COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: CITY OF CHULA VISTA SPECIAL POLICY EFFECTIVE
EVENT SPONSORSHIP AND ENDORSEMENT NUN11BER DATE PAGE
POLICY
102- 07 05/ 05/ 15 1 OF 3
ADOPTED BY: Resolution No. 2015- 099 DATED: 05/ 05/ 15
A.'%H NDED BY:
BACKGROUND
The City of Chula Vista is committed to holding special events that promote Chula Vista and attract residents and visitors. It is the City of Chula Vistas intent to further promote events held within the City. This policy addressesthe processingof requestsfor City sponsorshipor endorsement.
PURPOSE
The purpose of the City of Chula Vista' s sponsorship of special events is to enhancethe vitality, quality of life, community engagementand economic prosperity of Chula Vista through the supportof large-scale special events held within the City.
The purpose of the City of Chula Vista' s endorsement of special events is to help support community eventsheld within the City. City endorsementwill increasethe quality of the event and demonstrate the Council' s commitment to sponsoring and endorsing activities that support and celebrateour vibrant community.
This special event sponsorshipand policy is declaratoryof Chula Vista' s existing administrative practice regarding the classification of events assponsored or endorsed by the City of Chula Vista.
This policy will provide guidance for staff and event planners asto the process for collaborating with the City.
POLICY
A " Sponsored" event is defined as a special event in which the City provides underwriting, significant staff supportand/or servicesaswell asfunding from the GeneralFund. A majority of the City Council must vote to " Sponsor' a special event unlessan appropriation is necessary, which requires a 4/5a' vote of the City Council.
An " Endorsed" event is defined asa special event in which the City helps facilitate the special event processwith staff support at the discretion of the City Manager or his/her designee.
Both sponsoredand endorsed special events may use the City name and logo in their promotions, with prior approval from the City Manager or his/her designeebefore printing/ dissemination.
Sponsored Events
A request to have the City sponsor an event must undergo review to determine its relevance and appropriatenessto the City' s special event purpose. The City Council will review the merits of the
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: CITY OF CHULA VISTA SPECIAL POLICY EFFECTIVE
EVENT SPONSORSHIP AND ENDORSEMENT NUMBER DATE PAGE
POLICY
102- 07 05/ 05/ 15 2 OF 3
ADOPTED BY: Resolution No. 2015- 099 DATED: 05/ 05/ 15
AMENDED BY:
requestedsponsorship, keeping in mind the criteria listed above, to determinewhether the event fits the overall conditions of a sponsoredevent. The City reservesthe right to reject or conditions its involvement at its sole discretion, subject to applicable local. state and federal laws.
Furthermore, the following criteria will be usedwhen considering requestsfor City of Chula Vista sponsorship:
By majority vote, the City Council may provide sponsorshipof special eventsthat arebrought forth by aCity Councilmember, who is assumingresponsibility asthe event "leader." In addition, to be consideredfor City Council sponsorship, a Councilmember should request sponsorship at least six months prior to the actual date of the event.
Sponsored events are major public events that attract large numbers of visitors and community participants to the City. Sponsoredevents generatesignificant. documented levels of financial and/or promotional return to the City. Examples of past City sponsored events include HarborFest and the Starlight Parade. Sponsored events should celebrate our City' s cultural diversity and rich heritage.
Budget for Sponsored Special Events
The City Manager's proposedbudget shall provide a recommendedlevel of funding for specialevents basedon the criteria noted above. These funds will be usedto partially underwrite sponsoredevents for the upcoming fiscal year. Each sponsoredevent Council ' leader". asnoted above, will work with staff to have a budget set forth for the event. The Finance Department will establish a deposit account for eacheventandprovidetheCity Councila final accountingof theCity's sponsorshipfollowing the event.
Responsibility for Sponsored Events
Responsibilityfor eachsponsoredeventwill bedivided:
The City Manager or his/her designeewill be responsible for overall City participation in event coordination, staff support and the establishment of a budget for each event.
Eventsmay require contracting an outside professional eventscoordinator to help with planning and logistics. The cost of the outside professional events coordinator shall be included in the budget for each sponsored event. If the outside events coordinator is under City contract, they will be retainedand managedby the City Manageror his/her designee.
If fundraisingis necessary, a designatedCouncilmemberwill bethe leadfor City participation in theraisingof funds (throughsponsorshipsor directdonations) to makeupthedifference between the City budgeted allocation of funds and the actual event cost.
COUNCIL POLICY
CITY. OF CHULA • VISTA
SUBJECT: CITY OF CHULA VISTA SPECIAL POLICY EFFECTIVE
EVENT SPONSORSHIP AND ENDORSEMENT NUA1BER DATE PAGE
POLICY
102- 07 05/ 05/ 15 3 OF 3
ADOPTED BY: Resolution No. 2015- 099 DATED: 05/ 05/ 15
AMENDED BY:
Eacheventwill requireclosecoordinationandregularcommunicationamongresponsibleparties.
Endorsed Events
A request to have the City endorse an event must undergo review to determine its relevance and appropriatenessto the City' s special events purpose. The City will review the merits of the requested endorsement, keeping in mind the criteria listed above, to determine whether the event fits the overall conditions of an endorsedevent. The City reservesthe right to reject or condition its involvement at its sole discretion. subject to applicable local, state and federal laws.
At his/her discretion the City Manager or his/her designeemay provide endorsement of special events thatfall into oneof thefollowing categories:
Special events sponsored by governmental and educational institutions.
Specialeventssponsoredby organizationsthat supportthe City of Chula Vista's operations such asthe Friends of the Library, Fire Fighters Foundation, Friends of Chula Vista Parks and Recreation,. Police Activity League).
In addition, to be considered for City endorsement, an event applicant should requestendorsementat least three months prior to the actual date of the event. If an event fails to meet the criteria listed above, the event can be proposed for endorsement through the City Council. A majority of the City Council must vote to " Endorse" a special event.