City Council Referrals:
Presentation on City Council
Referrals Related to Events
and Associated Policies
July 28, 2026
7 Recommended Action
Receive the staff presentation on recent City Council referrals related to events and associated policies, provide direction to staff, and as appropriate, direct staff to return with policy recommendations for City Council consideration and adoption. 7 Summary of Referrals
September 23, 2025 Review of Council Policy 102-07 (Special Event Sponsorship & Endorsement) and discussion of potential policy updates April 14, 2026 Referral regarding use of the City logo and City seal, and guidance for Councilmember-hosted events, including use of City resources May 05, 2026
Referral requesting a comprehensive review of City-hosted and City- sponsored civic events, including event costs, funding, sponsorships, donations, staff resources, contracts, and related expenditures (revised reporting period: November 2022 to present)
May 05, 2026 Referral requesting a detailed accounting of State of the City off-site costs and legal guidance on determining future event locations 8 Special Events Policy and Categories
City of Chula Vista
7 Current Special Event Types
Based on Council Policy 102-07: Special Event Sponsorship and Endorsement
SPONSORED EVENTS
Policy bottom line: The current policy recognizes two event types — Sponsored and Endorsed — and both may use the City name/logo with prior approval.
SPONSORED EVENTS
What it means
City provides underwriting, significant staff support
and/or services, and funding.
Approval path
Majority Council vote; 4/5 vote when an appropriation is needed.
Typical examples
HarborFest and Starlight Parade are cited as past
sponsored events.
What it means
City helps facilitate the special event process with staff support, at the discretion of the City Manager or designee.
Approval path
Governmental and educational institutions, or
organizations that support City operations.
Typical examples
Request at least 3 months before event; Council may
endorse by majority vote if needed.
ENDORSED EVENTSCouncil approval CM discretion
7 Proposed Special Event Categories
A policy framework for defining City involvement, funding, support, and approval pathways
SIGNATURE CIVIC DEPARTMENT PARTNERED
SPONSORED SUPPORTED ENDORSED PERMITTED
7 Purpose of Event Categories
Categories help define responsibilities before staff time, funding, and public resources are committed.
Clarify Event Leadership
Identifies whether an event is
City-produced, City-led, externally
produced, or permit-driven.
Set Funding Expectations
Distinguishes funding
commitments, department
budgets, partner contributions,
and no-cost recognition.
Align Support Levels
Defines whether the City provides
operations, staff coordination,
logistics, promotion, or limited in-
kind support.
Approval Authority
Connects the event type to City
Council, City Manager,
department, administrative, or
permit approval processes.
Manage Risk
Helps confirm insurance, permits,
public safety, staffing, and cost
recovery before the event
proceeds.
Support Consistency
Creates a transparent framework
for evaluating requests and
communicating City roles and
responsibilities.
7 Event Category Spectrum
The primary distinction is the level of City participation, funding, and operational responsibility.
Signature
City organized +
produced
Civic
City-led or City-
participating
Department
Department
mission/program
Partnered
Funding + in-kind
support
Sponsored
Funding only
Supported
Limited in-kind
support
Endorsed
Recognition only
Permitted
Permit or
authorization
City-produced or City-led events require stronger
planning controls, budget alignment, and operational
coordination.
Externally produced events require clear
agreements, permits, insurance, and defined City
support limits.
Highest City
Role
Lowest City
Role
7 City-Owned and City-Led Events
These categories have the highest public identity, policy visibility, and City coordination needs.
SPONSORED EVENTS
Signature Event
City-produced flagship events that are central to the
City’s identity, culture, and community engagement
strategy. The City serves as the organizing authority
and event producer, retains operational control, and
fund them through the City controlled funds. A
Signature Event requires City Council designation by a
majority vote, or a 4/5 vote when a new appropriation
is required. Signature Events are typically managed by
the Special Events Manager.
Civic Event
City-led or coordinated events funded primarily
through City controlled funds to support civic functions, public recognition, or intergovernmental partnerships.
City funding may be supplemented by donations.
Examples
Fourth Fest, Harborfest, Starlight Parade and Festival, major Citywide celebrations
State of the City, ribbon cuttings, public recognitions, City-hosted milestones, public service appreciation
Examples
Historically, the City has accepted sponsorships, donations, and other contributions to offset the costs of Signature and Civic Events, enhance programming, reduce General and Other Fund reliance, and strengthen community partnerships. 7 Department Events
Department Events connect programs, services, and community engagement to a department’s mission.
SPONSORED EVENTS
Definition
A “Department” event is produced by an
individual City department, division, or
commission to fulfill departmental
missions, programs, or services.
• Led and managed by the sponsoring
department, division, or commission
• Funded through the department’s approved
budget or program funding
• Approved through departmental authority and
consistent with City policy
Examples
Library programs or public workshops
Parks and Recreation community activities like
Movies in the Park
Police or Fire open houses
Animal Care Services Cat Cafe
Commission-hosted forums or awareness
events
Key question:
Is the event primarily tied to a department
program, service, or mission?
7 Funding-Based External Events
Partnered and Sponsored Events provide financial support to externally produced events, but the level of City involvement differs.
SPONSORED EVENTS
DefinitionPartnered Event
An event that is collaboratively planned, funded, and
delivered by the City and one or more external
organizations through a shared commitment of
resources, responsibilities, and decision-making and
agreed-upon terms. Partnered Events advance a
mutually beneficial public purpose that aligns with the City’s strategic priorities and the partner organization’s mission. Approval of Partnered Events shall be based
on the level of City funding, resource commitments,
and applicable City policies and may require approval
by the City Manager and/or City Council.
Sponsored Event
An externally produced event recognized as providing
a community benefit and eligible for up to $10,000,
subject to the approval of the City Manager and the
eligibility criteria set forth in this policy. The City does not manage operations or planning.
Examples Examples
SDFC Watch Parties and Department Foundation Events Day of the Child and Chamber of Commerce Gala HOW THEY DIFFER Partnered = funding + in-kind services. Sponsored = funding only, with no City management of planning or operations.
7 Limited-Support and Permit-Based
Events
These categories help manage external requests with clear boundaries.
SPONSORED EVENTS
DefinitionSupported Event
An externally produced event that
receives limited City in-kind
support or logistical assistance,
subject to resource availability.
Supported Events must meet
specific eligibility criterions and
may include limited staff
coordination, public safety
coordination, equipment, facility
support, or promotional assistance.
Endorsed Event
An externally produced and funded
event that receives formal City
recognition only, with no financial,
staffing, logistical, or operational
support. Recognition may include a
letter, proclamation, resolution,
certificate, or other official
acknowledgment.
Permitted Event
An event organized and produced
by external individuals,
organizations, or entities that
requires a City-issued permit or
authorization to occur on public
property, in the public right-of-way,
or at City facilities.
Potential Examples Potential ExamplesPotential Examples Navy Ten-Miler All other private and community
events that occur in the city
Veteran's Parade
These events remain externally produced. City involvement should be defined in advance and documented through the appropriate approval, recognition, support, or permitting process. 8 Special Events Accounting Summary
City of Chula Vista
7 Background
• Councilmembers referral for City-hosted and City-sponsored civic events, including the annual State of the City event, for the period beginning November 2022 through the present
• City staff collaborated to compile event-level financial information included in the item
7 Art Fest
$55,178
$126,136
$39,782
$5,000
$-
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
$140,000
2023 2024 2025
Donations Fund
General Fund
Grant Fund
7 Boards and Commission Recognition Reception
$2,111
$1,218
$273
$3,465
$1,917
$-
$500
$1,000
$1,500
$2,000
$2,500
$3,000
$3,500
$4,000
$4,500
$5,000
2023 2024 2025
Donations Fund
General Fund
7 El Grito
$2,885
$7,717
$31,094
$46,322
$-
$10,000
$20,000
$30,000
$40,000
$50,000
$60,000
2023 2024 2025
Donations Fund
General Fund
7 Fourth Fest
$46,665
$34,083
$59,076
$6,372
$7,279
$2,780
$-
$10,000
$20,000
$30,000
$40,000
$50,000
$60,000
$70,000
2023 2024 2025
Donations Fund
General Fund
7 South Bay Earth Day
$5,271
$124,848 $124,320
$79,819
$-
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
$140,000
2023 2024 2025 2026
Environmental
Services Fund
General Fund
7 Starlight Nights
$7,358
$36,245
$0
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
$40,000
$45,000
$50,000
2022
Donations Fund
General Fund
7 Starlight Parade
$39,567
$233,939 $248,520
$70,314
$43,562
$68,262
$-
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
$350,000
2023 2024 2025
Donations Fund
General Fund
7 State of the City
$3,704
$18,731
$30,296
$35,612
$30,096
$-
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
$40,000
2022 2023 2024 2025 2026
Donations Fund
7 Swearing In
$30,487
$1,950
$-
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
2022 2024
Donations Fund
General Fund
8 State of the City
City of Chula Vista
Chula Vista Municipal Code section 2.04.020 provides that regular meetings must be held in Council Chambers. Generally, the State of the City report has been agendized as a special meeting, which does not need to be held in Council
Chambers. Accordingly, the City has the ability to hold the State of the City report at locations other than Council Chambers so long as the meeting complies with applicable law, including the Brown Act.
8 City Logo and Seal Usage
City of Chula Vista
7 Background
• Existing policy and the newly created
brand guide govern proper use of the
City Logo and Seal as official identifiers
of the City of Chula Vista
• Specifically, Policy 100-01 was
implemented to ensure consistent
application of both marks and protect
the integrity of these City identifiers
7 City Logo – Primary Identifier
• The City Logo serves as the primary visual identifier in all internal and public-facing materials, superseding the City seal in most situations (except for ceremonial uses and other uses as specified)
7 Logo Consistency Requirements
• Follow brand rules for color, spacing, backgrounds clarity.
7 Brand Guide Extension
• “Logo lockup” design process underway for use by elected officials
7 Logo Approval Process
• All proposed uses of the Logo require approval by the City Manager or their designee before implementation
7 City Seal – Authorized Uses
• From Policy 100-01...
• The City Seal is a symbol of the
City’s authority and integrity
• Its use must be strictly controlled to maintain
its sanctity and ensure it represents the
official actions and interests of the City
• Serves as the official mark of the city and is
used to authenticate and validate official
documents, certifications and ceremonial
materials
7 City Seal – Permissible Uses
• In addition, the City Seal may also be used
for:
• Apparel: Official clothing for use by elected
officials and their staff
• Business Cards: For elected and appointed
officials, where seal is used to represent
official capacity
• City Stationery: For correspondence and
communications in an official capacity
7 City Seal – Prohibited Uses
• The official City Seal must not be
altered, modified or edited in any
way or used for personal,
commercial or artistic
applications
7 Seal Exceptions Process
Exceptions to allowable
use may be granted
under special
circumstances
Exceptions require
written request to the City
Clerk, and approval must
come from City Council
or City Manager
7 Summary & Next Steps
• Policy 100-01 and City’s brand guide protect integrity and consistency of the City’s visual identity
• Adherence maintains public trust and confidence
Next Steps:
• Automated approval process will be implemented for any new Seal and Logo usage
• Ongoing compliance review of existing usage
• Commitment to replace any produced items in inventory that may be out of compliance
8 Public Comments/Council Feedback
City of Chula Vista
7 Council Consideration
Provide direction on proposed designated Signature Events and direct staff to return to Council for adoption.
Other direction as appropriate.
South Bay Earth Day Art Fest
Fourth Fest El Grito
HarborFest Starlight Parade and Festival