HomeMy WebLinkAbout25-0521 Elgin Pride SPECIAL EVENT CO-SPONSORSHIP AGREEMENT
THIS AGREEMENT is hereby made and entered into this 21 day of
_May , 202_5_, by and between the City of Elgin, Illinois, a municipal corporation
(hereinafter referred to as the "City") and Elgin Pride a(n)
Illinois Not For Profit Organization 501 (c)(3) (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 Elgin's LGBTQ+Pride Parade & Festival to be conducted on June 7,
2025 in an area comprised of Festival Park 132 S.Grove, 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
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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 $24,990 (hereinafter the"Award"). One-half(1/2)of the Award, said
amount representing a value of $12,495 ,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 $12,495 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.
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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
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
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of this Agreement. In the event the City proceeds with such an audit, Co-Sponsor shall make
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 501/1,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
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for services and activities actually performed, and reimbursable expenses actually incurred prior
to termination,except that any such reimbursement shall not,in any event,exceed the total amount
set forth in paragraph 3 above. Additionally,in the event this Agreement is so terminated,the Co-
Sponsor shall immediately cease the expenditure of any funds paid to the Co-Sponsor by the City
and shall refund to the City any unearned or unexpended funds.
17. Pursuant to the provisions of Elgin Municipal Code Section 13.25.090,Co-Sponsor
shall be solely and strictly liable for the acts of its volunteers, officers and employees. To the
fullest extent permitted by law, Co-Sponsor agrees to indemnify, defend and hold harmless the
City, its officers,employees,agents,boards and commissions from and against any and all claims,
suits, judgments, costs, attorney's fees, damages or other relief, including but not limited to
worker's compensation claims, in any way resulting from or arising out of negligent actions or
omissions of Co-Sponsor in connection herewith, including negligence or omissions or agents of
Co-Sponsor arising out of the performance of this Agreement. In the event of any action against
the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to
indemnify,defend and hold harmless, such action shall be defended by legal counsel of the City's
choosing. The provisions of this section shall survive any expiration, completion and/or
termination of this Agreement.
18. Co-Sponsor shall provide,without cost to the City,the insurance required pursuant
to Elgin Municipal Code Section 13.25.070. Co-Sponsor shall provide the City Manager's Office
with a certificate of general liability insurance naming the City as a primary,non-contributory co-
insured with limits of not less than One Million Dollars ($1,000,000) combined single limit per
occurrence for bodily injury, personal injury, and property damage with a general aggregate limit
of not less than Two Million Dollars($2,000,000). Such certificate shall provide that the insurance
shall not be terminated or renewed for any reason without thirty (30) days advance written notice
to the City. Such insurance shall apply as primary insurance with respect to any other insurance or
self-insurance programs afforded to the City. There shall be no endorsement or modification of
such insurance to make it excess over other available insurance; alternatively, if such insurance
states that it is excess or pro rata, it shall be endorsed to be primary with respect to the City. Co-
Sponsor shall provide, pay for, and maintain in effect, during the term of this Agreement,
comprehensive automobile liability insurance covering all owned, non-owned and hired motor
vehicles used in connection with the services with limits of not less than$500,000 per occurrence
for damages to persons or property. Co-Sponsor shall also provide,pay for, and maintain in effect,
during the term of this Agreement, worker's compensation insurance in amounts required under
the laws of the State of Illinois. At the request of the City Co-Sponsor shall provide to the City
certificates of insurance regarding the insurance required in this paragraph.
19. Co-Sponsor shall reimburse and be liable to the City for any injury or damage to
any City-owned property arising out of or in connection with or resulting from the Event. Co-
Sponsor shall provide all payments provided for herein to City within thirty (30) days of written
demand for payment by City.
20. Co-Sponsor at its sole cost shall apply for and obtain all necessary permits, except
as may be otherwise agreed in writing by the City.
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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 50/1, 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-
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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 Department 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
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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
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IN WITNESS WHEREOF,the undersigned have entered into executed this Agreement on
the date and year first written above.
CITY OF ELGIN CO-SPONSOR
' $Y AWL
• , City Manager
BY
• Its reEti soe-- {2-
Attest: Attest:
/ ee4'd —**7116
City Clerk Q y `
Legal Dept\Agreement\Agr-Special Event Co-Sponsorship-Form-2-I-23.docx
9
EXHIBIT A
SPECIAL EVENT CO-SPONSORSHIP APPLICATION
APPLICATION
SECTION 1 - BASIC INFORMATION
Applicant Name: Sam Raue Hebert
Applicant Organization: Elgin Pride
Title of Event: Elgin Pride Parade and Festival 2025
Date(s) of Event: June 7, 2025
Location of Event: Festival Park & downtown Elgin
Two Line Description of the Event:
A free, family friendly parade,festival, and stage show supporting Elgin's queer and marginalized communities
Scale of the Event:
LARGE SCALE EVENT MEDIUM SCALE EVENT SMALL SCALE EVENT
Total Amount Requested: $24,990
Address of Applicant: 11 Douglas Ave Ste. 263, Elgin IL 60120
Telephone: 217-369-0192
Email Address: sam@elginpride.org
Are you using a fiscal agent? If so, list the organization here:
Not using a fiscal agent
CONTACT INFORMATION III
Phone: 847-931-6770
E-mail: specialevents@elginil.gov
SECTION 2- SIGNATURE PAGE
If an application is awarded, the Awardee hereby agrees that:
• The activities and services for which the grant is sought will be administered under the
supervision of the applicant.
• The applicant has read and will conform to the program guidelines as stated on page 3.
• 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 orientation/identity, 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 all exhibits and
attachments, are true and correct to the best of its knowledge and belief.
• Failure to follow these guidelines will disqualify the applicant for future grants.
• Cancellation of funded events or programs will result in forfeiture of funds and funds
must be returned within sixty (60) days of the scheduled event or program.
Signature of Authorizing Official Date
F'‘'
2/12/25
Signature of Applicant Date
SECTION 3- EVENT BUDGET
Below is a budget template to use as a guide. If any of the categories do not
apply to your event, simply ignore that line item. If you wish to expand on any
areas or need additional space, you may forgo this form and attach your own
budget spreadsheet. Please use the "Rental & Fees" and the "City Labor Fees"
on our Co-Sponsorship webage as a guide for the budget template. A
downloadable and fillable format of the spread sheet is available on the
webpage as well.
Co Sponsorship Budget Template 2025
RiVerau Ergenaea
Revenue Source Budget Actual Category 'Budget 'Actual
Ticket Sales Enlertaimmnet
Sponsorships Stage
Donations Artists
Grants Sound
Co-Sponsorship In-Kind Lighting
Co-Sponsorship Grant Cash-Out Other/Misc
Merck Sales TOW
Vendor Fees Marketing
Alcohol Sales _ _ Slgnage
Other Barren
Social Media
Total 0 0 Welnite
Flyers/Print Materials
Other/Misc
Summary Total
Category Budget Actual FacNtles
Revenue 0 Venue
Expenses 0 Permit Fees
Barricades/Fencing
Net Income/LOSS 0 0 Generators
Portoleets
Rentals(tal tes,chaks,etc.)
Lighting
Rental vehicles(gator)
Private Security
Other/Misc
Total
CO-Sponsorship Equipment
Equipment Trailer
Tent
Tables
Chairs
A-Frame Sign Stands
Sm all Generator
Medium Generator
Large Generator
Balloon Lights
Portable sound system
Cable ramps
Extension Cords,cable ramps,Cube Taps
Bicycle Fencing(per panel)
Special Event Fencing(per panel)
Forkaft(city use)
Storm Sweeper(city use)
Other/Mac
Total
City Labor
Elgin POlice
Elgin Fire
Land Management
Traffic
Other/Mist
Total
Total 0 0
APPLICATION SUBMISSION CHECKLIST
Please provide ONE (1) copy of the following information, in the order listed.
Do not print front and back. No late or incomplete applications will be
accepted. Minimum of 10 point font.
• Application: If you are attaching your own project budget, replace that page of the
application with your own project budget.
• List of all participants on the planning committee with contact phone numbers and email
addresses, identifying the point person.
• Narrative/Proposal: 1-3 page maximum narrative/proposal 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. In addition, inclusion of the marketing plan,
timeline, layout, vendor list and role assignment is required.
• Applicant's Event Production History: 1-page maximum with the applicant's history
including number of paid and volunteer persons involved, audience members, ticket
prices, venues utilized, number of performances or programs, etc.
• Previous Event Examples: 5 page maximum. Examples can include marketing materials,
completed project or event proposals, press releases, wrap up reports, etc.
• Collaborator or Vendor Agreements: if the event is a collaboration with other agencies,
include letters of agreement from those agencies as well as any pertinent vendor
agreements.
• For Business and/or 501(c)3 applications:
o Certificate of Good Standing: a copy of the certificate of good standing from the
state of Illinois.
o Annual Report: a copy of the most recent annual report filed with the Secretary of
State of Illinois, not dated more than 12 months previous.
o Board of Directors: 1 page listing the Board of Directors including names, titles, and
contact information.
o Organization's History: 1 page maximum with the organization's history.
o Organization Budget: 1 page containing the organization's proposed budget for the
year, including income. This is a document that can be similar to the project budget
(page 9) in design, but is a separate document.
2025 City of Elgin Co-Sponsorship
Application Supporting Materials: Elgin
Pride
Submitted 2/12/25 by Sam Raue Hebert
3 Event Budget
Co-Sponsorship Budget:Elgin Pride 2025
Revenue wise.$
Revenue Source itkalgel ;Actual C118.11 w.dget 'wa..forro.e fAcwd
Netencase tram Fundraisers _A 500_00 Ealirtanment
53,600.00 eap . _--_ 13,o0000iCcE OCASE Cash-Out
-
("manna, 11,103.00 Arose 12.N30 00.Col.OCASE CashOu
Glares u00.00 _-, Sound(page snow.polenad gar.dsurd) 11.500.00 eaE OCASE Cash-Out
Co-Sponsorrio I+Wnd $32.411600 Lpeay 1003 Co&OCASE Cash-Out
Co Sponsrth4 GUM Cash-Out $12,4$6.00 CehergascIOCASE SO CO00 CoE Cash-Out
ranch Stln 11100.00 '*tlka iealMa IN 1
Vendor Fees(ad.Parade Grays)r S13.00000
Alcohol Sates 110.00\ Saquge _ SIOm Cori.OCASE Cad.OUI
Otto 10.00 Samara 03fi00 CaE OCASE Cash-Out
Socd Medea Wtbdl. -._-- 51.000.00 CaE OCASE CashOut
Teri =Amok A F Laabride 11100.00 CaE OCASE Cash-Out
Rdos War maw a prising , poops Cr*OCASE Cash-Out
OeaeOMee 10.00 CcE OCASE Cash-Out
11110011
Gre a.e
eyr +ll.t AaM.r erne 1
Rev se0490.00 0 raeda..lee - .._� $2,000AO'S Pis.!-
&pens 1e8.1160.60 0 ua.ra.aae $100.00Elpn P..de..
ELGM1 Wean er Irene d parade and mono Elpn P.
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Elgin Pride - Page 5
4-List of all participants on the planning committee with contact phone numbers and email addresses,identifying the point person.
Elgin Pride 2025 Parade and Festival Planning Committee
Name Phone Email Role
Sam Raue Hebert 217-369-0192 sam@elginpride.org Point person
Jon Kobel 224-325-9575 jon@elginpride.org Festival lead
Travis Hooker 847-553-7003 travis@elginpride.org Security and logistics lead
Mark Rayos 530-721-6555 mark@elginpride.org Merchandise lead, stage
show lead
Heather Ross 773-715-6196 heather@elginpride.org Parade lead
Gema Atta 224-209-0107 gema@elginpride.org Coordinator of volunteers,
chief of staff
Jeffrey Wright 847-477-3627 jeffrey@elginpride.org Program and Development
Director, Elgin Pride Board
Elgin Pride- Page 6
5:Narrative/Proposal:1-3 page maximum narrative/proposal 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.In addition,inclusion of the marketing plan,timeline,
layout,vendor list and role assignment is required.
New accessibility measures this year include contracting an ASL interpreter and a Spanish
translator for the stage show. We are also building connections with the Laotian community. We
have purchased a tool that will translate ElginPride.org into Spanish, and we're committed to
having a larger proportion of our marketing materials available in languages other than English
this year. Physical accessibility is a focus; we have gathered feedback from disabled community
members and plan to work with the city to implement disability-friendly improvements. The event
will again be free to attend, ensuring financial accessibility.
Elgin Pride seeks to be diverse in our diversity— centering multiply marginalized folks
and explicitly supporting neurodivergent people. Community impact means supporting area
businesses plus working to make the Elgin area more inclusive and welcoming. Beyond our
traditional community impact of bolstering the local economy and offering a free event,this year
we are re-envisioning the stage show as a local showcase, inviting local groups such as
Children's Theatre of Elgin to perform rather than bringing in music acts from far-away cities and
other states.
In year three of this event, we feel confident about its feasibility. No major logistical
changes are planned, and we are working to improve parade pacing and parade disembarkment.
We plan to partner with our DCASE friends to ensure a mutually beneficial approach to police
presence and cost efficiency.
Safety measures include police and fire presence as outlined by the City, plentiful
portalets and garbage cans, and presence of paramedics and medical supplies.
Year three of the Elgin Pride flagship event will again include a parade and a festival. With
the departure of our founder Kayla who has moved to California, we are revisiting the stage show
(which Kayla used to plan) to make it more Elgin-centric, more family friendly, and lower cost.
Our management plan builds on lessons learned from past years. We have a more
streamlined plan for assigning volunteers. We've upgraded our backend systems for easier data
management and communications planning. Our larger, more empowered board continues to
improve processes and increase efficiency. We meet every two weeks, with breakout meetings in
between, and track tasks and progress in our official Elgin Pride Google Drive and Trello
accounts.
New to our marketing plan this year: Bluesky and Linkedln accounts, plus a more robust
Discord presence. We will be foregoing the costly radio ads of prior years. Our Programs and
Elgin Pride - Page 7
Development Director has instead secured us a grant for Google ads, allowing us to grow our
digital reach at no additional cost. Our social media campaigns (continuing our strong Facebook
presence plus a more robust Instagram approach) have already kicked off, and we've refreshed
the website and streamlined the vendor signup process. We will again paper Elgin and the
surrounding suburbs with posters and fliers, plus promote the event at our other Elgin Pride
events (approximately 4 per month). We've cultivated close relationships with area pride groups
this past year as well as growing our relationships with Elgin-area businesses, so we will be
exploring promotional partnerships with these new friends as well as with existing relationships
such as Explore Elgin Area and the LGBT Chamber of Commerce of Illinois. We are also sending
postcards to last year's parade and festival participants to remind them that registration is now
open.
Event Timeline
1/23 Vendor and parade applications are live
2/8 Update budget
2/11 Submit city permits
2/11 Submit DCASE Co-Sponsorship
2/11 _ Request to meet with city event planning team to discuss route,police costs,and other logistics
2/23 L Launch marketing with Explore Elgin Area
2/23 Contact waste management about festival needs
2/23 Get board approval of stage show plan
3/1 Coordinate with Akemi/Sub Valley Sound(or other sound vendor)for stage show needs
3/1 Explore replacing balloon letters with TBD solution
3/1;_
Rent stage for festival
Volunteers:Make sure we know what roles and how many are needed;Identify volunteer coordinator to begin
3/151 _ assigning roles and scheduling training and communications.
3/15 Contract event photographer _
3/15 Contract event ASL interpreter
3/15 Contract event Spanish translator(for day of and for marketing materials)
4/1, Finalize acts for stage show
4/1 Write letter to be sent to property owners along parade route and send to city
4/1I— Drop off street banner to be hung
4/1 Make and execute merch plan
4/1 Find a water solution/water sponsor
4/15 Finalize parade route
4/15 Create vendor layout/map of festival
5/1 _ Vendor/parade group signup cutoff
5/151 Arrange lunch for the volunteers
5/15 A-frames:Get posters printed
5/247 Parade group staging order locked
5/241 Vendor layout locked including food vendors
5/251— Volunteer slots are confirmed,volunteers have info they need
5/27 i Buy chalk paint or alternative for marking booth areas
5/27 11 Make staging area plan for parade J A
5/27 L Perfect the parade spacing/timing
5/271_ Make load-in plan for food trucks and vendor booths
Provide vendor/parade email list and instruction bullets to be used in emaiis to send to vendors/parade
5/27 groups with instructions -
5/271 Finalize and circulate run-of-show/day-of plan
Elgin Pride - Page 8
6171 THROW AN AMAZING EVENT!
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Our vendor list will be finalized by May 1, on the same timeline as last year.
New to the role assignment planning this year: We are matching volunteers with specific
roles earlier in the planning process so that more training can occur, especially for
parade-route and traffic volunteers. We are also improving our own walkie-talkie process and
training, plus preparing board members to understand expectations around the city
walkie-talkies. We anticipate needing approximately 30 volunteers, similar to 2024.
Elgin Pride- Page 9
6.Applicant's Event Production History:1-page maximum with the applicant's history including number of paid and volunteer persons
involved,audience members,ticket prices,venues utilized,number of performances or programs,etc
In his time with the Elgin Police Department, Travis Hooker served as the LGBTQ+ Outreach
Coordinator, served in the department for over 27 years, and oversaw and managed 32 officers,
5 supervisors, and 5 community service officers and helped conduct many community events in
his role there. He also helps host large national officer trainings about working with at-risk
communities. He previously helped organize a community festival in Drake Field that saw over
200 attendees. He serves as a leader of the LGBT Chamber of Commerce of Illinois.
Sam Raue Hebert has over 20 years of project management experience, 5+years of
theater production experience including serving on the board of two theater companies, and 15+
years of marketing experience, including event production. As a project manager and content
producer, Sam has overseen budgets of up to $3 million.
Jon Kobel is a lifelong resident of Elgin and comes with over 20 years of experience in
nonprofit meeting and event planning. His previous work has also included retail sales and
hospitality management. He is a longtime member of the Church Council at St. Paul's United
Church of Christ in Elgin, currently serving as President.
Heather Ross, who will be working on parade planning for the third year in a row, is the
chair of her company's LGBTQ+ employee resource group and a leader with Girl Scouts of
Northern Illinois.
A Student Life Coordinator at Elgin Community College, Gema Atta also volunteers with
the Downtown Elgin Market and Community Crisis Center and is the lead of the Project Backpack
committee.
Elgin Pride- Page 10
7.Previous Event Examples:5 page maximum.Examples can include marketing materials,completed project or event proposals,
press releases,wrap up reports,etc.
In 2024 we held approximately 45 events, including book clubs, game nights, coffee chats, walks
and hikes, writers' groups, and our newest series, Community Conversations, a safe sharing circle
and moderated discussion designed to support mental health. We produced new one-time
events including a Sober New Year's Eve event, a Trans Visibility Walk, and a very popular
screening of Wicked at Marcus Theatres Elgin. We produced a larger Big Queer Variety Show
fundraiser at the Haight, and we began holding informational webinars. So far in 2025, in addition
to our regular programming we've held virtual and in person Meet the Board events.
We served as vendors at Elgin's Juneteenth, Elgin Fringe Festival, Northwest Pride Fest,
and the Martin Luther King Prayer Breakfast. We were recognized as a Herald of Hope by St.
Paul's UCC in Elgin, marched in the Chicago Pride Parade along the LGBT Chamber of Commerce
of Illinois, and volunteered at Bolingbrook Pride and with Lesbians Who Tech and Allies. We
marched in the City of Elgin Independence Day parade and painted Martini Room's window for
Downtown Neighborhood Association's Holly Days. We again co-produced a Pride Ride with
Elgin Community Bikes.
The 2024 Elgin Pride Parade and Festival incorporated no paid employees from Elgin
Pride, approximately 6 people contracted for stage managing, and approximately 30 volunteers.
The event garnered an audience of approximately 2,000 people and was held at Festival Park
and within Elgin streets. The festival's stage show was slated to contain 6 performances. There
was no entry fee.
Sample marketing materials follow.
Elgin Pride- Page 11
and marginalized communities.
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7
MONTHLY EVENTS ?s ' IS ` _ ;
Coffee chats Writers group w `., V Ng A s
Game nights Walks&hikes O a �� .�,
Book club Conversations Ni.. .,,. �` .11
l.. Ct0 SWEETIE '- - ORISON
PARTNER WITH US _ llll • Y vim
c\QA Marketing&publicity Co-host o -..• 9 r r r
Dialogue&resources Get volunteer help r?:��t• ,— j �_
SMOKES SMOTHERS—" t4 BLOOOHYPE
CONNECT WITH US ° B,v A_
Discord hello,�)elginpnde.org d°0 "I i 1� •
Facebook page&group elginpride.org �9.C7 °°.°'°"^ ...� — n . 1
Insta am Email newsletter >. 1 ��,
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Elgin Pride„u,,,,Ie.ed 5Ot(c)(3). EI:inPnde.or; - :v . o;:.Eii
Elgin Pride- Page 12
PRIMARY EVENT CONTACT INFORMATION
This will be our city staff's contact person during the application process, and where all correspondence will be
sent during this permit process.
Sam Raue Hebert 217-369-0192
APPLICANTS FULL NAME APPLICANT'S PHONE NUMBER
11 Douglas Ave #268, Elgin IL 60120 sam@elginpride.org
APPLICANT'S ADDRESS (STREET, CITY, STATE, ZIP) APPLICANT'S EMAIL ADDRESS
EVENT INFORMATION
Elgin Pride Parade and Festival Elgin Pride
EVENT TITLE EVENT SPONSOR
Festival Park and Downtown Elgin IL
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.
Family friendly and free parade, festival, and stage show
EVENT DESCRIPTION
6/7/25 6/7/25
EVENT START DATE EVENT END DATE
8 AM 11 AM
SET-UP START SET-UP FINISH
11 AM 5PM
EVENT START EVENT FINISH
5PM 7PM
DISMANTLE START DISMANTLE FINISH
Jon Kobel 224-325-9575
SECONDARY EVENT CONTACT SECONDARY CONTACT PHONE NUMBER
nnps.//www.elginpride.org/event-detaflsrelgin•pride.parade-festival-2025 4500
EVENT WEBSITE LINK ESTIMATED NUMBER OF ATTENDEES
217-369-0192 $0
ONSITE PHONE DURING EVENT ADMISSION FEE
DO YOU WANT TO HOLD YOUR EVENT ON CITY PROPERTY? rg es �lo
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 0 o
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? fires EINo
DO YOU PLAN ON HAVING A FIRE EXTINGUISHER FOR EVERY TENT es �lo
STRUCTURE OVER 700 SQ FEET?
If you plan on using tents over 10'x10', please initial that someone from the event sponsor's organization will be
there when tents are dropped off, set up, and picked up.
DO YOU PLAN ON SERVING FOOD/DRINKS AT YOUR EVENT? [es FIND
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? Efres LJVo
BEVERAGES WILL BE SERVED IN (CHECK ALL THAT APPLY):
plastic cups [lastic bottles aluminum cans Dlass bottles [they
DO YOU PLAN ON CONDUCTING A RAFFLE? Des o
If so, please attach your raffle license to the application.
DO YOU PLAN ON HAVING SIGNAGE? Des FI✓ No
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.
FIRE DEPARTMENT
DO YOU PLAN ON HAVING FIREWORKS/PYROTECHNICS AT YOUR EVENT? Des �o
If so, additional paperwork is required. Please contact(847) 931-6190 for further information.
rg
DO YOU PLAN ON HAVING A BONFIRE AT YOUR EVENT? Deso
First aid kit plus paramedic booth
DESCRIBE YOUR MEDICAL PLAN
TBD - hoping to use same paramedic as 2024
MEDICAL SERVICES PROVIDER FOR DAY OF EVENT
TBD TBD
MEDICAL SERVICES PROVIDER EMAIL MEDICAL SERVICES PROVIDER EMAIL PHONE NUMBER
LAND MANAGEMENT DEPARTMENT
DO YOU NEED A WATER HOOKUP AT YOUR EVENT? Des 111No
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? Ekes CVo
If so, please indicate what it will be used for, and your power needs:
Power for musical artists and equipment-just a few standard outlets please.
DO YOU PLAN ON USING A GENERATOR AT YOUR EVENT? nYes CNo
If so, please indicate what kind and what supplier:
IF YOU ARE ON CITY PROPERTY(PARKS, CITY PARKING LOTS, ETC.), DO YOU 0 es nNo
PLAN ON HAVING TRASH AND RECYCLING RECEPTACLES AT YOUR EVENT?
10 5
Number of trash receptacles Number of recycling receptacles
IF YOU ARE ON CITY PROPERTY, DO YOU PLAN ON HAVING A DUMPSTER ON SITE? Des Elio
ADDITIONAL REQUIREMENTS
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 BE DIRECTLY IMPACTED BY YOUR EVENT? IF YES, PLEASE LIST THESE ENTITIES. IF NOT, PLEASE EXPLAIN:
Each year we send a letter to affected neighbors, in partnership with the City of Elgin.
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:
Sample press release included in DCASE Co-Sponsorship Application.
POLICE DEPARTMENT
DO YOU PLAN ON HAVING A CARNIVAL AT YOUR EVENT? Des 0 o
If so, please attach the Carnival application.
DO YOU PLAN ON HAVING A RUN, PARADE, OR WALK AT YOUR EVENT? 0 es OVo
If so, please attach the Street/Parking Lot Closure application.
DO YOU PLAN ON HAVING MUSIC/AMPLIFICATION AT YOUR EVENT? J'es Do
If so, check "yes" confirming you have read and will comply with the
ordinance requirements below.
1 3 6
NUMBER OF STAGES NUMBER OF BANDS NUMBER OF PERFORMERS
Choirs and local family-friendly bands
PERFORMER/BAND AND MUSIC TYPE
Standard 2-speaker PA system with vocal mics.
DESCRIBE THE SOUND EQUIPMENT BEING USED
1. 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.
0. 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? Des ra o
(unless mandated by the City) L.—I
SECURITY COMPANY NAME AMOUNT OF HIRED SECURITY
POSTED LOCATIONS FOR SECURITY SECURITY COMPANY CONTACT INFORMATION
EXPLAIN YOUR EVENT SECURITY AND PARKING PLAN:
Close coordination with Elgin Police up to and during the event
Parking plan is the same as 2024 and will be shared on social media and our website.
DO YOU PLAN ON SERVING ALCOHOL? Yes 0 o
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 60 days prior to the event at 847-931-5660.
DO YOU PLAN ON CITY STREET OR PARKING LOT CLOSURES? rs,/Yes �lo
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 TYes 12 o
POINTS IN ORDER TO ENTER THE EVENT GROUNDS?
If so, what is the amount and is it per person or per family?
DO YOU NEED POLICE ASSISTANCE WITH TRAFFIC DIRECTION/CROWD CONTROL? Yes MI a
PUBLIC WORKS DEPARTMENT
DO YOU PLAN ON HAVING PORTABLE RESTROOMS AND SINKS AT YOUR EVENT? $/ Yes \Jo
If so, please indicate number of each and provider information:
10 2 5
REGULAR PORT-O-LETS ACCESSIBLE PORT-O-LETS HAND WASHING SINKS
LRS (tentative) TBD
SERVICE PROVIDER SERVICE PROVIDER PHONE NUMBER
TBD TBD
DELIVERY DATE PICK-UP DATE
DO YOU PLAN ON PROVIDING (A) DUMPSTER(S)? r'es ralo
1 10 foot
NUMBER OF DUMPSTERS SIZE OF DUMPSTERS DELIVERY DATE PICK-UP DATE
LRS (tentative) TBD
SERVICE PROVIDER PHONE NUMBER
Similar to 2024
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. SRH
with City of Elgin
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. SRH
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
that additional fees may be incurred for City services.
2/12/25
4 ______k_____41 ___
PPLICANT SIGNATURE DATE
Samantha Raue Hebert
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
SPECIAL EVENT CO-SPONSORSHIP AGREEMENT
THIS AGREEMENT is hereby made and entered into this 21_ day of
_May , 202_5_, by and between the City of Elgin, Illinois, a municipal corporation
(hereinafter referred to as the "City") and Elgin Pride a(n)
Illinois Not For Profit Organization 501 (c)(3) (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 Elgin's LGBTQ+ Pride Parade& Festival to be conducted on June 7,
2025 in an area comprised of Festival Park 132 S.Grove, 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
1
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 $24,990 (hereinafter the"Award"). One-half(1/2)of the Award,said
amount representing a value of $12,495 ,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 _$12,495_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.
2
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
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
3
of this Agreement. In the event the City proceeds with such an audit, Co-Sponsor shall make
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 501/1, 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
4
for services and activities actually performed, and reimbursable expenses actually incurred prior
to termination,except that any such reimbursement shall not,in any event,exceed the total amount
set forth in paragraph 3 above. Additionally, in the event this Agreement is so terminated,the Co-
Sponsor shall immediately cease the expenditure of any funds paid to the Co-Sponsor by the City
and shall refund to the City any unearned or unexpended funds.
17. Pursuant to the provisions of Elgin Municipal Code Section 13.25.090,Co-Sponsor
shall be solely and strictly liable for the acts of its volunteers, officers and employees. To the
fullest extent permitted by law, Co-Sponsor agrees to indemnify, defend and hold harmless the
City, its officers,employees,agents,boards and commissions from and against any and all claims,
suits, judgments, costs, attorney's fees, damages or other relief, including but not limited to
worker's compensation claims, in any way resulting from or arising out of negligent actions or
omissions of Co-Sponsor in connection herewith, including negligence or omissions or agents of
Co-Sponsor arising out of the performance of this Agreement. In the event of any action against
the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to
indemnify, defend and hold harmless, such action shall be defended by legal counsel of the City's
choosing. The provisions of this section shall survive any expiration, completion and/or
termination of this Agreement.
18. Co-Sponsor shall provide,without cost to the City,the insurance required pursuant
to Elgin Municipal Code Section 13.25.070. Co-Sponsor shall provide the City Manager's Office
with a certificate of general liability insurance naming the City as a primary,non-contributory co-
insured with limits of not less than One Million Dollars ($1,000,000) combined single limit per
occurrence for bodily injury, personal injury, and property damage with a general aggregate limit
of not less than Two Million Dollars($2,000,000). Such certificate shall provide that the insurance
shall not be terminated or renewed for any reason without thirty (30)days advance written notice
to the City. Such insurance shall apply as primary insurance with respect to any other insurance or
self-insurance programs afforded to the City. There shall be no endorsement or modification of
such insurance to make it excess over other available insurance; alternatively, if such insurance
states that it is excess or pro rata, it shall be endorsed to be primary with respect to the City. Co-
Sponsor shall provide, pay for, and maintain in effect, during the term of this Agreement,
comprehensive automobile liability insurance covering all owned, non-owned and hired motor
vehicles used in connection with the services with limits of not less than$500,000 per occurrence
for damages to persons or property. Co-Sponsor shall also provide,pay for,and maintain in effect,
during the term of this Agreement, worker's compensation insurance in amounts required under
the laws of the State of Illinois. At the request of the City Co-Sponsor shall provide to the City
certificates of insurance regarding the insurance required in this paragraph.
19. Co-Sponsor shall reimburse and be liable to the City for any injury or damage to
any City-owned property arising out of or in connection with or resulting from the Event. Co-
Sponsor shall provide all payments provided for herein to City within thirty (30) days of written
demand for payment by City.
20. Co-Sponsor at its sole cost shall apply for and obtain all necessary permits, except
as may be otherwise agreed in writing by the City.
5
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 50/1, 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-
6
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 Department 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-Snonsor Q� C„ I "it'
City Manager
Setm e ' r
n I ecf
(�
City of Elgin a Se
150 Dexter Court
E44,1 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
IN WITNESS WHEREOF, the undersigned have entered into executed this Agreement on
the date and year first written above.
CITY OF ELGIN CO-SPONSOR
By$44faWi By 1 /d6fAt
City Manager
Its ee+502c.1-2,
Attest: Attest:
*),40(at
a3k‘f,(4
City Clerk
Legal Dept\Agreement\Agr-Special Event Co-Sponsorship-Form-2-1-23 docx
9
EXHIBIT A
SPECIAL EVENT CO-SPONSORSHIP APPLICATION
SECTION 2- SIGNATURE PAGE
If an application is awarded, the Awardee hereby agrees that:
• The activities and services for which the grant is sought will be administered under the
supervision of the applicant.
• The applicant has read and will conform to the program guidelines as stated on page 3.
• 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 orientation/identity, 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 all exhibits and
attachments, are true and correct to the best of its knowledge and belief.
• Failure to follow these guidelines will disqualify the applicant for future grants.
• Cancellation of funded events or programs will result in forfeiture of funds and funds
must be returned within sixty (60) days of the scheduled event or program.
Signature of Authorizing Official Date
F%' iLi 2/12/25
Signature of Applicant Date
APPLICATION
SECTION 1 - BASIC INFORMATION
Applicant Name: Sam Raue Hebert
Applicant Organization: Elgin Pride
Title of Event: Elgin Pride Parade and Festival 2025
Date(s) of Event: June 7, 2025
Location of Event: Festival Park & downtown Elgin
Two Line Description of the Event:
A free, family friendly parade,festival, and stage show supporting Elgin's queer and marginalized communities
Scale of the Event:
LARGE SCALE EVENT MEDIUM SCALE EVENT SMALL SCALE EVENT
Total Amount Requested: $24,990
Address of Applicant: 11 Douglas Ave Ste. 263, Elgin IL 60120
Telephone: 217-369-0192
Email Address: sam@elginpride.org
Are you using a fiscal agent? If so, list the organization here:
Not using a fiscal agent
CONTACT INFORMATION /III
Phone: 847-931-6770
E-mail: specialevents@elginil.gov
SECTION 3- EVENT BUDGET
Below is a budget template to use as a guide. If any of the categories do not
apply to your event, simply ignore that line item. If you wish to expand on any
areas or need additional space, you may forgo this form and attach your own
budget spreadsheet. Please use the "Rental & Fees" and the "City Labor Fees"
on our Co-Sponsorship webage as a guide for the budget template. A
downloadable and fillable format of the spread sheet is available on the
webpage as well.
Co-Sponsorship Budget Template 2025
Ro ataN Eipenses
Revenue Source Budget Actual Category 'Budget 'Actual
Ticket Sales Entertalmmnet
Sponsorships Stage
Donations ARMS
Grants Sound _ _
Co-Sponsorship let-Kind Lighting
Co-Sponsorship Grant Cash-Out Other/Misc
Merch Sales Total
Vendor Fees Marketing
Alcohol Sales Signage
Other Banners
Social Media
Total 0 0 Weblite
Flyers/Print Materials
Ot her/Mlsc
Summary Total
Category Budget Actual Facilities
Revenue 0 Venue
Expenses 0 Permit Fees
Barricades/Fencing
Net income/loss 0 0 Generators
PIXtOletS
Rentals(tables,chais,etc.)
Lighting
Rental vehicles(gator)
Private Security
Other/Misc
Total
Co-SoonanhlpEapment
Equipment Trailer
Tent
Tables
Chairs
A-Frame Sign Stands
Small Generator
Medium Generator
Large Generator
Balloon Lights
Portable sound system
Cable ramps
Extension Cords,cable ramps,Cube Taps
Bicycle Fencing(per panel)
Special Event Fencing(per panel)
Forklift(city use)
Storm Sweeper(city use)
Other/Misc
Total
City Later
Elgin Police
Elgin Fire
Land Management
Traffic
Other/Misc
Total
Total 0 0
APPLICATION SUBMISSION CHECKLIST
Please provide ONE (1) copy of the following information, in the order listed.
Do not print front and back. No late or incomplete applications will be
accepted. Minimum of 10 point font.
• Application: If you are attaching your own project budget, replace that page of the
application with your own project budget.
• List of all participants on the planning committee with contact phone numbers and email
addresses, identifying the point person.
• Narrative/Proposal: 1-3 page maximum narrative/proposal 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. In addition, inclusion of the marketing plan,
timeline, layout, vendor list and role assignment is required.
• Applicant's Event Production History: 1-page maximum with the applicant's history
including number of paid and volunteer persons involved, audience members, ticket
prices, venues utilized, number of performances or programs, etc.
• Previous Event Examples: 5 page maximum. Examples can include marketing materials,
completed project or event proposals, press releases, wrap up reports, etc.
• Collaborator or Vendor Agreements: if the event is a collaboration with other agencies,
include letters of agreement from those agencies as well as any pertinent vendor
agreements.
• For Business and/or 501(c)3 applications:
o Certificate of Good Standing: a copy of the certificate of good standing from the
state of Illinois.
o Annual Report: a copy of the most recent annual report filed with the Secretary of
State of Illinois, not dated more than 12 months previous.
o Board of Directors: 1 page listing the Board of Directors including names, titles, and
contact information.
o Organization's History: 1 page maximum with the organization's history.
o Organization Budget: 1 page containing the organization's proposed budget for the
year, including income. This is a document that can be similar to the project budget
(page 9) in design, but is a separate document.
2025 City of Elgin Co-Sponsorship
Application Supporting Materials: Elgin
Pride
Submitted 2/12/25 by Sam Roue Hebert
3-Event Budget
Co-Sponsorship Budget:Elgin Pride 2025
Otrovonso
Revenue Sara Budget Actual8udget T 1 1amalimii..i Actual
Net Income ban Fundraisers $3,600.00 - -- L•ilerta1r1eM
. `-°askia -_----- S3,600.00 - Stage I 53A00.00 CoE['CASE Cash-Out -
----^
Dorsekarns f3600.00 AMh $2,500.00 CoE OCASE CaafrOu /-- -
Grates $500.00 Said(nage straw•potential grandstand) $4.500.00 CoE DCASE Cash-Out
Co-Sponsashp In-Kird $12.496.00 Luang 60.00 CoE DCASE Cash-Out
CoSponsashp Grant CashOut $22,e96.00 Othemlasc S0.00 Cob DCASE Cash-Out •
Merch Saks f1,600A0 _-- 7faa ow onierttiwlwa _510�00LOBt
Vendor Fees(incl.Pantie Groups) $13,000.00 1
Alcohol Saks S0.00 __J Ski gate 1 $70.00 CoE OCASE CailnOut
Other $0.00 flamers $270.00 CoE['CASE Cash-Out
Social Media,VAmsie $1.000.00 CoE OCASE Cash-Out
Iiis imA$O.60' 6 FlyerslPrnt Malaria $600.00 CoE OCASE Cash-Out
Resident laser mange&pram $300.00 CoE OCASE Cash-Out
Othenitase $0.00 CoE OCASE Cash-Out
Suninetr Told fa Mortally 10 +00
Category Budget alai Other
Revalue 564490.00 0 Met Om-Wise $2,000 CO par Pale
Espana 56B,66O 69 0 .n:u arce 5100.00 Elan Pao ._.
__-
E LIiIN bdmance front of made Scat_--.__ 5l00.00,Elan Pride
Net ancame�eas $ _.anon 1 0 a volunteers , S200.00 Elgin Pride
Jecorlbooth say chef etc. 6100 00 Elgin Pride
Everur 6400.00 E1gn Pride _
ASL $100.00 Elan Pride .
Spaneh trenskooJaeeryteuaon _ 2400.00[yet Pride -
'w'ea7r_r',Foes Nor.Yaps,lens,ponchos) _ 1170.00Elgn Pride
tkherinisc $0 0011Elan Pde
dad to Other t4,360.001 ( '
von.Irma Putt.Ir..,tlerp+-c....ii P.^.r_.ii $1,000.00 Eton Pnde _
Perms Fees $60-00 Elan Pride _ .
Bmriredenfetiotg_-----._.. $00.0 Elan Pride •
Geranium 50-00 Elgin Pnde
Pinola $4,000.00 Ekpn Pride ---
Rawls(tables,das,eel_ _. ..-__-_-- $0.00 Elan Pride .
Latan0dt $0.00 El Pede
Rana v [les(gator) SOLO
an Elan Pride _
Pavate Seamy S0.Q0 Elan Pnde
Otheaiac $0.00 Elan Pnde
,
EguRrurs Train _12 25d:00 In kind
Teat $160.00 tn land
Tables 5003)0 knkid -�
Chin S2000 Mkild
A Rare Sip Studs $111.0011nlid
Sind Generator SodaOAid
Medium Generator 60O0 Maud
Lage Gannty S0.O0 Indmd
Baboon Malt IOW knkitd
Portable sand system $0.00 In-kind
Cable turps 50.00 maid
Eaterdon Coid cable rainy,Cube Taps SOSO In'ki d
Bicycle Fenorq(per) S1a0.00_nbi rid
Spend Event Fencing(per peel) 51.069.00 Inked
Fonda(oty us) 5976.00 In kind
Sloan SNaepa(sty use) $242.00 ki kird
ii--
Fite Vehde 51.061.00 In kind
OdernMsc $at 00 Mad
Irietf iv Colgan.Equipment _......- -' 33' ._...__.
Glzi Laba
EEkn Pence _._ $23.P2QcC tBt)
ECM n Fee $1,005.40 m kind
Lid n, !enI $2,993.23 In kind
balk Man $2,436.00 Inkird ,
OpieriMsc $0.00 let-kind
Ica for City tabor r 1--
Grad Tod Expenses I -6
Elgin Pride - Page 5
4-List of all participants on the planning committee with contact phone numbers and email addresses,identifying the point person.
Elgin Pride 2025 Parade and Festival Planning Committee
Name Phone Email Role
Sam Raue Hebert 217-369-0192 sam@elginpride.org Point person
Jon Kobel 224-325-9575 jon@elginpride.org Festival lead
Travis Hooker 847-553-7003 travis@elginpride.org Security and logistics lead
Mark Rayos 530-721-6555 mark@elginpride.org Merchandise lead, stage
show lead
Heather Ross 773-715-6196 heather@elginpride.org Parade lead
Gema Atta 224-209-0107 gema@elginpride.org Coordinator of volunteers,
chief of staff
Jeffrey Wright 847-477-3627 jeffrey@elginpride.org Program and Development
Director, Elgin Pride Board
Elgin Pride - Page 6
5:Narrative/Proposal.:1-3 page maximum narrative/proposal 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.In addition,Inclusion of the marketing plan,timeline,
layout,vendor list and role assignment is required.
New accessibility measures this year include contracting an ASL interpreter and a Spanish
translator for the stage show. We are also building connections with the Laotian community. We
have purchased a tool that will translate ElginPride.org into Spanish, and we're committed to
having a larger proportion of our marketing materials available in languages other than English
this year. Physical accessibility is a focus; we have gathered feedback from disabled community
members and plan to work with the city to implement disability-friendly improvements. The event
will again be free to attend, ensuring financial accessibility.
Elgin Pride seeks to be diverse in our diversity— centering multiply marginalized folks
and explicitly supporting neurodivergent people. Community impact means supporting area
businesses plus working to make the Elgin area more inclusive and welcoming. Beyond our
traditional community impact of bolstering the local economy and offering a free event, this year
we are re-envisioning the stage show as a local showcase, inviting local groups such as
Children's Theatre of Elgin to perform rather than bringing in music acts from far-away cities and
other states.
In year three of this event, we feel confident about its feasibility. No major logistical
changes are planned, and we are working to improve parade pacing and parade disembarkment.
We plan to partner with our DCASE friends to ensure a mutually beneficial approach to police
presence and cost efficiency.
Safety measures include police and fire presence as outlined by the City, plentiful
portalets and garbage cans, and presence of paramedics and medical supplies.
Year three of the Elgin Pride flagship event will again include a parade and a festival. With
the departure of our founder Kayla who has moved to California, we are revisiting the stage show
(which Kayla used to plan) to make it more Elgin-centric, more family friendly, and lower cost.
Our management plan builds on lessons learned from past years. We have a more
streamlined plan for assigning volunteers. We've upgraded our backend systems for easier data
management and communications planning. Our larger, more empowered board continues to
improve processes and increase efficiency. We meet every two weeks, with breakout meetings in
between, and track tasks and progress in our official Elgin Pride Google Drive and Trello
accounts.
New to our marketing plan this year: Bluesky and Linkedln accounts, plus a more robust
Discord presence. We will be foregoing the costly radio ads of prior years. Our Programs and
Elgin Pride - Page 7
Development Director has instead secured us a grant for Google ads, allowing us to grow our
digital reach at no additional cost. Our social media campaigns (continuing our strong Facebook
presence plus a more robust Instagram approach) have already kicked off, and we've refreshed
the website and streamlined the vendor signup process. We will again paper Elgin and the
surrounding suburbs with posters and fliers, plus promote the event at our other Elgin Pride
events (approximately 4 per month). We've cultivated close relationships with area pride groups
this past year as well as growing our relationships with Elgin-area businesses, so we will be
exploring promotional partnerships with these new friends as well as with existing relationships
such as Explore Elgin Area and the LGBT Chamber of Commerce of Illinois. We are also sending
postcards to last year's parade and festival participants to remind them that registration is now
open.
Event Timeline
1/23 Vendor and parade applications are live
2/8 Update budget
2/11 Submit city permits
2/11 Submit DCASE Co-Sponsorship
2/11 Request to meet with city event planning team to discuss route,police costs,and other logistics
2/23 Launch marketing with Explore Elgin Area
2/23 Contact waste management about festival needs
2/23 Get board approval of stage show plan
3/1 Coordinate with Akemi/Sub Valley Sound(or other sound vendor)for stage show needs
3/1 Explore replacing balloon letters with TBD solution
3/1 Rent stage for festival
Volunteers:Make sure we know what roles and how many are needed;identify volunteer coordinator to begin
3/15 assigning roles and scheduling training and communications.
3/15 _Contract event photographer
3/15 Contract event ASL interpreter
3/15 Contract event Spanish translator(for day of and for marketing materials)
4/1 _Finalize acts for stage show
4/1 Write letter to be sent to property owners along parade route and send to city
4/1 Drop off street banner to be hung
4/1} Make and execute merch plan
4/1 f Find a water solution/water sponsor
4/15 Finalize parade route
4/15 Create vendor layout/map of festival
5/1 Vendor/parade group signup cutoff
5/15 _Arrange lunch for the volunteers -
5/15 A-frames:Get posters printed
5/24 __Parade group staging order locked
5/24 Vendor layout locked including food vendors
5/25 i Volunteer slots are confirmed,volunteers have info they need
5/27 _Buy chalk paint or alternative for marking booth areas
5/27 Make staging area plan for parade
5/27 Perfect the parade spacing/timing
5/27 Make load-in plan for food trucks and vendor booths
Provide vendor/parade email list and instruction bullets to be used in emails to send to vendors/parade
5/27 groups with instructions
5/27 Finalize and circulate run-of-show/day-of plan
Elgin Pride- Page 8
6/7 THROW AN AMAZING EVENT!
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Our vendor list will be finalized by May 1, on the same timeline as last year.
New to the role assignment planning this year: We are matching volunteers with specific
roles earlier in the planning process so that more training can occur, especially for
parade-route and traffic volunteers. We are also improving our own walkie-talkie process and
training, plus preparing board members to understand expectations around the city
walkie-talkies. We anticipate needing approximately 30 volunteers, similar to 2024.
Elgin Pride- Page 9
6.Applicant's Event Production History:1-page maximum with the applicant's history including number of paid and volunteer persons
involved,audience members,ticket prices,venues utilized,number of performances or programs,etc
In his time with the Elgin Police Department, Travis Hooker served as the LGBTQ+ Outreach
Coordinator, served in the department for over 27 years, and oversaw and managed 32 officers,
5 supervisors, and 5 community service officers and helped conduct many community events in
his role there. He also helps host large national officer trainings about working with at-risk
communities. He previously helped organize a community festival in Drake Field that saw over
200 attendees. He serves as a leader of the LGBT Chamber of Commerce of Illinois.
Sam Raue Hebert has over 20 years of project management experience, 5+years of
theater production experience including serving on the board of two theater companies, and 15+
years of marketing experience, including event production. As a project manager and content
producer, Sam has overseen budgets of up to $3 million.
Jon Kobel is a lifelong resident of Elgin and comes with over 20 years of experience in
nonprofit meeting and event planning. His previous work has also included retail sales and
hospitality management. He is a longtime member of the Church Council at St. Paul's United
Church of Christ in Elgin, currently serving as President.
Heather Ross, who will be working on parade planning for the third year in a row, is the
chair of her company's LGBTQ+ employee resource group and a leader with Girl Scouts of
Northern Illinois.
A Student Life Coordinator at Elgin Community College, Gema Atta also volunteers with
the Downtown Elgin Market and Community Crisis Center and is the lead of the Project Backpack
committee.
Elgin Pride- Page 10
7.Previous Event Examples:5 page maximum.Examples can include marketing materials,completed project or event proposals,
press releases,wrap up reports,etc.
In 2024 we held approximately 45 events, including book clubs, game nights, coffee chats, walks
and hikes, writers' groups, and our newest series, Community Conversations, a safe sharing circle
and moderated discussion designed to support mental health. We produced new one-time
events including a Sober New Year's Eve event, a Trans Visibility Walk, and a very popular
screening of Wicked at Marcus Theatres Elgin. We produced a larger Big Queer Variety Show
fundraiser at the Haight, and we began holding informational webinars. So far in 2025, in addition
to our regular programming we've held virtual and in person Meet the Board events.
We served as vendors at Elgin's Juneteenth, Elgin Fringe Festival, Northwest Pride Fest,
and the Martin Luther King Prayer Breakfast. We were recognized as a Herald of Hope by St.
Paul's UCC in Elgin, marched in the Chicago Pride Parade along the LGBT Chamber of Commerce
of Illinois, and volunteered at Bolingbrook Pride and with Lesbians Who Tech and Allies. We
marched in the City of Elgin Independence Day parade and painted Martini Room's window for
Downtown Neighborhood Association's Holly Days. We again co-produced a Pride Ride with
Elgin Community Bikes.
The 2024 Elgin Pride Parade and Festival incorporated no paid employees from Elgin
Pride, approximately 6 people contracted for stage managing, and approximately 30 volunteers.
The event garnered an audience of approximately 2,000 people and was held at Festival Park
and within Elgin streets. The festival's stage show was slated to contain 6 performances. There
was no entry fee.
Sample marketing materials follow.
Elgin Pride - Page 11
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Elgin Pride - Page 12
2024 Press Release
ELGbtq+Producing Elgin's Second Annual Pride Parade and Festival on Juno 1
Elgin.IL ELGbtq+is proud to announce the second annual Elgin Pride Parade and Festival in
downtown Elgin,IL,on June 1st.2024,from 11.00 AM to 5'00 PM The parade steps off at
11.00 AM,heading north on Riverside Drive and returning south on Grove Avenue,culminating
at Festival Park.The festival,held in Festival Park starting immediately after the parade,will
feature LGRTQ+musicians and performance artists,local vendors otenng merchandise and
services,and a wide selection of food and non-alcoholic drinks.
'We were so honored by the love and support shown by the Elgin-area community last year:
says ELGbtq+board member Sam Raue Hebert.'We're excited to once again provide a safe,
inclusive.family-friendly environment and to showcase our amazing local organizations and
vendors'
This family-friendly,daytime event was attended by more than 4.000 people in 2023.The 2024
event will again celebrate love.acceptance.and diversity and elevate the area's LGBTO+
community.ELGbtq+welcomes everyone to join the June 1,2024,Pride Parade and Festival to
show support and celebrate with the LGBTO+community.
For more information visit the ELGbtq+website at wunv elgmonde corn.
About ELGbtq+Elgin Pride
ELGbtq+ is a volunteer-run 501(cX3)aiming to foster a safe,welcoming environment where all
LGBTQIA+folks and allies in the Elgin area can come together,celebrate and learn from each
other,and create unity within the community. Our mission is to create family-friendly.accessible
events everyone can attend.while uplifting queer voices in and around Elgin,IL.Monthly events
include game nights,book clubs,coffee meetups,and more
Contact.
Sam Raue Hebert(she/they)
elgbtq®gmai_com
wwiv elginonde corn
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Elgin Pride - Page 13
8 Collaborator or Vendor Agreements*Not applicable
9 Certificate of Good Standing:a copy of the certificate of good standing from the state of Illinois.
File Number 7434-166-7
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To all to whom these Presents Shall Come, 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
ELGIN PRIDE.A DOMESTIC CORPORATION,INCORPORATED UNDER THE LAWS OF
THIS STATE ON AUGUST 09,2023,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.
g,�, o In Testimony Whereof,I hereto set
,4I` my hand and cause to be affixed the Great Seal of
', the State of Illinois, this 6TH
day of MARCH A.D. 2024
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".. ......_. ...-
Authentication r:2408803058 vetsiable until OW 08r2O25
Authenticate at:hapsf1 w.aos.gov
SECRETARY OF STATE
Elgin Pride-Page 14
10 Annual Report:a copy of the most recent annual report filed with the Secretory of State of Illinois,not dated more than 12
months previous.
State of Illinois Year. 2024 Fie*: 7434-166-7
DOMESTIC CORPORATION FILED Jul 24,2024
ANNUAL REPORT
General Not for Profit Corporation Act Alexi Giannoulias,Secretary of State
1. Corporation Name:ELGIN PRIDE
2. Registered Agent: TRAVIS HOOKER
Registered Office: 11 DOUGLAS AVE STE 263
City,IL,ZIP,County: ELGIN,I. 60120-5590 KANE COUNTY
3a. Date of Incorporation1Qualification: 08/09/2023 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& TRAVIS HOOKER 847 S.RANDALL RD.STE 332 ELGIN,IL 60123
Address
Title SECRETARY
Name& MARK RAYOS 350 GYORR STE 610 SOUTH ELGIN,IL 60177
Address
Title TREASURER
Name& JON KOBEL 746 STEWART AVE.ELGIN,IL 60120
Address
5. Brief statement of type of activity the cot poration is conducting:
MONTHLY EVENTS FOR LGBT COMMUNITY IN THE ELGIN,ILLINOIS AREA.BOOK CLUBS.MOVIE SCREENINGS.
POETRY READING. FUNDRAISER IN MARCH TO RAISE FUNDS FOR ELGIN'S PRIDE FESTIVAL MEETING WITH CITY OF
ELGIN STAFF FOR ELGIN'S PRIDE FESTIVAL LOGISTICS.VENDOR REG..PARADE PARTICIPANTS REG.,EMAILS.
SOCIAL MEDIA UPDATES AND WEBPAGE.FOOD VENDOR REG. JUNE 1ST EVENT.FESTIVAL AND PARADE
6. Is this Corporation a Condominium Association as established under the Condominium Property Act? Yes❑r No
Is this a Cooperative Housing Corporation as defined in Section 216 of the Internal Revenue Code of 1954?❑Yes O No
Is this Corporation a Homeowner's Association,which administers a common-interest community as defined ❑Yes❑r No
in subsection(c)of Section 9-102 of the code of Civil Procedure?
7. Address,inducting street and number,of Corporation's Principal Office:
11 DOUGLAS AVE STE 263 ELGIN.IL 60120
8. Under the penalty of perjury and as an authorized
officer.I declare that this annual report,pursuant to Fee Summary
provisions of the General Not for Profit Corporation Act,
has been examined by me and is,to the best of my Fling Fee:S 10.00
knowledge and belief,true,correct and complete. Penalty$0.00
By TRAVIS HOOKER
Authorized Offices
Total Fee:S 10.00
BOARD CHAIR Jul 24,2024
TINT f Date
This document was electronically generated at www.ilsos.gov
Elgin Pride- Page 1
su�c.r, State of Illinois Year Corporation File No
4: +'(` Domestic/Foreign Corporation Annual Report 2024 74341667
-I
FILED Jul 24.2024
` , {., r Alexi Giannoulias,Secretary of State
1. Corporate Name ELGIN PRIDE
Registered Agent TRAVIS HOOKER
Registered Office t 1 DOUGLAS AVE STE 263
City,IL,Zip Code,County ELGIN,IL 60120-5590 KANE COUNTY
Officers
Title DIRECTOR
Name 8 Address TRAVIS HOOKER 847 S.RANDALL RD.STE 332 ELGIN,IL 60123
Title DIRECTOR ------_--_-----
Name&Address JON KOBEL 746 STEWART AVE.ELGIN,IL 60120
Title DIRECTOR
Name 8 Address MARK RAYOS 350 GYORR AVE STE 610 SOUTH ELGIN.IL 601/7
Title
Name&Address
Title
Name&Address
Tale
Name&Address
Title
Name&Address
Title
Name&Address
Title
Name&Address
Title
Name&Address
This document was clocirtmea:y gencratcd at www.dses.gov
Elgin Pride- Page 16
11.Board of Directors:1 page listing the Board of Directors including names,titles,and contact information.
Elgin Pride Board of Directors
Name Phone Email Role
Sam Raue Hebert 217-369-0192 sam@elginpride.org Executive director
Jon Kobel 224-325-9575 jon@elginpride.org Treasurer
Travis Hooker 847-553-7003 tavis@elginpride.org Chair
Mark Rayos 530-721-6555 mark@elginpride.org Vice chair
Heather Ross 773-715-6196 heather@elginpride.org Board member at large
Gema Atta 224-209-0107 gema@elginpride.org Secretary
Jeffrey Wright 847-477-3627 jeffrey@elginpride.org Program and
Development Director
Meghan Cleary - meghan@elginpride.org Board member at large
Aron Ryan - aron@elginpride.org Board member at large
Lauren Wszolek - lauren@elginpride.org Board member at large
Elgin Pride - Page 17
12 Organization's History:1 page maximum with the organization's history.
Elgin Pride's mission is to be change agents cultivating celebration, education,visibility, and safe
spaces to accelerate equity and inclusion for greater Elgin's queer and marginalized
communities. Founded in 2019, Elgin Pride became a registered 501(c)(3) in August 2023. In
October 2024 we held our first board elections, which included doubling the board size and
installing a program and development director. At that time an executive director was also
contracted to work-10 hours each week year round. Our social stats: Facebook page: 1.3k Likes,
1.5k Followers. Facebook group: 585 members. Discord: 184 very active members and growing.
We've partnered with the City of Elgin on the 2023 and 2024 Pride Parades & Festivals, which
saw^'4,000 attendees in year one and almost 2,000 in year two despite an epic rain.
13:Organization Budget
Annual Budget: Elgin Pride Organization 2025
Revenue Expenses
Revenue Source Budget Actual Category Budget 'Actual
Fall fundraiser S3Soo.00 Events
Paid memberships 51S30.00 Jur-hdhm.tra b t,.-,0, 510,750.00
Donations post June 7 53 500.00 Ongoing programs incidentals St,200.00
Grants pant June 7 53,000.00 Fees to exhibit at others'events 5500.00
Softball sponsorship $f oo.00
Other/M Ise $o.00
Total for Events St3,05o.00
Marketing
Social Media.Website(for non.June 7) $2.9u7.uu
Merchandise/swag(for non June 7) $2uu.0u
Other/Mac $o.ou
Total $11,500.00 0 Total for Marketing $3.197.00
Personnel
Executive Director $4,000.00
Summary Spanish translation/interpretation(for non June 7) $200.00
Category Budget Actual Business cards $200.(x)
Revenue $I1,500.0a o
Expenses $21,384.16 a Other/\fist $o.on
Total for Other $4,400.00
Net Income/Loss $ (9,884.t6) o Subscriptions&Operating Expenses
Canva .$o.uu
Cognito(St8o a year for half a year)(database tool) $90.00
GoDaddy(website hosting) _ 5_15.16
Google Suite $o.tw
Wix(wehsite design and content management) $432.0u
Zoom $180.00
Total for Subscriptions&Operating Expenses $737.16
Grand Total Expenses $21,384.t6 0
Elgin Pride - Page 18
Appendix:Final Report of 2024 Pride Parade and Festival
2024 Elgin Pride: Post-Pride Event
Summary
Prepared for the City of Elgin by Sam Raue Hebert 7/31/24
Elgin Pride thanks the City of Elgin for another wonderful co-sponsorship!Here are key details
and takeaways from Elgin's second annual Pride Parade and Festival,held June 1,2024.
Key Numbers
• Parade groups:52 signed up and 51 participated.
• Vendors:64 signed up and 56 attended.
• Attendees: -2000
Lessons Learned and Considerations for Next Year
• Parade pacing:We need more volunteers keeping the parade on pace.We should also
set expectations with parade groups to ensure they don't hand out so many items that it
causes gapping.
• Parade end:We need many additional trained people at the end of the route to prevent
traffic jams.
• Police cost:We would love to understand police costs and options ahead of the event
next year,as it is the event's largest cost and causes forecasting difficulty.
Financial Report
The following does not include m-kind contributions from the City of Elgin.
Rain Gear $62.03
Event Photographer S500.00
Volunteer Care&
Feeding $913.25
Entertainment $1.250.00
Decor la Event $1.270.00
Marketing!Promotion $3.259.29
Equipment Rental-
Sarutation $3.332.65
Music Equipment/Stage $5.866.44
Total $16,453.66
Elgin Pride - Page 19
SPECIAL EVENTS
847-931-6770
specialevents@cityofelgin.org @
cityofelgin.org/specialeventspermit
150 Dexter Court, Elgin, IL, 60120 Q
SPECIAL EVENTS PERMIT
APPLICATION
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.