HomeMy WebLinkAbout25-0606 Nicolas Ramos SPECIAL EVENT CO-SPONSORSHIP AGREEMENT
THIS AGREEMENT is hereby made and entered into this 6 day of
June , 202_5_, by and between the City of Elgin, Illinois, a municipal corporation
(hereinafter referred to as the "City") and _Nicolas Ramos a(n)
Sole Propieter (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 Michelada Fest to be conducted on June 22, 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
workmanlike manner, and that the Event Activities set forth in Exhibit A are integral parts of this
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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 $19,492 (hereinafter the"Award"). One-half(1/2)of the Award,said
amount representing a value of $9,746 , 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 $9,746 shall be in the form of direct Event funding in
matching funds. The foregoing notwithstanding,the parties understand and agree that the amount
of the Award shall in no event exceed fifty percent (50%)of the total estimated cost of the Event.
4. This Agreement shall commence and be effective from the date of execution hereof
by both parties hereto, and continue through the completion of the Event in accordance with
Exhibit A and the submission of the final report by Co-Sponsor unless sooner otherwise terminated
as provided for herein.
5. In connection with any Event Activities to be performed on other than City-owned
properties, Co-Sponsor warrants and agrees to maintain all facilities and equipment used in the
performance of this Agreement in a clean, sanitary, and safe condition and free from defects of
every kind whatsoever. Co-Sponsor agrees and warrants that Co-Sponsor will periodically inspect
all such facilities and equipment for such purposes. Co-Sponsor also warrants that Co-Sponsor
and Co-Sponsor's facilities and equipment used in the performing of this Agreement are not now,
nor shall be during the term of this Agreement in violation of any health, building, fire or zoning
code or regulation or other applicable requirements of law. In connection with the performance of
this Agreement on properties owned or controlled by the City, Co-Sponsor agrees and warrants to
use, and to cause persons acting on Co-Sponsor's behalf, to use, through proper supervision and
control,all facilities with due care,and to report all defects in or damage to any such facilities,and
the cause thereof, if known, immediately to the City.
6. The Co-Sponsor shall comply with all of the requirements,terms and conditions of
the City's Special Event Co-Sponsorship Program and Chapter 13.25 of the Elgin Municipal Code.
The Co-Sponsor shall apply the money to be paid by the City to the Co-Sponsor pursuant to the
preceding paragraph hereof solely to fund the Event and Event Activities identified in Exhibit A
and no funds from the grant provided pursuant to this Agreement shall be used by the Co-Sponsor
for operating expenses or for any purchase of permanent equipment, capital improvements,
construction, or for the payment of any previous year's deficit.
7. Co-Sponsor shall assume all expenses designated as the responsibility of Co-
Sponsor as are included in Exhibit A and outlined in the proposed budget submitted by Co-Sponsor
relative to the Event.
8. Co-Sponsor will be the sole solicitor for sponsors of the Event, and will retain all
sponsorship money received.
9. Co-Sponsor shall complete, maintain, and submit to the Assistant to the City
Manager of the City any and all records, reports, and forms relating to the services and activities
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in this Agreement as requested by the City. Without limiting the foregoing, the parties further
agree as follows:
A. Co-Sponsor shall provide a budget to the City which shall reflect the projected
income and expenses related to this Event. Such budget shall also reflect the
projected distribution of funds received by the City pursuant to this Agreement.
The budget shall be submitted to the Assistant to the City Manager prior to any
payment or provision of in-kind services by the City.
B. The City shall be entitled to review all accounting records of Co-Sponsor related to
this Event and the use of funds paid by the City to the Co-Sponsor pursuant to this
Agreement upon 72 hours advance notice from the City.
C. The Co-Sponsor shall provide a project schedule setting forth all significant
milestones and deadlines for the completion of the same relating to the conducting
of the Event. Co-Sponsor shall adhere to and comply with the project schedule
provided to the City. Co-Sponsor shall communicate to the City and provide a
progress report upon the completion of a milestone, and shall provide further
updates to the City with respect to progress on milestones and deadlines upon
request. Co-Sponsor's failure to meet the deadline provided in the project schedule
for a milestone shall be grounds for the cancellation, termination,or suspension, in
whole or in part, of this Agreement by the City.
D. Within sixty(60)days following the completion of the Event,the Co-Sponsor shall
complete and submit to the City a final report in a form as required by the City.
10. In the event this Agreement is terminated, or in the event the Event for which the
City funds provided herein are to be applied is discontinued for any reason, the Co-Sponsor shall
refund to the City any funds that had been provided to Co-Sponsor, and shall reimburse the City
the fair value of any in-kind services provided by the City, within sixty (60) days of the date of
termination or the scheduled date of the Event,whichever is sooner.
11. Co-Sponsor agrees and warrants that notwithstanding any other provision of this
Agreement that in connection with the performance of and/or the providing of services pursuant
to this Agreement that Co-Sponsor shall comply with all applicable federal, state, city, and other
requirements of law, including, but not limited to, any applicable requirements regarding
prevailing wages, minimum wage, workplace safety and legal status of employees. Without
limiting the foregoing, Co-Sponsor hereby certifies,represents, and warrants to the City that all of
Co-Sponsor's employees and/or agents who will be performing and/or providing services with
respect to this Agreement shall be legally authorized to work in the United States. Co-Sponsor
shall also at its expense secure all permits and licenses, pay all charges and fees, and give all
notices necessary and incident to the due and lawful performance of this Agreement. Co-Sponsor
shall also perform this Agreement. The City shall have the right to audit any records in the
possession or control of Co-Sponsor to determine Co-Sponsor's compliance with the provisions
of this Agreement. In the event the City proceeds with such an audit, Co-Sponsor shall make
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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
for services and activities actually performed, and reimbursable expenses actually incurred prior
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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 Nicolas Ramos
City of Elgin Event Coordinator
150 Dexter Court 102 Queens PL SE
Elgin, IL 60120-5555 Poplar Grove IL 61065
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 IN CO-SPONSOR
B i By A/kt,•?-..
City anager
Its Nicolas Ramos
Attest: Attest:
a31aea
City Clerk
Legal Dept\Agreement\Agr-Special Event Co-Sponsorship-Form-2-1-23.docx
9
EXHIBIT A
SPECIAL EVENT CO-SPONSORSHIP APPLICATION
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City' of Elgin
Department of Cultural Arts and Special Events
Special Event
Co-SponsorshipApplication
20 2 5
This program allows for event organizers to host outdoor, public events in Elgin with
City support. Events can include concerts, cultural celebrations, artistic exhibitions,
and more.
Visit www.elginil.gov/specialevents for more information.
Page 1
ELIGIBILITY
• Applicant must be in good standing with the State of Illinois.
• Anyone (individual or organization) receiving funds directly from the City of
Elgin will not be considered for funding.
NOT ELIGIBLE/FUNDING WILL NOT BE GRANTED FOR
• Permanent additions or improvements to property or construction.
• Any group receiving money directly from the City Council or payment in-
kind agreements.
• Purchasing permanent equipment or capital expenditures.
• Operating expenses or scholarships or educational programs in any school.
• An existing deficit from a previous year or previous project.
• Hobbies or recreational projects.
• Any project for a political purpose.
• Any group that has not fulfilled the terms of any agreement with the City of
Elgin.
FUNDING REQUESTS
Actual funding awards are contingent on the budget available once the 2025
Fiscal Year Municipal Budget is approved by the Elgin City Council. All
applicants who are approved for funding under this grant program shall enter
into an agreement with the City of Elgin. The agreement shall be signed and
returned to the City of Elgin no less than fifteen (15) days after receiving it.
Failure to return the agreement within this time period will result in loss of the
grant award. The City is not responsible for lost or mis-delivered mail. Payment
of approved grant awards will be only after full execution of the agreement and
the processing of appropriate cash request documents. Funding for 2025
follows a tier system; large, medium, and small:
• Large- maximum grant request accepted is $24,990 (1/2 In-Kind Support,
1/2 in matching funds)
• Medium- maximum grant request accepted is $15,000 (2/3 In-Kind support,
1/3 in matching funds)
• Small- maximum grant request up to $5,000
The City will not fund more than 50% of a proposed event. Submission of an
application does not guarantee funding. Applications will only be accepted as
long as funding is available.
Application submissions will close on March 9th, 2025 at 11 :59PM Page 2
EVENT GUIDELINES
• Event must take place outdoors within the corporate city limits of Elgin on
City of Elgin property.
• Applications must be intended for a specific event or program.
• Only one event or program per calendar year, per organization will be
funded via the Co-Sponsorship Grant Program
• An organization may act as a fiscal agent only once per year.
• An organization cannot act as a fiscal agent for another organization that
has a 501(c)3 status.
• Expenditures of grant funding must occur between April 1 , 2025 -
December 31 , 2025.
• Applications will not be accepted for events or programs which are in
progress.
• It is the responsibility of the award recipient to complete any and all
necessary additional permits or applications for the City of Elgin.
• Awardees must acknowledge the City of Elgin in all promotional materials,
publicity and informational materials used. The City of Elgin logo must be
used on all appropriate materials for the funded project. City of Elgin
reserves the right to approve logo usage.
• Awardees must present a final typewritten report to the City of Elgin's
Department of Cultural Arts and Special Events (DCASE) within 60 days of
the completion of the event. Failure to submit a timely report will
jeopardize future funding. It is the sole responsibility of the applicant to see
that the report is dated and submitted within the appropriate time
limitations. A template can be provided.
• Changes to an event or program once the Co-Sponsorship Grant has been
awarded will necessitate a formal written Request for Project Change in the
form of a letter, as well as a revised budget. This request for change can
not be guaranteed; should denial of a Request for Project Change occur,
Awardee shall refund all monies received within 30 days of notice of denial.
Application submissions will close on March 9th, 2025 at 11 :59PM
CONTACT INFORMATION III • .
Phone: 847-931-6770
E-mail: specialevents@elginil.gov
URL: www.elginil.gov/specialevents E LG I N
Adress: 150 Dexter Ct. Elgin, IL 60120 THE CITY IN THE SUBURBS"
APPLICATION SCORING
The Community Engagement Committee (CEC) will review Co-Sponsorship
Applications based on the criteria listed below. Successful applicants
demonstrate:
• Strong operations
• Stable management
• Ongoing assessment and evaluation
• Strong commitment to making events and programs accessible and
relevant to a diverse range of participants
It is recommended that proposals not include designs that would be
considered inappropriate and/or indecent by community standards.
AWARD CRITERIA
CEC reviews and assesses each application according to the following criteria.
It is important to note that these criteria may not be applicable to every
application and do not constitute the sole basis for evaluation.
ACCESSIBILITY COMMUNITY IMPACT
• How well does the event accommodate • To what extent does the event actively
individuals of all abilities and what involve and benefit the local
measures are in place for accessibility? community, including partnerships with
• Is the event financially accessible to a local organizations and businesses?
broad audience? • How does the event reflect and
• How does your organization ensure the celebrate the diversity of the
accessibility of information for this community it serves?
event, including provisions for • How does your organization define and
language access and inclusivity in event prioritize community impact and
programming? diversity, and how are these values
• How does your organization define & reflected in the planning and execution
prioritize accessibility? of this event?
FEASABILITY SAFETY
• Is the financial plan for the event • What does the event's risk assessment
realistic, & does it include detailed and management plan entail?
projections for income & expenses? • What health protocols are in place to
• Is the proposed timeline for planning & ensure safety, particularly in light of
executing the event achievable? public health considerations like
• Are the necessary resources available sanitation measures and crowd control?
for the event, including staffing, • What strategies are implemented to
materials, & potential sponsorships or ensure the physical security of
partnerships? participants?
• What considerations have been made Page 4
regarding the use of the potential
space & the layout for the event?
Co-Sponsorship Event Tiers
Co-Sponsorship grant funding is structured in tiers, determined by the specifics
of the proposed event. Each tier has a maximum funding limit. Applicants are
•
permitted to apply for only ONE Co-Sponsorship per grant year. CEC reserves
the right to adjust the tier designation based on their review of the application
and may edit the tier as needed. All Co-Sponsored events, regardless of tiers
must be outdoors. Contact staff if there are any questions or concerns.
LARGE SCALE EVENT MEDIUM SCALE EVENT SMALL SCALE EVENT
ANA
Grant requests up to $24,990 Grant requests up to $15,000 Grant requests up to $5,000
• Half will be in-kind, half is • Two-thirds in-kind, one- • Two-thirds in-kind, one-
a grant payout third is a grant payout third is a grant payout
5,000+ Attendees <5,000 Attendees Under 1,000 Attendees
•
• Ex. festivals, parades, & • Ex. markets, community Ex. open mics, talent
races events, & car shows shows, small outdoor
events
Duration of event often 8+ Duration of event often 5-8 Duration of event is up to 5
hours hours hours
• Not including set-up & • Not including set-up & • Not including set-up &
tear-down tear-down tear-down
In-Kind Co-Sponsorship In-Kind Co-Sponsorship by
includes: Event Equipment request: Event Equipment In-Kind Co-Sponsorship by
Trailer, private security, & Trailer, private security, & request: supplemental
staffing staffing equipment& staffing
Event mayinclude alcohol
Event may include alcohol Event may include alcohol
sales for the entirety of the sales for 1-4 hours sales for 1-4 hours
event
Event may be ticketed Event may be ticketed Event may be ticketed
Event may include 15+ Event may include up to 15 Event may include
food/retail vendors food/retail vendors food/retail vendors
• At least 25% must be • At least 25% must be • At least 25% must be
local local local
Page 5
APPLICATION
SECTION 1 - BASIC INFORMATION
Applicant Name: Nic Ramos
Applicant Organization: State Line Entertainment
Title of Event: Elgin Michelada Fest 2025
Date(s) of Event: Jun 22 - 2025
Location of Event: Festival Park, 132 S Grove Ave, Elgin IL , 61065
Two Line Description of the Event:
TMM..l.a.Fnhcalmilanryoa,25baa.ancaad.dn.MoabN.chMEgn.TllaaMOay Mrs m+ai aarG.sfromYM!bnrMp.nIM NeaKan we<ti4romr•i'I.KMbSa'.s wal ai v.+ •v•+'+ »au.><,omov.aea.,l.:boa awn ail.;ai.bna,.o,noi.
.X.Mc...1.erW Mocng M mck n,!r fNdl,.a%*MWlMV.TNa yin 2rd caa wMr.c...ra bclunp b roil.,a01:peal event.
Scale of the Event:
LARGE SCALE EVENT x MEDIUM SCALE EVENT SMALL SCALE EVENT
Total Amount Requested: 24,990
Address of Applicant: 102 Queens PL SE, Poplar Grove IL 61065
Telephone: 608 207 0229
Email Address: statelineentertainmentmusic@gmail.com
Are you using a fiscal agent? If so, list the organization here:
n/a
CONTACT INFORMATION (II
h
Phone: 847-931-6770
E-mail: specialevents@elginil.gov E LG I N
URL: www.elginil.gov/specialevents
Adress: 150 Dexter Ct. Elgin, IL 60120 THE CITY IN THE SUBURBS"
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
/v/eNticf Ap7f/eM 3/8/2025
Signature of Applicant Date
Page 7
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-Spons or s nip B udget Template 2025
Revenue Expenses
Revenue Source Budget Actual Category (Budget 'Actual
Ticket Sales Entertalmmnet
Sponsorships Stage
Donations Artists
Grants Sound
Co-Sponsorship In-Kind Lighting
Co-Sponsors hlp Gram Cash-Out Other/Misc
Merch Sales Total
Vendor Fees Marketing
Alcohol Sates Slgnage
Other Banners
Social Meda
Total 0 0 Webslte
Flyers/Print Materials
Other/Misc
Summary Total
Category Budget Actual Facilities
Revenue 0 Venue
Expenses C Permit Fees
Barricades/Fencing
Net Income/Loss 0 C Generators
Portolets
Rentals(tables.chain.etc.)
Lighting
Rental vehicles(gator)
Private Security
Other/Misc
Total
Co-Sponsorship Equipment
Equipment Trailer
Tent
Tables
Chairs
A-Frame Sign Stands
Small Generator
Medium GeneratOt
Large Generator
Balloon Lights
P or table 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
Taal
City Labor
Elgin Police
Elgin Fire
Land Management
Trani
Other/Misc
Total
Total 0 0
Page 8
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.
Page 9
SPECIAL EVENTS
847-931-6770 0
specialevents@cityofelgin.org @
cityofelgin.org/specialeventspermit
150 Dexter Court, Elgin, IL, 60120 v
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.
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.
Nic Ramos 6082070229
APPLICANT'S FULL NAME APPLICANT'S PHONE NUMBER
102 Queens PL SE ,Poplar Grove IL 61065 statelineentertainmentmusic@gmail.com
APPLICANT'S ADDRESS(STREET, CITY, STATE,ZIP) APPLICANT'S EMAIL ADDRESS
EVENT INFORMATION
Michelada Fest Elgin 2025
EVENT TITLE EVENT SPONSOR
Festival Park , 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
this is a famyli oriented event looking to have live music ,food and drinks serve druing the event
EVENT DESCRIPTION
Jun 22 Jun 22
EVENT START DATE EVENT END DATE
8:00pm jun 21 12:00pm - sunday june 22
SET-UP START SET-UP FINISH
12:00pm - Jun 22 11:00pm -Jun 22
EVENT START EVENT FINISH
11:00pm 12:00am
DISMANTLE START DISMANTLE FINISH
Ricardo Rodriguez 8153191623
SECONDARY EVENT CONTACT SECONDARY CONTACT PHONE NUMBER
https://elginmichefestival.com 5000
EVENT WEBSITE LINK ESTIMATED NUMBER OF ATTENDEES
608 207 0229 20/40
ONSITE PHONE DURING EVENT ADMISSION FEE
DO YOU WANT TO HOLD YOUR EVENT ON CITY PROPERTY? Yes �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? Ekes �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? EVes �No
DO YOU PLAN ON HAVING A FIRE EXTINGUISHER FOR EVERY TENT EYes �lo
STRUCTURE OVER 700 SQ FEET?
If you plan on using tents over 10'x 10', 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? fires �No
If so, please attach the temporary Food Service application and answer the following:
DO YOU UNDERSTAND THAT THERE IS A PERMIT FEE FOR FOOD VENDORS? EYes �lo
BEVERAGES WILL BE SERVED IN (CHECK ALL THAT APPLY):
aplastic cups El:plastic bottles [}luminum cans Glass bottles Dther
DO YOU PLAN ON CONDUCTING A RAFFLE? Des y/No
If so, please attach your raffle license to the application.
DO YOU PLAN ON HAVING SIGNAGE? 111(es �✓ 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
Des �Jo
DO YOU PLAN ON HAVING FIREWORKS/PYROTECHNICS AT YOUR EVENT?
If so, additional paperwork is required. Please contact(847) 931-6190 for further information.
Des �o
DO YOU PLAN ON HAVING A BONFIRE AT YOUR EVENT?
DESCRIBE YOUR MEDICAL PLAN
MEDICAL SERVICES PROVIDER FOR DAY OF EVENT
MEDICAL SERVICES PROVIDER EMAIL MEDICAL SERVICES PROVIDER EMAIL PHONE NUMBER
LAND MANAGEMENT DEPARTMENT
DO YOU NEED A WATER HOOKUP AT YOUR EVENT? nYes ❑No
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? Des �lo
If so, please indicate what it will be used for, and your power needs:
DO YOU PLAN ON USING A GENERATOR AT YOUR EVENT? fYes �Jo
If so, please indicate what kind and what supplier.
IF YOU ARE ON CITY PROPERTY(PARKS, CITY PARKING LOTS, ETC.), DO YOU OYes �No
PLAN ON HAVING TRASH AND RECYCLING RECEPTACLES AT YOUR EVENT?
Number of trash receptacles Number of recycling receptacles
IF YOU ARE ON CITY PROPERTY, DO YOU PLAN ON HAVING A DUMPSTER ON SITE? as \Jo
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:
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:
POLICE DEPARTMENT
DO YOU PLAN ON HAVING A CARNIVAL AT YOUR EVENT? Lji'es o
If so, please attach the Carnival application.
DO YOU PLAN ON HAVING A RUN, PARADE, OR WALK AT YOUR EVENT? Des o
If so, please attach the Street/Parking Lot Closure application.
DO YOU PLAN ON HAVING MUSIC/AMPLIFICATION AT YOUR EVENT? 111'es �lo
If so, check "yes" confirming you have read and will comply with the
ordinance requirements below.
2 16 150
NUMBER OF STAGES NUMBER OF BANDS NUMBER OF PERFORMERS
Regional Mexicano ( nortenos & bandas)
PERFORMER/BAND AND MUSIC TYPE
20 jbl srx9101a-10 subs jbl srx928-36 panels of 500mm x 1000mm-22 beams 14r-10 monitores db technology dvxl5mm
DESCRIBE THE SOUND EQUIPMENT BEING USED
0. If you plan on using amplification, please be advised that although there is no permit which can be issued
that addresses music, if complaints of any type are received, our Police Department is obligated to
respond and enforce the City Code/Ordinance.
► Sound cannot be amplified more than 75 feet from the sound amplification device.
► If this is for a car show, please request the sound amplification ordinance through the special events office.
► It is unlawful to use, operate or employ any such amplifying equipment unless the City of Elgin Sound
Ordinance/Guidelines are followed.
► The operation of sound amplifying equipment shall only occur Sundays through Thursdays between the
hours of 8:00 a.m. - 8:00 p.m., prevailing time, and Fridays and Saturdays 8:00 a.m.-11 :00 p.m., prevailing
time. Some events may be extended if approved by the Mayor, Chief of Police and City Council.
► No sound amplifying equipment shall be operated within 200 feet of churches, schools or hospitals.
► Sound amplification devices noise limitation from residential properties: No person shall operate or permit
operation of any sound amplification device or system from any residential property within the city which
can be heard from a distance of seventy-five feet(75') or more from any property line of such residential
property during nighttime hours or which can be heard from one hundred fifty feet (150') or more from the
property line of any such residential property during daytime hours.
0. Operation of sound amplifying equipment shall be restricted to one event per 300 feet of simultaneous
use.
DO YOU PLAN ON HIRING OUTSIDE SECURITY? lies EN()
Phoenix Security Guard Co 30
SECURITY COMPANY NAME AMOUNT OF HIRED SECURITY
613 W Highland Ave, Elgin IL 60123 708 415 0422
POSTED LOCATIONS FOR SECURITY SECURITY COMPANY CONTACT INFORMATION
EXPLAIN YOUR EVENT SECURITY AND PARKING PLAN:
we are planning to have at least 3 security goys on each entrance Ave veil have 2 point of eoae to the event.wel have sewritee wtroinp al the park area during th•wont
We are locating one security on 4 diferent corners of the park to monitor ppl,one security by the stage section,4 securies walking among ppl
Ppl will use all of the Public parking lots availabe aroud the park,the only parking that we are going to have control Is the production parking lot
DO YOU PLAN ON SERVING ALCOHOL? ✓Z'es �lo
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? Dies Jo
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 Ekes o
POINTS IN ORDER TO ENTER THE EVENT GROUNDS?
If so, what is the amount and is it per person or per family? 20 per adult
DO YOU NEED POLICE ASSISTANCE WITH TRAFFIC DIRECTION/CROWD CONTROL? Wes Do
PUBLIC WORKS DEPARTMENT
DO YOU PLAN ON HAVING PORTABLE RESTROOMS AND SINKS AT YOUR EVENT? es Jo
If so, please indicate number of each and provider information:
40 10 7
REGULAR PORT-O-LETS ACCESSIBLE PORT-O-LETS HAND WASHING SINKS
Service Sanitation 1 800 909 5646
SERVICE PROVIDER SERVICE PROVIDER PHONE NUMBER
6/22/25 6/23/2025
DELIVERY DATE PICK-UP DATE
DO YOU PLAN ON PROVIDING (A) DUMPSTER(S)? Des Do
1 30 yards 6/20/25 6//23/25
NUMBER OF DUMPSTERS SIZE OF DUMPSTERS DELIVERY DATE PICK-UP DATE
Midwest Material Management 815 847 8444
SERVICE PROVIDER PHONE NUMBER
Indicated by the city
LOCATION(S)OF DUMPSTERS
If this is on city property, please initial that someone from the event sponsor's organization will be there when
NR - Yes
dumpster(s)are dropped off, set up, and picked up.
we are going through city company recommendation
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. 6/22/2025
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 confir that you have included the non-refundable permit application fee with this application. Please note
at additional fees may be incurred for City services.
3/5/2025
APPLICANT SIGNATURE DATE
Nic Ramos
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
P. Farmers Market(per market)- $25
P. Seasonal Farmers Market- $75
P. Neighborhood Event (less than 1,000 attendees)- $35
► Race/Walks- $35