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First Reading and Possible Adoption of an Ordinance Repealing and Replacing Chapter 30 (“Special Events”) of the Village Code
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Introduction
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This item requests Village Board approval of an ordinance repealing and replacing Chapter 30 (“Special Events”) of the Oak Park Village Code to clarify requirements, streamline the permitting process, and align the ordinance with current administrative practices.
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Recommended Action
Adopt the ordinance.
Prior Board Action
The Board has taken the following prior action(s):
• ID 26-185: On May 5, 2026, the Village Board held a study Session on Oak Park’s Special Events Process
• RES 26-148: On March 3, 2026, the Village Board adopted a resolution approving and adopting the 2026 Special Events Fee Schedule
• RES 25-148: On February 18, 2025, the Village Board approved a resolution approving and adopting the 2025 Special Event Fees
• RES 24-138: On April 11, 2024, the Village Board adopted a resolution approving and adopting the 2024 Special Event Fees
• RES 23-65: On February 6, 2023, the Village Board adopted a resolution approving and adopting the 2023 Special Event Fees
• ORD 22-71: On October 17, 2022, the Village Board held a first Reading of an ordinance amending Chapter 30 ("Special Events"), Article 1 ("General Regulations"), Section 30-1-3 ("Policies and Procedures") of the Oak Park Village Code to Provide a Discount for Certain Special Event Fees
• RES 22-59: On March 7, 2027, the Village Board adopted a resolution approving and adopting the 2022 Special Event Fees
Background
On February 2, 2026, the Village Board approved an updated Special Events Fee Schedule as part of a broader review of the Village’s special-events program. Staff was directed to continue evaluating the Special Events Ordinance, permitting process, and related administrative practices.
The Neighborhood Services Department subsequently coordinated a cross-departmental review of Chapter 30 and the Village Special Events process. The review incorporated staff and organizer feedback, peer-community research, and lessons learned through administration of the existing ordinance.
On May 5, 2026, the Board held a study session on the proposed changes. Based on the discussion and feedback at that meeting, staff has moved forward with many of the changes envisioned, including an overhaul of the online application system with CityView.
This ordinance codifies many of the changes discussed at the May study session, as well as other clean-up items. The proposed amendments modernize Chapter 30 by replacing the Special Events Committee with an administrative review process, establishing clearer application and permit timelines, reducing the standard deposit from 50% to 20%, strengthening cost-recovery and enforcement provisions, and incorporating commercial filming into the ordinance. The amendments also clarify permit applicability, organizer responsibilities, fee-setting authority, appeals, cancellations, rescheduling, and emergency procedures.
This item advances the Village Board goals of Organizational Effectiveness, Economic Vitality, and Vibrant, Diverse, Connected Neighborhoods. The proposed amendments are intended to make the special-events process more efficient, transparent, consistent, accessible, equitable, and responsive to the operational and community impacts of events.
Timing Considerations
The updated special-events process is scheduled to launch on January 1, 2027. Approval of the proposed ordinance in fall 2026 will allow staff to finalize application materials, administrative procedures, CityView workflows, and organizer guidance before applications for 2027 events are accepted.
Financial Impact
The proposed special-event fee reductions and incentives are estimated to reduce annual revenue by approximately $13,300, with an additional undetermined reduction associated with incentives for new events. These measures advance the same objective as the previously approved special-events grant program by reducing costs for organizers and encouraging community events, while avoiding the expenditure and administrative requirements of a separate grant program.
The Village does not currently charge an application fee for film permitting, but would start with this new ordinance in place and the subsequent adoption of a fee ordinance for 2027. The application fee would be $100, the same as for special events applications. The 2027 budget request will include $2,000 of revenue from this new fee.
Operations Impact
Special events have a significant operational impact across Village departments, including DEI, Police, Fire, Public Works, Public Health, and Neighborhood Services. The current process impacts staff workload, interdepartmental coordination, and the Village’s ability to effectively support the growing number of special events. The ordinance codifies process changes that will improve the allocation of resources by Police, Fire, Public Works, Public Health, and Neighborhood Services to ensure events are supported successfully.
Administration of the Special Events Program is a core function of the Neighborhood Services Department. The proposed ordinance replaces the Special Events Committee with an administrative review process coordinated by the Special Events Administrator and formalizes coordination among Neighborhood Services, Development Services, Police, Fire, Public Works, Public Health, and other reviewing departments.
Commercial-filming permitting has transferred from the Office of Diversity, Equity and Inclusion to Neighborhood Services, increasing staff responsibilities and the time devoted to application review, departmental coordination, permit issuance, billing, and collection coordination. Neighborhood Services will administer special-event and commercial-filming permits from application intake through payment collection. The revised application and CityView workflows are intended to improve coordination and reduce administrative delays.
DEI Impact
The proposed ordinance improves equitable access to the special-events process by establishing clearer, more consistent, and more transparent requirements for all applicants. Fee reductions and incentives for new events may reduce financial barriers for smaller, nonprofit, and community-based organizations that have fewer resources to support event costs.
The ordinance maintains nondiscrimination requirements, clarifies protections for First Amendment activities, and allows accessibility and other community impacts to be addressed through the application and review process. These changes support broader participation in community events and more consistent treatment of applicants.
Community Input
Staff invited all special-event organizers to participate in conversations with Village staff regarding their experiences with the permitting process. Organizers identified existing pain points and described how an improved process could better support event planning, communication, cost predictability, and timely permit decisions.
Staff incorporated this feedback into the recommendations presented to the Village Board at its May 5, 2026 study session, including the reduced deposit requirement and incentives intended to lower costs for organizers. Staff is also working with CityView to redesign the permit application and workflow to improve efficiency and transparency for both event organizers and Village staff.
Staff Recommendation
Adopt the ordinance.
Advantages:
• Modernizes the ordinance by establishing clearer roles, requirements, timelines, and decision-making authority, resulting in a more consistent and transparent permitting process.
• Reduces financial and administrative barriers for event organizers while strengthening cost recovery, payment requirements, and coordination among Village departments.
Disadvantages:
• The proposed fee reductions and incentives are expected to reduce annual Village revenue by approximately $13,300, with an additional undetermined impact from incentives for new events.
• The ordinance establishes firmer application and documentation deadlines, which may limit the Village’s ability to accommodate events or significant changes proposed close to an event date.
Alternatives
Alternative 1:
Direct staff to revise specific provisions of the proposed ordinance and return the ordinance for consideration at a future meeting.
Advantages:
• This action allows the Village Board to address specific policy concerns while retaining the overall direction of the ordinance update.
Disadvantages:
• Continuing the existing process would maintain current capacity challenges, as Village staff and resources are already stretched across a growing number of internal and external events, limiting the Village’s ability to consistently support all events.
• Could delay final CityView configuration, publication of organizer guidance, and other preparations for the 2027 special-events season.
Anticipated Future Actions
Staff anticipates returning to the Village Board with the proposed 2027 Special Event and Commercial Filming Permit Fee Schedule in November 2026.
Following ordinance approval, staff will finalize the updated applications, CityView workflows, internal procedures, and organizer guidance in preparation for the January 1, 2027 launch of the revised permitting process.
Prepared By: Paola Garibay, Neighborhood Partnerships Administrator
Reviewed By: Jonathan Burch, Assistant Village Manager/Neighborhood Services Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Ordinance Repealing and Replacing Chapter 30 (“Special Events”) of the Village Code
2. Current Oak Park Ordinance Chapter 30 Special Events
3. Special Events Study Session Presentation, May 5, 2026
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