The Winnebago County Clerk’s Office is responsible for issuing licenses and collecting fees for "Coin-in-Slot Machines" located within incorporated areas of Winnebago County.

Annual Renewal Timeline

All Amusement Device Licenses are valid for one calendar year and expire annually on December 31st. To ensure continued compliance, the Clerk's Office follows this renewal schedule:

• By November 1st: Renewal packages are mailed to all current license holders.
• By December 31st: All renewed licenses and fees must be processed to avoid expiration.

Renewal Package Contents

When you receive your renewal mailing, it will include the following essential documents:

• Machine List Form: A document for the applicant to list all machines currently licensed within the County.
• Fee Schedule: A breakdown of the current fees associated with each licensing category.
• Application for Renewal: Depending on your business model, you must complete one of the following two applications:

1. Application to Display (Owner-Operator)

• Official Name: "Application for License to Display Coin-in-Slot Amusement Devices" on the Premises.
• Who should use this: Individuals or businesses that own the equipment and operate it on their own premises.
• Click Here for application. (Downlaod PDF Form)

2. Application to Lease (Distributor)

• Official Name: "Application for License to Engage in the Business of Leasing, Renting, or Contracting for the Use or Display of Coin-in Slot Amusement Devices."
• Who should use this: Individuals or businesses that own the equipment but lease and rent it to others for use.
• Click Here for application (Download PDF Form)

The Winnebago County Clerk issues only certified copies of birth records. If you were born in Winnebago County, your birth record is kept in our office.

You may obtain a certified copy of your birth certificate in person (with valid ID) at our office or through the mail by completing and mailing this form along with a copy of your driver's license or acceptable identification. The cost is $17 for the first certified copy and $5 for each additional copy.

For your convenience, you may also submit an online request through: Official Records Online. An additional fee is charged by Official Online Records for this service, and all major credit cards are accepted, including American Express, Discover, MasterCard and Visa.

Click Here to make a request through the ORO (Official Records Online) portal.

The only individuals that may purchase a birth record are the parents (if listed on the certificate), the individual whose name is on the certificate (must be 18 years or older), or a court-appointed representative (with appropriate papers).

Under Illinois State law (410 ILCS 535 - Vital Records Act) only specific individuals have legal acces to birth, death, or marriage certificates. Vital Records are not considered public information, nor are they subjet to the Freedom of Information Act. 

The Winnebago County Clerk issues only certified copies of death records, which are acceptable for legal identification purposes. If the death occurred in Winnebago County, the death records are kept in our office.

You may obtain a certified copy of the death record in person (with valid ID) at our office or through the mail by completing and mailing this form along with a copy of your driver's license or acceptbble identification. The cost is $21 for the first certified copy and $9 for each additional copy.

Your documents can be ordered online. An additional fee is charged by Official Records Online for this service, and all major credit cards, including American Express, Discover, MasterCard or Visa are accepted.

Click Here to make a request through the ORO (Official Records Online) portal.

A death certificate may be purchased by: a family member; an attorney for the Estate; and/or the Executor of the Estate. It is not a public record and can not be accessed by FOIA.  

Winnebago County DBA / Assumed Name Registration

The Winnebago County Clerk's Office administers "Doing Business As" (DBA) business licenses, officially known as Assumed Name Certificates of Intention and Certificates of Ownership.

 Who Needs to File?

All sole proprietorships and partnership businesses operating in Winnebago County must file for an Assumed Name (DBA) license.

Note for LLCs & Corporations: If you are starting a Limited Liability Company (LLC) or a corporation, you must file with the State of Illinois in Springfield. CLICK HERE.

Procedure for Filing an Assumed Name (DBA)

The registration process involves three main phases: Filing, Publication, and Final Certification.

Phase 1: Initial Filing with the County Clerk

Apply online CLICK HERE or visit the courtesy kiosk in the Clerk's Office.

Present a valid driver's license or State ID for identification.

Pay the $30.00 non refundable filling fee when submitting the "Assumed Name Certificate of Intention."

You will receive a receipt for the payment and two copies of the "Assumed Name Certificate of Intention."

Phase 2: Newspaper Publication Requirement

This mandatory step ensures public notice of your business name.

• Action: take the receipt and one copy of the "Assumed Name Certificate of Intention" to a local newspaper of your choosing.
• Newspaper Criteria: the newspaper must publish at least once a week, for three consecutive weeks and it must include news, and have a legal notice section.
• Timeline: the notice must appear in the newspaper within 15 days of your initial filing with the County Clerk's Office.
• Cost: you are responsible for all publication fees charged by the newspaper.

Phase 3: Final Certification

1. Submit Proof of Publication: Upon completion of the three-week publication, the newspaper will usually mail the "Certificate of Publication" directly to the County Clerk's office.
   • Recommendation: please check with the newspaper to ensure they have sent this certificate to the Clerk's Office promptly.
2. Receive Certificate: once the Clerk's office receives the "Certificate of Publication," they will issue your official "Certificate of Ownership," which confirms your business is registered in Winnebago County.
3. Commencement of Business: do not operate your business under the Assumed Name until you have officially received the "Certificate of Ownership" from the Winnebago County Clerk's Office.
4. If more than one owner is involved, they all need to be present to sign the certificate of intention.

Ongoing Obligations

• Changes: any changes in ownership or the business address must be updated and filed with the County Clerk's Office.
• Disclaimer: The Winnebago County Clerk's Office cannot provide any legal advice. Please ensure your application is accurate, as no refunds can be issued for filing fees.

Local Newspaper Contacts (For Publication)

Rock River Times 128 North Church Street, Rockford, IL 61101                                                      Phone: 815.964.9767

Rock Valley Publishing, 7124 Windsor Lake Parkway Suite 4, Loves Park, Il 61111                       Phone: 815.877.4044

Tax Information

State Tax: Illinois Department of Revenue  

CLICK HERE

Federal Tax  IRS Building, 4920 East State Street, Rockford, IL 61108                                              Phone: 800.829.1040

The Winnebago County Ordinance requires licenses to construct, operate or maintain an auto court and resort, motel, auto inn or roadside hotel. 

An application must be filled out and submitted to the Winnebago County Clerk’s Office. The annual fee is $10.00, plus $2.00 for each unit available. The fee will not exceed $200.00 per year. The license will expire on April 30th of every year.

Click here for the Hotel/Motel License application

The Winnebago County Clerk's office issues liquor licenses for businesses located in the unincorporated areas of Winnebago County, outside the corporate limits of any city, town or village. Our office accepts and processes the liquor applications and fees for sole proprietors, partnerships and corporations.

Click here for the Winnebago County Liquor Ordinance (includes fees)

The Winnebago County Liquor Commission approves the applications at a hearing, and the County Clerk then issues the liquor license.

Click here for an Application Check List
Click here of an Employee List Form
Click here for a 'Notice of Catered Event' Form

APPLICATIONS:

• Individual or Partners Application
• Corporation Application
• CATERER - Individual or Partners Application
• CATERER - Corporate Application

VIDEO GAMING 

The Winnebago County Clerk's office issues video gaming licenses for businesses located in the unincorporated areas of Winnebago County, outside the corporate limits of any city, town or village. Our office accepts and processes the video gaming applications and fees for sole proprietors, partnerships and corporations.

Click here for the Application for License to Operate Video Gaming Devices on the Premises

Click here to Itemize your Video Gaming Devices

If you plan to be married or joined by civil union in Winnebago County, Illinois, you need to purchase a license from our office. Your residence is not a consideration. 

Applicants must apply through the website portal to start the process OR in-person utilizing the courtesy kiosk located in the Clerk’s Office (404 Elm Street, Room 104.)

As per State law the license MUST be purchased one day prior to being married and are valid for 60 days thereafter. The license cost is $40.00 and we accept Cash, Credit and Debit Cards. Unfortunately, we cannot accept any "bills" over $50.00 For other frequently asked questions regarding marriage licenses, please click here.

IMPORTANT: After completing the application, contact the Winnebago County Clerk’s Office to SCHEDULE AN APPOINTMENT to receive your license. Office hours are between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday:  (815) 319-4250. You must call to schedule an appointment to receive your license. Both applicants must be present at the appointment.

The Winnebago County Clerk issues only certified copies of marriage and civil union records, which are acceptable for legal identification purposes. If the marriage or civil union was officiated in Winnebago County, the marriage and civil union records are kept in our office.

For your convenience, you can process online requests through Official Records Online. All major credit cards are accepted, including American Express, Discover, MasterCard or Visa.

You may obtain a certified copy of the marriage and civil union certificate in person (with valid ID) at our office or through the mail by completing and mailing this form along with a driver's license or acceptable identification. The cost is $17 for the first certified copy and $5 for each additional copy. 

Click Here to make a request through the ORO (Official Records Online) portal.

The only individuals that may purchase a certified copy of a marriage application or civil union application are the persons bonded in that marriage or civil union, parents of the persons bonded in that marriage or civil union, or a court appointed representative. Any individual can purchase a certified copy of a marriage or civil union license.

The Winnebago County Clerk’s Office issues raffle licenses for raffles that will be conducted only in the County of Winnebago, Illinois, including any of the cities, villages and unincorporated areas, with the exception of the Village of Durand, Illinois.

A raffle is a form of gambling similar to a lottery where a player pays for a chance to win.  The raffle must be conducted by an organization licensed under the Winnebago County Raffle Ordinance and only not-for-profit organizations that have been in existence for 5 years or more are eligible to have a raffle.

Click here for more information, fees and forms.

Winnebago County Board Meeting dates are established by Board Resolution. Meetings are held in Room 815 on the 8^th floor of the Winnebago County Courthouse, 400 West State Street.  Attendance at the meeting is not required.  If your license is not approved, we will notify you by telephone on the day after the Board meeting.  If your license is approved, it will be mailed to you the next day.

Reminder:  Organizations shall submit applications to the County Clerk’s Office located in the County Administration Building, 404 Elm Street, Room 104 at least ten (10) days prior to the County Board Meeting at which approval is desired. The Board normally meets on the second and fourth Thursday of each month. Applications received after the deadline may not be processed in time to submit to the County Board and may be held and submitted at the following County Board meeting.

Financial reports must be submitted to the County Clerk following the payouts. Please choose the correct report below, enter all information and return to the County Clerk's Office via email This email address is being protected from spambots. You need JavaScript enabled to view it. or mail/bring into the Clerk's Office.

A, B & C Raffle Financial Report

D, E & F Raffle Financial Report

A copy of the Licensee's written use agreement with the terminal operator for placement of the video gaming terminals must be submitted with this Application.

Each Application for License to Operate Video Gaming Devices must be accompanied by the appropriate Gaming Establishment License and Terminal Operator License, as required by the Illinois Gaming Board.

If the Licensee is a corporation, a list of all officers, directors, and stockholders must be attached to this application.

The annual fee for Video Gaming terminals on each premises is $25.00 for each terminal; up to a maximum of six per licensed premises.

The applicant herein will not violate any of the laws of the State of Illinois or the United States of American in the conduct of his business of Video Gaming devices.

If a license is issued, the applicant agrees to comply with the laws, rules and regulations that may apply to and govern such business.

Follow this link to start the application process.

Video Gaming Application

The Winnebago County Clerk issues only certified copies of birth records. If you were born in Winnebago County, your birth record is kept in our office.

You may obtain a certified copy of your birth certificate in person (with valid ID) at our office or through the mail by completing and mailing this form along with a copy of your driver's license or acceptable identification. The cost is $17 for the first certified copy and $5 for each additional copy.

Or, for your convenience, you can process online requests here: Official Records Online. An additional fee is charged by Official Online Records for this service, and all major credit cards are accepted, including American Express, Discover, MasterCard or Visa.

Click Here to do a preliminary search of records (pre-dating 2009) to verify that we have the record before you call. 

Click Here to make a request through the ORO (Official Records Online) portal.

The only individuals that may purchase a birth record are the parents (if listed on the certificate), the individual whose name is on the certificate (must be 18 years or older), or a court-appointed representative (with appropriate papers).

Under Illinois State law (410 ILCS 535 - Vital Records Act) only specific individuals have legal acces to birth, death, or marriage certificates. Vital Records are not considered public information, nor are they subjet to the Freedom of Information Act.