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A Resolution Approving and Adopting the 2026 Special Events Fee Schedule
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Introduction
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This item requests Village Board approval of the 2026 Special Events Fee Schedule. Staff will return in Q2 with recommendations regarding potential updates to the special events ordinance, permitting process, and fee structure.
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Recommended Action
Adopt the Resolution approving the 2026 Special Events Fee Schedule.
Prior Board Action
The Board has taken the following prior action(s):
• On February 18, 2025, the Village Board approved RES 25-148: A Resolution Approving and Adopting the 2025 Special Event Fees
• On April 11, 2024, the Village Board approved RES 24-138: A Resolution Approving and Adopting the 2024 Special Event Fees
• On February 6, 2023, the Village Board approved RES 23-65: A Resolution Approving and Adopting the 2023 Special Event Fees
Background
Staff annually review the Special Events Fee Schedule and bring forward recommended updates to the Village Board to ensure that fees remain aligned with actual service delivery costs, inflationary factors, and staffing and equipment requirements for permitted events.
Preparation of the 2026 fee schedule was led by Neighborhood Partnerships staff in coordination with multiple departments that support special event permitting and operations, including Police, Fire, Public Health, Public Works, and Development Services. Departments reviewed applicable rates and equipment charges and provided updated information to reflect anticipated 2026 costs.
Approval of the annual Special Events Fee Schedule advances several of the Village Board’s 2024-2025 goals, including promoting fiscal responsibility and affordability through periodic review of Village fees, supporting community health and safety by ensuring adequate resources for event operations, fostering vibrant and connected neighborhoods through well-managed community events, and strengthening economic vitality by supporting business districts and special event programming.
In addition to preparing the 2026 fee schedule, staff are evaluating broader components of the Village’s special events program, including the ordinance framework, permitting processes, and long-term fee methodology. Staff anticipates returning to the Board in Q2 for a study session to present findings and potential recommendations for future policy and procedural updates.
Timing Considerations
Adoption of the 2026 Special Events Fee Schedule is necessary in advance of the upcoming event season. The first permitted events of the year typically occur in April, with additional events scheduled throughout the spring, summer, and fall months. Approval at this time will allow staff to apply the updated fees consistently during the 2026 season and provide clarity to event organizers during the permitting process.
Financial Impact
There is no additional expenditure associated with adoption of the 2026 Special Events Fee Schedule, as departmental budgets already account for anticipated costs. The fee schedule establishes the rates used to recover costs through event-related revenues.
Operations Impact
Preparation of the annual Special Events Fee Schedule is part of the Neighborhood Partnerships Department’s regular operating functions and is conducted in coordination with Police, Fire, Public Health, Public Works, and Development Services. The work associated with this item was completed using existing staff resources and did not require outside consultants.
Adoption of the 2026 fee schedule will not require additional staffing or changes to existing workflows. Departments will continue to administer special event permitting, staffing, and billing using established procedures.
DEI Impact
Adoption of the 2026 Special Events Fee Schedule is administrative in nature and does not directly change access to services or programs. There is no immediate DEI impact associated with this item. Staff anticipates that equity considerations will be incorporated into the broader review of the special events ordinance, permitting processes, and fee structure planned for Q2, including evaluation of affordability, accessibility, and potential disparate impacts on community organizations and small businesses.
Community Input
There has been no community input given in relation to this item. Staff anticipates engaging stakeholders as part of the future study session and policy review process planned for Q2.
Staff Recommendation
Staff recommends adoption of the Resolution approving the 2026 Special Events Fee Schedule. The proposed fee schedule reflects the annual departmental review of staffing, equipment, and operational costs associated with permitted events and is intended to ensure that fees are aligned with the Village’s cost-recovery objectives while maintaining consistent and transparent rates for event organizers.
Advantages:
• Ensures that fees are updated to reflect current service delivery costs, inflationary factors, and departmental staffing and equipment needs.
• Provides clarity and consistency for event organizers prior to the 2026 special events season and supports predictable administration across departments.
Disadvantages:
• Fee adjustments may increase costs for some event organizers.
• Broader structural or policy changes to the special events program will be considered at a later date through the planned Q2 study session rather than as part of this action.
Alternatives
Alternative 1:
Maintain the existing fee schedule for the 2026 season.
Advantages:
• Avoids fee changes for event organizers in the short term.
• Requires no immediate administrative updates.
Disadvantages:
• May result in fees that do not fully reflect current staffing and operational costs.
• Could reduce cost recovery for Village services associated with permitted events.
Anticipated Future Actions
Staff anticipates returning to the Village Board in Q2 2026 with a study session to review potential revisions to the special events ordinance, permitting processes, and long-term fee methodology.
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. Resolution Special Event Fees 2026
2. Special Event Fees Schedule 2026