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Village of Arlington Heights

administration@vah.com

33 S. Arlington Heights Road , Arlington Heights , IL, 60005, US

Form Section 1
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Village Manager's Office | 33 S. Arlington Heights Road, Arlington Heights, IL

Phone: 847.368.5100 | Fax: 847.253.2524

Community Events

Who Should Use This Form

This form serves as an application for your proposed event. It is intended for the use by any person or organization planning an event in the Village of Arlington Heights that includes using public property, including Village streets, and/or requires the utilization of Village services (i.e. electrical needs, traffic and parking coordination, paramedic services etc). Please use this form for both annual events and one-time special events.   

Please be advised that, in rare instances, the Village may deny a request for an event if it is determined that it may jeopardize the health or safety of the public or may cause damage to public property.

 

Additional Permits Might Be Required

Depending on the scope of your event, a Temporary Food Service Event Application, Fire Safety Permit, and Daily Liquor License Permit may be required

 

When to Return Form 

So we can begin our review as soon as possible, please return this form at least six weeks prior to the scheduled event to Nancy Kluz, Community Relations Coordinator. If you have questions, please email Nancy or call her at 847.368.5104. 

General Information

Last Revised January 2017

The Community Events Staff Committee is a team of Village Staff from all Departments that meet as needed to discuss events proposed to be held in the Village that utilize Village property and/or may require Village services, permits, insurance, and indemnifications. Typically, these are events such as runs/walks, carnivals, food, music festivals, and any event that involves blocking of streets (excluding Block Parties) etc. For more information on events, please contact Nancy Kluz, Community Relations Coordinator, at 847.368.5104 or email nkluz@vah.com.

It is expected that each event will be discussed at a Community Events Staff Committee, to which you will be invited. At that time, you will have an opportunity to explain the details of your event and Village Staff will also have the opportunity to determine what, if anything, you will need from the Village and express any concerns or suggestions to help you have a successful, safe event. The items listed below are the major items Village Staff will be discussing with (as applicable).

 

Costs Related for any Village Services Provided

If Police, Fire and/or Public Works services are needed to ensure your public event is safe and runs well, your organization will be billed for those services rendered by each participating Department. For a few events which require a significant amount of Village resources and/or utilize a significant amount of Village property, the Village may cover a portion of the Village costs. That decision will be made by the Village and you will be notified what portion, if any, the Village is willing to cover.

The Village will work with you to help keep costs as reasonable as possible. Police, Fire and Public Works costs will be discussed at the Community Events Staff Committee meeting that your group attends.

Please keep in mind those events requiring Public Works services on a Sunday will incur a higher hourly rate. You should anticipate that charges from Public Works for services on Sunday could be about 50% higher than charges for events occurring on any other day.

 

Insurance and Indemnification Requirements

If your event will require the use of Village property, including parking lots, sidewalks, and/or Village streets, your organization must provide a Certificate of Liability Insurance in the amount of $2 million which also names the Village as an additional insured. The insurance certificate must be provided to the Village prior to the event.

If required, the contact person for the sponsoring organization will receive an Indemnification Form from the Village that must be signed and returned prior to the event.

 

Notices to Residents and Businesses

When an event takes place in a residential neighborhood, as a courtesy to the affected individuals, the Village requires that a Notice regarding the event date, time, and duration be delivered to residents and businesses in and around that neighborhood in advance of the date of the event. If you are hosting a run/walk, please include a small map of the route with your Notice. Please send a copy of your Notice to Nancy Kluz. Please include the flyer regarding the Citizen Observer program or an excerpt that informs residents that by signing up for this program they will receive Event Alerts that would let them know of traffic and parking issues.

 

Parking

Arrangements for parking of participants and attendees must be discussed with the Community Events Staff Committee prior to an event taking place.

If you are hosting an event in the Downtown area and plan to use either the Vail Garage or  North Garage for participants to park, attendees must be directed to park on the top floor of the North Garage, and/or the 4th and 5th floor of the Vail Garage.

Also, event parking sites outside of the garages must be arranged in advance – especially if anticipated attendance is high – and you must include the parking information with your event form. It is your obligation to ensure that all parking information is provided to those who are participating or attending in your event – whether it is sent directly to registrants or publicized with the event. Upon request, the Village can email you a parking map that can be used in information sent to people attending your event.

 

Sale of Food

If you are selling food to the public, a temporary food event application must be submitted to the Health Services Division at least seven days prior to the event. For more information please contact an Environmental Health Officer at 847.368.5760.

 

Serving or Sale of Alcoholic Beverages

If you are serving or selling alcoholic beverages, an Application for a Daily Permit must be       submitted to the Village Manager’s Office at least seven days prior to the event. All liquor sales       must be concluded no less than 30 minutes prior to the end of the event for the day. For more       information, please contact Diane Staggs, 847.368.5102.

 

Raffle Tickets

If your event includes a raffle, where people purchase tickets for a chance to win a prize, you are required to obtain a Raffle License from the Building Services Division, which is located on the first floor of Village Hall.

 

Use of Police Department’s Safety Vests

The Police Department has Traffic Assistance Safety Vests available for loan. If your organization borrows the vests from the Police Department, all vests must be returned to the Police Department following your event. If all vests are not returned, the Police Department will charge a $40 replacement fee for each vest not returned.

 

Tents & Tent Setup

Any tent that is larger than 10 x 12 or 120 square feet requires a permit, which can be obtained from the Building Department.

  • All tents, regardless of size, must be properly secured to prevent collapse or uplift.
  • When setting up tents, do not block the fire connections on the adjacent buildings.
  • There must be an unimpeded 18-foot-wide fire lane with acceptable turning radius at the intersections maintained at all times, subject to Fire Department approval.

 

Outdoor Cooking for Events

  • No open flame cooking or deep frying is permitted in any tent.
  • Each cooking area must have at least one fire extinguisher which is no less than a 10 pound Type ABC extinguisher. Any cooking area where there will be deep frying must also have a Type K fire extinguisher.
  • All propane tanks must be secured in order to prevent the tanks from tipping over.

 

Electrical Needs

  • The use of generators must be assessed for safety purposes. If one is allowed at an event, a permit must be completed in Building Services, located on the first floor.
  • All 125 volt receptacles must be GFI protected.

Please note that, in order to ensure safety of the public, the Village reserves the right to set additional requirements or modify those listed above, as it deems appropriate.

Event Details

Date and start time of event
Date Picker
Date and end time of event
Date Picker
Event location
Will food be served at the event?
Will alcohol be served at the event?
Will live music be provided?
Will your event include the set-up of tents or other temporary structures?
Does your event require electrical?
Is there insurance to cover the event?

Upload a copy of all insurance doucmetnation and make sure it lists the Village of Arlington Heights as an additional insured. Include proof of Dram Shop Insurance if alcohol is to be served.

Upload insurance documentation for your event
Will banners or signs be used to advertise the event?
Are you planning to have a raffle in conjunction with the event?
Upload a sketch of the layout of you event
Form Section 2

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