision -making throughout the planning process. Engagement of Stakeholders: Sound management involves engaging stakeholders, including artists, vendors, sponsors, community organizations, local government, and residents, throughout the planning process. Collaboration and communication with these stakeholders ensure that their needs and concerns are addressed, and that the event reflects the interests of the community. Realistic Budget and Financial Planning: A realistic budget has been developed based on thorough research and analysis of expected expenses and revenues. We are considering various sources of funding, such as sponsorship, grants, merchandise, and vendor fees, to ensure that the event is financially viable and sustainable. Risk Management Strategies: We are finalizing a contingency plan for adverse weather conditions, safety and security measures, insurance coverage, and contingency funds to address unforeseen challenges or emergencies. At this time we are pushing for a "Rain or Shine" event. Management/Timeline: We are developing a contingency plan for adverse weather conditions, safety and security measures, insurance coverage, and contingency funds to address unforeseen challenges or emergencies. We are also working on a timeline with clear deadlines for key tasks and activities leading up to the event. How does the event demonstrate a personnel/volunteer support structure and financial planning commensurate with the scope of the proposed project. Personnel/Volunteer Support Structure: • Staffing: We are building a sufficient number of paid staff members and experienced volunteers to manage various aspects of the project, including logistics, programming, marketing, and operations. Responsibilities will be distributed effectively so that tasks are completed in a timely manner. • Roles and Responsibilities: Each staff member or volunteer will have clearly defined roles and responsibilities based on their skills, expertise, and areas of interest. Regular communication and coordination among team members will help ensure that everyone understands their role in contributing to the success of the event. • Training and Support: Staff members and volunteers may require training and support to perform their roles effectively. This may include Zoom and on site meetings, and access to resources and tools needed to carry out their responsibilities. • Volunteer Recruitment and Management: We are working on a structured volunteer recruitment process to attract individuals with diverse skills and backgrounds who are passionate about supporting the project. Volunteers will have their own committee member to oversee them, with clear communication and appreciation for their time and activities. Financial Planning: • Budgeting: A detailed budget has been created for all anticipated expenses and revenues associated with the event. It includes rental costs, permits, marketing and promotion, staffing, supplies, entertainment, and other relevant expenses. • Revenue Streams: We are looking to include sponsorships, grants, vendor fees, merchandise sales, donations, and other sources of income. • Cost Containment: Efforts will be made to contain costs and maximize efficiency wherever possible. • Contingency Planning: Our budget includes contingencies for unforeseen expenses that may arise during the planning and execution of the event. FINANCIAL NEED What is the impact of this co-sponsorship opportunity relative to your overall budget and the event budget? Overall Budget Impact: • Co-sponsorship with the City of Elgin will increase the overall budget for the event by providing additional financial resources and in -kind donation support. This expanded budget allows for greater flexibility in planning and executing the event, as well as the possibility of enhancing the event experience for attendees. • The additional funds and resources provided will be allocated towards marketing and promotion, programming, staffing, supplies, entertainment, and other expenses allowing us to not only create a greater reach, but to produce a more well-rounded event. Event Budget Impact: • Side Street currently has grant and sponsor support for events, and pursuing additional donations and partnerships will allow us to achieve broad and diverse revenue streams. The co-sponsorship opportunity will help offset certain costs within our budget such as permit fees, porto-toilet and garbage rentals, marketing, and other expenses. By covering or reducing these costs, the event budget becomes more manageable. What other sources of funding and support will help to ensure the success of the event? We are exploring various sources of funding and support beyond co-sponsorship, such as sponsorships, merchandising, vendor fees, and other partnerships and in -kind donations. NARRATIVE addressing the award criteria and how they apply to your event. A full description of the event as well as the management plan should be included. AREA 22 will serve as the premiere fine arts, crafts, and oddities fair in the Fox Valley. The festival will take place on Riverside Drive in downtown Elgin, showcasing the creations and collections of visual artists in our area. AREA 22 will feature artist exhibition and sale, live art/sculpture making, entertainment, food vendors, beverages... and fun for the whole family. Free Admission and Parking. Rain or Shine. Side Street Studio Arts invites you to participate in the first of this one of a kind event in Downtown Elgin. For those who can remember, think of AREA 22 as Art and Soul on The Fox meets Next Wave, a mix of the traditional fine -art fair concept, with a generous dusting of the eclectic and avant garde. So grab your kids, your parents, your neighbors, your pets... yes, dogs and snakes are allowed... and join us at the most exciting art fair you will ever experience! (You may experience more exciting art fairs but we highly doubt it!:) We are seeking co-sponsorship support to help make AREA 22 a resounding success and ensure that it remains accessible to all members of our community. Your partnership would not only contribute to the vibrancy of the event but also demonstrate your commitment to supporting local arts and culture in Elgin. Thank you for considering our proposal_ We look forward to the opportunity to collaborate with you and create a truly memorable event for the Fox Valley community. Management Plan for AREA 22 Arts, Crafts, & Oddities Fair 1. Event Overview: AREA 22 will be the premiere arts, crafts, and oddities fair in the Fox Valley, taking place on Riverside Drive in downtown Elgin. The event aims to celebrate creativity and diversity by showcasing the unique creations and collections of visual artists from the region. AREA 22 will feature artist exhibitions and sales, live art and sculpture making, entertainment, food vendors, beverages, and activities for the whole family. Admission and parking will be free, and the event will take place rain or shine. 2.Objectives: • Celebrate and promote local artists and artisans. • Create a welcoming and inclusive space for attendees of all backgrounds. • Provide entertainment and activities for attendees of all ages. • Stimulate economic activity in downtown Elgin through increased tourism and local business participation. 3. Personnel/Volunteer Support Structure: • Event Organizers: A team of experienced event organizers from Side Street Studio Arts will oversee the planning and execution of the event. • Staff: Paid staff members will be responsible for various aspects of event management, including logistics, programming, marketing, and operations. • Volunteers: A team of volunteers will assist with event setup, guest services, vendor support, and cleanup. Volunteers will receive training and support to perform their roles effectively. 4. Financial Planning: • Budget: A detailed budget is being developed, accounting for all anticipated expenses and revenues associated with the event, including permits, marketing and promotion, staffing, supplies, entertainment, and contingency funds. • Revenue Streams: Revenue will be generated through sponsorships, vendor fees, concessions, merchandise sales, and donations. Efforts will be made to diversify revenue streams and maximize income potential. • Cost Containment: Cost -saving measures will be implemented to contain expenses and maximize efficiency without compromising the quality of the event. Careful budget management will help ensure financial sustainability. S. Additional Sources of Funding and Support: • Sponsorships: Efforts are being made to secure sponsorships from local businesses and corporate sponsors to provide financial support for the event. • Merchandise: Revenue will be generated through selling merchandise such as branded t-shirts, stickers, and artwork. • Partnerships and In -Kind Donations: Partnerships will be established with local businesses, organizations, and community groups to provide in -kind donations, services, or resources to support the event. 6. Timeline/Production Calendar: A realistic timeline and production calendar is being developed with clear deadlines for key tasks and activities leading up to the event. Regular progress monitoring and evaluation will ensure that planning efforts are well -paced, and all necessary preparations are completed in a timely manner. Import Datos are listod bolow: • June 1 -Deadline for application. • June 8 -Notification of jury results sent to artists. o We will only be accepting 50 artist booths. A waitlist will be created after the limit has been reached. • June 15 -Deadline for artist acceptance*Booth fee invoiced upon acceptance; booth space will not be reserved without payment. • June 18 -Deadline for payments made. • June 21 - Load-In/Set-Up/Day-Of information sent to participants. 7. Risk Management: • Identification of Risks: Potential risks and challenges associated with planning and executing the event will be identified, including adverse weather conditions, safety and security concerns, budget overruns, and logistical issues. • Mitigation Strategies: Strategies will be developed to mitigate risks and minimize their impact on the success of the event. This may include contingency planning, insurance coverage, safety and security measures, and crisis management protocols. • Contingency Planning: Provisions will be made for contingencies and unforeseen expenses, including setting aside a portion of the budget as a contingency fund to address unexpected challenges or emergencies without disrupting the event. 8. Monitoring and Evaluation: Progress will be monitored against the established timeline and objectives throughout the planning process. Regular evaluation will allow for adjustments to be made as needed and ensure that the project stays on track towards achieving its goals. By implementing this comprehensive management plan, Side Street can ensure effective planning and execution of the event, maximize support from sponsors and stakeholders, and create a memorable and successful experience for attendees and participants alike. AREA 22 COMMITTEE • Tanner Melvin - Point o 773-837-8196, tannerCasidestreetstudioarts.org • Ering Rehberg o 630-715-7913, erin@sidestreetstudioarts.org • Jess Rocha 0 630-306-7729, jessCasidestreet5tudioarts.org • Nick Mataragas o 815-762-0908, nick@sidestreetstudioarts.org • Chris Arrecis o 815-762-5567, chris dsidestreetstudioarts.org • Andrew Vo o 815-517-2689, andrewCa sidestreetstudioarts.org • Jamie Berry o 847-346-8542,, a ie err c--ccrc�7x ahoo.cQrn SIDE STREET STUDIO ARTS BOARD OF DIRECTORS • Ramona "Monie" Jean Burns 847-561-2734 na8ivechildloutlook.com • Treasurer/Secretary Sarah Manata 847-420-5300 slretah _17Cdihotmail.com • Rick Tanner Melvin 773-837-8196 tannery,sidestreetstudioarts.org • Erin Rehberg 630-715-7913 erinfa.,sidestreetstudioarts oLg • Joseph Mark Vassallo 224-402-1337 iosei hmvassailo(c-�arriail.com • President Freddrick Wimms 847-867-9346 fwi mmsC)hotmail.com • Adrian Mesino 847-429-8343 adrianmesioncastreioo7,agmaii co,M • Ula Borodzinska 630-935-2336 uia a44 aahoo.com HISTORY Side Street Studio Arts, NFP was established in 2013 as an outlet for the Elgin arts scene. Side Street Studio Arts advances engagement in the arts by providing inclusive access to exhibition, performance, education, and advocacy resources, because art is important. Exhibitions programming at Side Street creates an open and safe space for both visual artists and the public alike to see and be seen. Equitable calls, creative partnerships, and curated experiences uplift individual voices and allow for the exchange of diverse ideas. In 2023 alone, SSSA hosted or produced: 108 free or low-cost off -site arts education events - reaching over 4000 young artists; 502 free or low-cost, on -site arts education events -- reaching over 1000 artists; 25 visual art exhibitions -- featuring over 300 artists; 55 on and off -site professional development opportunities for SSSA staff and area artists; 140 performance events - reaching over 4000 audience members; 400+ hours of donated and discounted space for creative events for area organizations, artists, and individuals; paid out over $46,000 to area visual and performing artists through the Gallery, MADE, and numerous additional professional opportunities; 1 Artist -in -Residence; 3 Artist/Arts Administration Internships;15 Farmers Market Appearances;10t" annual Elgin Fringe Festival in collaboration with the Elgin Cultural Arts Commission; continued CONNECTED, our podcast featuring creative conversations; acted as the umbrella organization for ELGbtq+, which won an Elgin Image Award for Game Changing Project for Elgin's first -ever Pride Parade and Festival in June; and reached a huge milestone of having paid out over $1 million to artists since our opening in 2013. All of this welcomed almost 13,000 people through the doors. Specific information is available for each event, upon request, but we have included the 2023 wrap up from our 10th annual Elgin Fringe Festival: During the fringe off season, the festival hosted sold out Drag Bingo (held at SSSA -- donated space) and Winter Fringe (held at Elgin Public House - donated space), bringing in $1660 in funds for the fringe, keeping the fringe on people's minds, and supporting 9 performing artists and 4 artists hired as staff from the Elgin area and beyond. These events included partnerships with the donated venues as well as Funky Rooster Tattoo and Art Gallery, Blue Box Cafe, Martini Room, several area visual artists, Elgin Knit Works, Gigawatt Coffee Roasters, Elgin Symphony Orchestra, and Oddball Art Labs. • The festival maintained its memberships in the Canadian Association of Fringe Festivals, United States Association of Fringe Festivals, and World Fringe, and will be sending Artistic Director Nick Mataragas to the CAFF conference in November, where he is nominated to be Vice President of CAFF, and will also be sending the founding members to the World Fringe conference in Stockholm in August 2024 to support their professional development and further inspire the EFF. The 101" annual Elgin Fringe Festival received 75 (20+ more than last year) performing artist submissions and featured 30 visual artists, more than ever before. The festival featured 39 producers/performing artists. All 2023 events considered, the festival paid out well over $20,000 to artists and over $10,000 to area artists working as fringe staff, creating fringe artwork, conducting outreach, and more. o Of 30 visual artists:10 self -identified as an unrepresented group, 3 "preferred not to say," and 20 were women. o Of 39 performing artists/productions: 19 included at least one person who self -identified as an underrepresented group, 26 were from within 60 miles of downtown Elgin, and 13 were considered touring artists coming from Wisconsin, Idaho, Florida, Georgia, Texas, and more. We maintained Family Fringe in partnership with the Elgin History Museum, which reached over 200 individuals. Our donated venues for the lot" annual festival included Vern's Tavern for the first time, as well as returning favorites Elgin Art Showcase, Elgin Public House, Martini Room, and Side Street. o From Martini Room: - EFF button release and closing parties increase of sales between 760% - 200%; Huge increase of sales during festival days ranging 250-280% depending on a year. Fringe brings additional exposure of MRoorn via Fringe sources: website, social media, word of the mouth. Volunteerism, audience members (almost 1600 "butts in seats"), and overall participation was at an all-time high in 2023. File Number 6880-467-1 To all to whom these Presents Shall Comet Greeting. I, Alexi Giannoulias, Secretary of State of the State of Illinois, do hereby certify that I am the keeper of the records of the Department of Business Services. I certify that SIDE STREET STUDIO ARTS NFP, A DOMESTIC CORPORATION, INCORPORATED UNDER THE LAWS OF THIS STATE ON JANUARY 28, 2013, APPEARS TO HAVE COMPLIED WITH ALL THE PROVISIONS OF THE GENERAL NOT FOR PROFIT CORPORATION ACT OF THIS STATE, AND AS OF THIS DATE, IS IN GOOD STANDING AS A DOMESTIC CORPORATION IN THE STATE OF ILLINOIS. In Testimony Whereof, I hereto set my hand and cause to be affixed the Great Seal of the State of Illinois, this 26TH day of JANUARY A.D. 2024 Authentication* 2402602204 verifiable until 01 /26/2025 Authenticate at: httpsJ/www.ilsos.gov o SECRETARY OF STATE State of Illinois Year: 2024 File #: 6880-467-1 DOMESTIC CORPORATION FILED Nov27,2023 ANNUALREPORT General Not for Profit Corporation Act Ale -xi Giannoulins;, Secretary of State 1. Corporation Name: SIDE STREET STUDIO ARTS NFP 2. Registered Agent: UNITED STATES CORPORATION AGEN Registered Office: 500 N MICHIGAN AVE STE 600 City, IL, ZIP, County: CHICAGO, IL 60611-3754 COOK COUNTY 3a_ Date of Incorporation/Qualification- 01/28/2013 3b_ State of Incorporation: IL 4. Names and Addresses of Corporation's Officers and Directors: OFFICE NAME NUMBER & STREET CITY STATE ZIP Title PRESIDENT Name & FREDDRICK WIMMS 73 HIGHBURY DR ELGIN IL 60120 Address Title SECRETARY Name & SARAH MANATA 339 PERRY ST ELGIN IL 60123 Address Title TREASURER Name & �SARAH MANATA 339 PERRY ST ELGIN IL 60123 Address 5. Brief statement of type of activity the corporation is conducting: SIDE STREET STUDIO ARTS WAS FOUNDED IN 2013 AS AN OUTLET FOR THE ELGIN ARTS SCENE. SIDE STREET PROVIDES EDUCATIONAL AND CREATIVE RESOURCES AND AN INCLUSIVE SPACE, RUN BY ARTISTS. SIDE STREETS MISSION IS TO SUPPORT THE ARTIST AND THEIR ARTISTIC JOURNEY THROUGH COLLABORATION. 6. Is this Corporation a Condominium Association as established under the Condominium Property Act? Yes []No Is this a Cooperative Housing Corporation as defined in Section 216 of the Internal Revenue Code of 1954? ❑Yes []No Is this Corporation a homeowner's Association, which administers a common -interest community as defined ❑Yes []No in subsection (c) of Section 9-102 of the code of Civil Procedure? 7. Address, including street and number, of Corporation's Principal Office: 15 ZIEGLER CT ELGIN, IL 60120-6541 8. Under the penalty of perjury and as an authorized officer, I declare that this annual report, pursuant to provisions of the General Not for Profit Corporation Act, has been examined by me and is, to the best of my knowledge and belief, true, correct and complete. By ERIN REHBERG Authorized officer EXECUTIVE DIRECTOR Nov 27, 2023 Title & Date This document was electronically generated at www.ilsos.gov ee Summary Filing Fee: $ 10.00 Penalty: $ 0.00 Total Fee: $ 110.00 State of Illinois Domestic/Foreign Corporation Annual Report Corporate Name SIDE STREET STUDIO ARTS NFP Registered Agent UNITED STATES CORPORATION Registered office 500 N MICHIGAN AVE STE 600 Year Corporation File No 2024 68804671 FILED Nov 27, 2023 Alexi Giannoulias, Secretary of State City, IL, Zip Code, County CHICAGO, IL 60611-3754 COOK COUNTY Officers Title DIRECTOR -- ---- Name & Address --- - ERIN REHBERG 111 CRIGHTON AVE ELGIN IL 60123 Title DIRECTOR Name & Address RICK TANNER MELVIN 111 CRIGHTON AVE ELGIN IL 60123 Title DIRECTOR Name & Address JOE VASSALLO 731 N SPRING ST ELGIN IL 60120 Title DIRECTOR Name & Address RAMONA BURNS 644 CONGDON AVE 60120 Title DIRECTOR Name & Address URSULA BORODZINSKA 729 PIMLICO PARKWAY SLEEPY HOLLOW 60118 Title DIRECTOR Name & Address ADRIAN MESINO 51 S SPRING ST ELGIN IL 60120 Title Name & Address Title Name & Address Title Name & Address Title Name & Address This dnnument was PIPrimnina(1v nFmPrntPd at www iNnc nnv SSSA2024 Projected Budget Revenue 2024 Projected Gifts/Grants/ Donations/Fundrai sing Income $ 400,000.00 Other Income (suggested donations, hospitality donations, etc.) $ 49,000.00 Hospitality Income - Arts Ed (new category in 2022) $ 2,000.00 Application Fees $ 3,400.00 Sales Income (art/merch sales) $ 22,000.00 Rental Fees $ 4,000.00 Production Fees $ 25,000.00 Memberships $ 2,000.00 Lab Services $ 100.00 Sponsorships $ 20,000.00 Transportation Fees $ 2,000.00 Workshops $ 40,000.00 TOTAL REVENUE $ 569,500.00 Expenses 2024 Projected Employee Insurance expenses $ 33,000.00 Employee taxes/fees expenses $ 43,000.00 Insurance $ 17,000.00 Meetings $ 3,000.00 Professional Development $ 2,000.00 Art/Tech Purchases $ 2,000.00 Donations Paid $ 1,000.00 Fees $ 4,000.00 Hospitality Supplies - Arts Ed $ 5,000.00 Hospitality Supplies - Reception $ 12,000.00 Workshop Supplies $ 5,000.00 Brown Bag Art Kits Supplies $ 1,000.00 Employee Payments $ 150,000.00 Staff Payments $ 100,000.00 Occupancy (rent, utilities, upkeep) $ 59,000.00 Artist Fees - services $ 30,000.00 Artist Fees - sales $ 15,000.00 Promotional/Marketing Expenses $ 11,000.00 Office Expenses $ 10,000.00 Delivery and Postage $ 2,000.00 Travel $ 13,000.00 Permits and Licenses $ 3,500.00 Petty Cash $ 2,000.00 Printing $ 4,000.00 Loan Repayment $ 15,000.00 Cost of Goods Sold $ 5,000.00 Dues and Subscriptions $ 4,000.00 State Sales Tax $ 4,000.00 Rentals/Production Expenses $ 14,000.00 TOTAL EXPENSES $ 569,500.00 Revenue Expenses City Admission Hospitality Vendor Fees Sponsorships Grants City Co -Sponsorship Donations Application Fees Art/merch Sales Administrative/Event Staff Artistic Tech/Production Space Marketing Production Rentals Insurance Permits Purchases Workshop Supplies Office Supplies Wristbands Prizes Artist/Staff Hospitality Bar Service/Staffing Meetings Other/Misc. Printing Labor Mailing Tables Tents Chairs Generators Banner Placement Portolets Hand Washing Stations Dumpster $ 1,000.00 $ 3,000.00 $ 2,500.00 $ 5,000.00 $ 16,000.00 $ 2,000.00 $ 550.00 $ 2,000.00 $ 32,050.00 $ 5,000.00 $ 2,500.00 $ 400.00 $ 100.00 $ 2,000.00 $ 500.00 $ 500.00 $ 250.00 $ 300.00 $ 200.00 $ 400.00 $ 200.00 $ 50.00 $ 2,000.00 $ 375.00 $ 2,500.00 $ 100.00 $ 250.00 $ 1,000.00 $ 5,500.00 $ 100.00 $ 500.00 50 city $ 5,250.00 70 city $ 140.00 70 city $ 130.00 2 large city $ 405.00 $ 800.00 $ 200.00 $ 400.00 $ 32,050.00 SPECIAL EVENTS - 847-931-6770 specialevents@cityofelgin.org cityofelgin.org/specialeventspermit ;�:; \I►✓ 150 Dexter Court, Elgin, IL, 60120 Q SPECIAL EVENTS PERMIT A P P L I C A T 1 0 N If you are planning to host an event on city property, please complete this permit application and return it at least 60 days prior to the event. Please include a layout of the event. You can reference the special events planning guide for detailed information. WHAT YOU SHOULD KNOW ► This application serves as the starting point for events. Additional applications may be required. ► Your permit fee and any additional charges will be determined after submission of all documentation. ► Additional documents that you will need to submit with your application: ► Certificate of Insurance ► Medical, security, and parking plans ► Layout of your event that includes fencing, port-o-lets, dumpsters, etc. ► A sample press release and notice to residents/businesses. ► Completed application must be submitted to the Special Event Coordinator no less than 30 days before your event. Submission of an application does not guarantee approval. ► Applications are reviewed and approved by the Community Engagement Committee. ► This application can be emailed to specialevents@cityofelgin.org or sent to: City Hall Attn: Special Events, 150 Dexter Court Elgin, IL 60120. PRIMARY EVENT CONTACT INFORMATION This will be our city staffs contact person during the application process, and where all correspondence will be sent during this permit process. MIA) APPLICANT`S ULL NAME W-4-4'S4xA0k-VPPLICANT'S PHONE NUMBER APPLICANT'S ADDRESS (STREET, C , STATE, ZIP) APPLICANT'S EMAIL ADDRESS EVENT INFORMATION La--,f b � fiU�v,EVENT TITLE :4,j 1 J, U, I e, MO NOW& W-W LOCATION OF EVENT Please be as specific as possible and attach a scaled layout of the event. This will be reviewed by the Code, Fire, and Police Department to ensure all state laws and ordinances are followed. EVENT DESCRIPTION EVENT START ATE SET-UP START -0, EVENT START DISMAE START , 1 ,z21 && � d y Vyy SECONDARY EVENT CONTACT EVENT WEBSITE LINK 4 ONSITE PHONE DURING EVENT '6LAC l e 1;)e)1;Lt EVENT END D Jl > SET-UP FINISH EVENT FINISH',, )1 A-�}) r DISMANTLE FINISH SECONDARY CONTACT PHONE NUMBER ESTIMATED NUMBER OF ATTENDEES ADMISSI �N FEE DO YOU WANT TO HOLD YOUR EVENT ON CITY PROPERTY? by-s ON. COMMUNITY DEVELOPMENT For any inquiries on this portion of the application, please refer back to the General Information portion of the Special Events Planning Guide. DO YOU PLAN ON USING TENTS OVER 10'X10' AT THIS EVENT? Yes [610 If so, if so please attach the Tent Permit application and answer the following: DID YOU READ THE TENT REQUIREMENTS IN THE GENERAL INFORMATION SECTION? [: 'es DO YOU PLAN ON HAVING A FIRE EXTINGUISHER FOR EVERY TENT STRUCTURE OVER 700 SQ FEET? ❑Yes F]No Do t Ila If you plan on using tents over 10'x10', please initial that someone from the event sponsors organization will be there when tents are dropped off, set up, and picked up. DO YOU PLAN ON SERVING FOOD/DRINKS AT YOUR EVENT? [aes E]No if so, please attach the temporary Food Service application and answer the following: DO YOU UNDERSTAND THAT THERE IS A PERMIT FEE FOR FOOD VENDORS? [(es DO BEVERAGES WILL BE SERVED 1N (CHECK ALL THAT APPLY): aplastic cups clastic bottles Dluminum cans DIlass bottles DO YOU PLAN ON CONDUCTING A RAFFLE? �(es ao If so, please attach your raffle license to the application_ DO YOU PLAN ON HAVING SIGNAGE? [:(es nNo If so, please attach the Sign Permit application. To obtain this, please contact Community Development at (847) 931-5920. Please note, yard signs advertising events are not allowed and can be subject to fines. F 1 RE DEPARTMENT DO YOU PLAN ON HAVING FIREWORKS/PYROTECHNICS AT YOUR EVENT? Eyes If so, additional paperwork is required. Please contact (847) 931-6190 for further information. DO YOU PLAN ON HAVING A BONFIRE AT YOUR EVENT? DESCRIBE YOUR MEDICAL PLAN MEDICAL SERVICES PROVIDER FOR DAY OF EVENT 51 Wes b 0 MEDICAL SERVICES PROVIDER EMAIL MEDICAL SERVICES PROVIDER EMAIL PHONE NUMBER -. fT _ .. � LAND MANAGEMENT DEPARTMENT DO YOU NEED AWATER HOOKUP AT YOUR EVENT? es Describe your water hook-up needs below. Note: This does not include a hose. Any event sponsor who needs a water hook-up must arrange for one at least 30 days in advance of the event. Water meters must be rented from the water dept. DO YOU PLAN ON USING ELECTRIC AT YOUR EVENT? �'es If so, please indicate what it will be used for, and your power needs: DO YOU PLAN ON USING A GENERATOR AT YOUR EVENT? f so, please indicate what kind and what supplier. Vr' IF YOU ARE ON CITY PROPERTY (PARKS, CiTY PARKING LOTS, ETC.), DO YOU PLAN ON HAVING TRASH AND RECYCLING RECEPTACLES AT YOUR EVENT? Number of trash receptacles Number of recycling receptacles Yes NNo o IF YOU ARE ON CITY PROPERTY, DO YOU PLAN ON HAVING A DUMPSTER ON SITE? Yes a. ADDITIONAL REQU I REMENTS The applicant must provide the department with a certificate of general liability insurance naming the city as additional insured with limits of not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage and with a general aggregate limit of not less than two million dollars ($2,000,000). Such insurance shall be primary and noncontributory to any insurance carried by the city and the insurance shall not be terminated or cancelled for any reason without thirty (30) days advance written notice to the city. This insurance shall not be required for residential block events, parades and noncommercial expressive activities protected under the first amendment of the constitution of the United States. HAVE YOU MET WITH THE RESIDENTS, BUSINESSES, PLACES OF WORSHIP, SCHOOLS AND OTHER ENTITIES THAT MAY BI DIRECTLY IMPACTED B,Y YOUR EVENT? IF YES, PLEASE LIST THESE ENTITIES. IF NOT, PLEASE EXPLAIN: DO YOU HAVE A SAMPLE OF THE NOTICE AND PRESS RELEASE THAT YOU PROPOSE TO DISTRIBUTE TWO WEEKS PRiOR TO YOUR EVENT? IF YES, PLEASE ATTACH. IF NOT, PLEASE EXPLAIN: J POLICE DEPARTMENT -__----_---- DO YOU PLAN ON HAVING A CARNIVAL AT YOUR EVENT? ['es [jNo If so, please attach the Carnival application. DO YOU PLAN ON HAVING A RUN, PARADE, OR WALK AT YOUR EVENT? E'es 171No If so, please attach the Street/Parking Lot Closure application. DO YOU PLAN ON HAVING MUSIC/AMPLIFICATION AT YOUR EVENT? E'es o If so, check "yes " confirming you have read and will comply with the ordinance requirements below. NUMBER OF STAGES NUMBER OF BANDS PERFORMER/BAND AND MUSIC TYPE DESCRIBE THE SOUND EQUIPMENT BEING USED NUMBER OF PERFORMERS If you plan on using amplification, please be advised that although there is no permit which can be issued that addresses music, if complaints of any type are received, our Police Department is obligated to respond and enforce the City Code/Ordinance. Sound cannot be amplified more than 75 feet from the sound amplification device. If this is for a car show, please request the sound amplification ordinance through the special events office. ► It is unlawful to use, operate or employ any such amplifying equipment unless the City of Elgin Sound Ordinance/Guidelines are followed. The operation of sound amplifying equipment shall only occur Sundays through Thursdays between the hours of 8:00 a.m. - 8:00 p.m., prevailing time, and Fridays and Saturdays 8:00 a.m.-11 :00 p.m., prevailing time. Some events may be extended if approved by the Mayor, Chief of Police and City Council. No sound amplifying equipment shall be operated within 200 feet of churches, schools or hospitals. Sound amplification devices noise limitation from residential properties: No person shall operate or permit operation of any sound amplification device or system from any residential property within the city which can be heard from a distance of seventy-five feet (75`) or more from any property line of such residential property during nighttime hours or which can be heard from one hundred fifty feet (150') or more from the property line of any such residential property during daytime hours. Operation of sound amplifying equipment shall be restricted to one event per 300 feet of simultaneous use. DO YOU PLAN ON HIRING OUTSIDE SECURITY? SECURITY COMPANY NAME [Jes [2�o AMOUNT OF HIRED SECURITY POSTED LOCATIONS FOR SECURITY SECURITY COMPANY CONTACT INFORMATION EXPLAIN YOUR EVENT SECURITY AND PARKING PLAN. DO YOU PLAN ON SERVING ALCOHOL? Wes DO If so, please note that serving or consumption of alcoholic beverages in the public right-of-way is prohibited unless a liquor license has been issued. To obtain a liquor license please contact the City Clerk's Office at least EO days prior to the event at 847-931-5660. DO YOU PLAN ON CITY STREET OR PARKING LOT CLOSURES? [Jes 130 If so, please attach the Street/Parking Lot Closure application. Any City Street/City Parking lot Closure will only be approved if notices to the residents and businesses are sent, a press release is sent to the media, and signs to the public are posted. Please attach a sample of each to the Street/Parking Lot Closure application. DO YOU PLAN ON REQUIRING A MINIMUM TICKET PURCHASE AT THE ENTRY j�,�eslo POINTS IN ORDER TO ENTER THE EVENT GROUNDS? Lyr If so, what is the amount and is it per person or per family? DO YOU NEED POLICE ASSISTANCE WITH TRAFFIC DIRECTION/CROWD CONTROL? Des 90 PUBLIC WORKS DEPARTMENT DO YOU PLAN ON HAVING PORTABLE RESTROOMS AND SINKS AT YOUR EVENT? If so, please indicate number of each and provider information: REGULAR PORT-O-LETS SERVICE PROVIDER DELIVERY DATE ACCESSIBLE PORT-O-LETS DO YOU PLAN ON PROVIDING (A) DUMPSTER(S)? NUMBER OF DUMPSTERS SIZE OF DUMPSTERS SERVICE PROVIDER [ fes DO HAND WASHING SINKS SERVICE PROVIDER PHONE NUMBER PICK-UP DATE [Aes o DELIVERY DATE PICK-UP DATE PHONE NUMBER LOCATION(S) OF DUMPSTERS If this is on city property, please initial that someone from the event sponsor's organization will be there when dumpster(s) are dropped off, set up, and picked up. FENCING SUPPLIER COMPANY NAME Fencing is required at the cost of the sponsor for security purposes based on traffic patterns, site location, past history and general safety unless authorized by the Chief of Police. If this is on city property, please initial that someone from the event sponsor's organization will be there when fencing is dropped off, set up, and picked up. APPLICANT SIGNATURE Please sign below stating that all of the above referenced City ordinances and policies have been read, agreed to, and will be followed by the event sponsor in accordance with the proposed special event. Please sign below to confirm that you have included the non-refundable permit application fee with this application. Please note 2-7Z f, that additional fees may be incurred for City services. — '�— j� /� Z,/ APPLICANT,S:4NATURE DA E APPLICANT NAME (PRINT) SPECIAL EVENT PERMIT FEES Please reference the permit fees listed below. Additional fees and applications may apply. ► Block Party in a Box- $50 refundable deposit and requires the Block Party Permit Application ► Carnival Permit- $75 and requires the Carnival Permit Application ► Festival Permit (over 1,000 attendees)- $50 Film Permit- $10 and requires the Film Permit Application ► Farmers Market (per market)- $25 ► Seasonal Farmers Market- $75 ► Neighborhood Event (less than 1,000 attendees)- $35 ► Race/Walks- $35