CITY COUNCIL POLICIES
POLICY NAME:
City of Chula Vista Special Events
Sponsorship and Endorsement Policy
POLICY NUMBER: 102-07
Effective Date: 05/05/2015 Last Revised Date: N/A Status: Active Page: 1 of 84
I. BACKGROUND
The City of Chula Vista is committed to providing and contributing to the success of holding special events outthat promote Chula Vista and attract residents and visitors. It is the City of Chula Vista’s intent to further promote events held within the Citythat contribute to community engagement, economic vitality, cultural expression, and civic pride.
ande This policy addresses the processing of requests for City sponsorship or endorsement.
Establishing this policy informs staff, event organizers, elected officials, and the public regarding how and why the City participates in special events, and ensures that City resources are allocated consistently, transparently, and in a manner that reflects City Council priorities.
II. PURPOSE
The is purpose of this policy is to establish a consistent framework for the City of Chula Vista's involvement in special events held within, and in limited circumstances outside, the City. It defines categories of City involvement, establishes approval authority and funding parameters for e ach category, and provides direction on the use of the City’s resources, the City name, and the City logo in connection with special events.
This policy is intended to improve consistency, transparency, resource planning, risk management, and alignment with City Council priorities across the full range of events the City supports, hosts, or recognizes.
The purpose of the City of Chula Vista’s sponsorship of special events is to enhance the vitality, quality of life, community engagement and economic prosperity of Chula Vista through the support of 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 events held within the City . City endorsemen t will increase the quality of the event and This policy demonstrates the Council’s commitment to sponsoring and endorsing activities that conducting and supporting activities that enhance and celebrate our vibrant community and .
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CITY COUNCIL POLICIES
POLICY NAME:
City of Chula Vista Special Events
Sponsorship and Endorsement Policy
POLICY NUMBER: 102-07
Effective Date: 05/05/2015 Last Revised Date: N/A Status: Active Page: 2 of 84
This special event sponsorship and policy is declaratory of Chula Vista’s existing administrative practice regarding the classification of events as sponsored or endorsed by the City of Chula Vista. This policy will provides guidance for staff and event planners as to the p rocess for collaborating with the City on special events.
V.III. POLICY
Event Categories
Special events in which the City provides funding, staff resources, use of the City name or logo, formal recognition, or a permit shall be classified into one of the following eight categories. Category assignment determines the applicable approval authority, funding parameters, and permissible use of the City name and logo. A list of reoccurring Signature and Civic events can be found in Attachment 1 of this policy.
City funding may be supplemented by donations.
Signature - City-owned, City-produced flagship events funded primarily through City controlled funds to highlight Chula Vista’s cultural identity and community engagement priorities. Requires City Council designation by majority vote or 4/5 vote if new appropriations are required (per the standard budget amendment process).
Civic - City-led or coordinated events funded primarily through City controlled funds to support civic functions, public recognition, or intergovernmental partnerships. Department - Events produced independently by City departments, through the City Manager’s Office, to support departmental missions or programs. Departments plan, staff, fund, and brand these events using approved logos.
Partnered - Events collaboratively planned, funded, and delivered by the City and one or more external organizations through a shared commitment of resources, responsibilities, and decision - making. Partnered Events advance a mutually beneficial public purpose that aligns with the City’s strategic priorities and the partner organization’s mission. Sponsored - Externally produced events that provide community benefit and may receive up to $10,000 in City financial support at the discretion of the City Manager. Su pport in excess of $10,000 may be authorized at the discretion of the City Council. The City does not manage operations or planning.
CITY COUNCIL POLICIES
POLICY NAME:
City of Chula Vista Special Events
Sponsorship and Endorsement Policy
POLICY NUMBER: 102-07
Effective Date: 05/05/2015 Last Revised Date: N/A Status: Active Page: 3 of 84
Supported - Externally produced events that may receive limited in-kind City services or logistical assistance, based on staff availability and City resource capacity. Endorsed Events - Externally produced and funded events that receive formal City recognition only—no financial, staff, or operational support. May receive proclamations or letters of support. Permitted - Events requiring a City-issued permit to occur on public property or within the public right of way. Receiving a permit does not constitute sponsorship or support. Event organizers are responsible for compliance with codes, safety requirements, insurance, and operations.
A “Sponsored” event is defined as a special event in which the City provides underwriting, significant staff support and/or services as well as funding from the General Fund. A majority of the City Council must vote to “Sponsor” a special event unless an appropriation is necessary, which requires a 4/5th vote of the City Council.
An “Endorsed” event is defined as a special event in which the City helps facilitate the special event process with staff support at the discretion of the City Manager or his/her designee.
General Provisions
Use of City Name or Logo - All use of the Both sponsored and endorsed special events may use the City name and logo in their promotions, with connection with a special event is subject to Council Policy 100 -01, City Identification Program: Use of Seal and Logo, including the requirement that the Logo not be altered and that all proposed uses receive prior approval from the City Manager or his/hertheir designee before printing/dissemination.
Events Outside City Limits - Partnered, Sponsored, Supported, and Endorsed Events, as defined above, may take place outside the geographic boundaries of the City of Chula Vista, provided the event otherwise meets the applicable category criteria and public purpose requirement of this policy.
Public Purpose Requirement - Consistent with California law, City funds, staff time, and resources may be committed to a special event under this policy only where a valid public purpose exists. A valid public purpose exists where the expenditure serves a direct, legitimate public Formatted: List Paragraph, Bulleted + Level: 1 +
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CITY COUNCIL POLICIES
POLICY NAME:
City of Chula Vista Special Events
Sponsorship and Endorsement Policy
POLICY NUMBER: 102-07
Effective Date: 05/05/2015 Last Revised Date: N/A Status: Active Page: 4 of 84
purpose such as informing residents, promoting civic engagement, or supporting economic development.
Donations and Behested Payments - Council Policy 270 -01, Donations to the City, does not apply to donations and contributions solicited or accepted under this policy. City staff may directly solicit donations and contributions. Solicitation of a donation or contribution by an elected official is not encouraged, however, an elected official may solicit a donation or contribution for an event under this policy, provided that a Behested Payment Report Form is completed and submitted to the Finance Department at the same time they turn in the donated funds to be deposited .
Submission of a Bbeshested Ppayment Report Form information to the Finance Department does not replace disclosure or reporting obligations that may otherwise apply under state law.
Insurance and Risk Management - For each event under this policy, the City Manager's Office, in consultation with the City's risk management office, shall evaluate whether additional insurance, indemnification, or other risk mitigation measures are required based on the nature, scale, location, and activities of the event.
Sponsored Signature Events
A request to have the City designate an event as Signature sponsor an eveneventt must undergo review to determine its relevance and appropriateness to the City’s special event purpose. The City Council will review the merits of the requested Signature Eventsponsorship, keeping in mind the criteria listed above, to determine whether the event fits the overall conditions of a signaturesponsored event. The City reserves the 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 used when considering requests for City of Chula Vista sponsorship:
By majority vote, the City Council may provide sponsorship of specialadd Signature events that are brought forth by a City Councilmember ., who is assuming responsibility as the event “leader.” In Formatted: Font: Times New Roman
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CITY COUNCIL POLICIES
POLICY NAME:
City of Chula Vista Special Events
Sponsorship and Endorsement Policy
POLICY NUMBER: 102-07
Effective Date: 05/05/2015 Last Revised Date: N/A Status: Active Page: 5 of 84
addition, to be considered, a for City Council sponsorship, a Councilmember should request should be made sponsorship at least six months prior to the actual date of the event.
Sponsored Signature events are major public events that attract large numbers of visitors and community participants to the City. Sponsored eventsand generate significant, 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 Signature Events
The City Manager’s proposed budget shall provide a recommended level of funding for special events based on the criteria noted above. These funds will be used to primarilypartially underwrite signature ponsored events for the upcoming fiscal year. Event expenses and donations will b e accounted for by event in the City’s financial system.Each sponsored event Council “leader”, as noted above, will work with staff to have a budget set forth for the event. The Finance Department will establish a deposit account for each event and provide the City Council a final accounting of the City’s sponsorship following the event.
Roles and Responsibilitiesy for Sponsored Events
Responsibility for each sponsored event will be divided:
City Council - Designates Signature Events; approves Sponsored Event funding in excess of $10,000; and appropriate funds.
The City Manager or his/her designee - will be r Responsible for overall City participation in special event coordination, staff support and the establishment of a budget management; for each event . administers this policy; maintains operational control of all Signature and Civic events; classifies events into the appropriate category; approves Department, Partnered, Sponsored (up to $10,000), Endorsed Supported and Permitted Events consistent with this policy; approves use of the City name or logo consistent with Council Policy 100-01.
The City Manager Events may require contracting an with outside professional events coordinators to provide help with planning and logistics support. The cost of the outside professional events coordinator Formatted: Font: Times New Roman
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CITY COUNCIL POLICIES
POLICY NAME:
City of Chula Vista Special Events
Sponsorship and Endorsement Policy
POLICY NUMBER: 102-07
Effective Date: 05/05/2015 Last Revised Date: N/A Status: Active Page: 6 of 84
shall be included in the budget for each sponsored event. If the outside events coordinator is under City contract, they will be retained and managed by the City Manager or his/hertheir designee.
Sponsoring or Requesting Department -– At least three months prior to the event , will be responsible for preparesdeveloping a budget, creating a detailed l ogistical plan for event s under its purview , and coordinating with the City Manager's Office and Office of Communications for prea pproval o f communications plans, branding and category classification.
Event Organizer (external) – Under the direction of the City Manager, or designee, the event organizer will be r esponsible for compliance with all applicable codes, safety requirements, and insurance requirements, and for operational management of the event, exc ept where the City has assumed operational responsibility under the Signature, Civic, Department, or Partnered Event categories.
If fundraising is necessary, a designated Councilmember will be the lead for City participation in the raising of funds (thro ugh sponsorships or direct donations) to make up the difference between the City budgeted allocation of funds and the actual event cost.
Each event will require close coordination and regular communication among responsible parties.
Partnered, Supported and Endorsed Events
A request to have the City partner, support or endorse an event must undergo review to determine its relevance and appropriateness to 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 partnered, supported or endorsed event. The City reserves the right to reject or condition its involvement at its sole discretion, subject to applicable local, state and federal laws.
At his/hertheir discretion the City Manager or theirhis/her designee may partner, support, or endorse a provide endorsement of special events that fall into one of the following categories:
Special events sSponsored by governmental, and educational and community service institutions. Special events sponsored by organizations that support the City of Chula Vista’s operations (such as the Friends of the Library, Fire Fighters Foundation, Frien ds of Chula Vista Parks and Recreation, Police Activity League).
Related to a Nnon-profit that benefitsing those that live, work or play in Chula Vista.
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CITY COUNCIL POLICIES
POLICY NAME:
City of Chula Vista Special Events
Sponsorship and Endorsement Policy
POLICY NUMBER: 102-07
Effective Date: 05/05/2015 Last Revised Date: N/A Status: Active Page: 7 of 84
In addition, to be considered by the for City endorsement, an event applicant should request partnership, sponsorship or endorsement at least three months prior to the actual date of the event. If an event fails to meet the criteria listed abovedoes not fit into one of the above event categories, the event can be proposed for endorsement consideration by through the City Council. A majority of the City Council must vote to “Partner”, “Support” or “Endorse” a special event.
HISTORY
DATE ACTION RESOLUTION NO.
05/05/2015 Adoption 2015-099
CITY COUNCIL POLICIES
POLICY NAME:
City of Chula Vista Special Events
Sponsorship and Endorsement Policy
POLICY NUMBER: 102-07
Effective Date: 05/05/2015 Last Revised Date: N/A Status: Active Page: 8 of 84
ATTACHMENT 1
LIST OF REOCCURING SIGNATURE
EVENTS
MONTH NAME OF EVENT
April South Bay Earth Day
July Fourth Fest
August HarborFest
September ArtFest
September El Grito
December Starlight Parade & Festival
LIST OF REOCCURING CIVIC EVENTS
MONTH NAME OF EVENT
January Human Relations Commission Awards Ceremony
February Black History Month Flag Raising
March Women’s History Month
Spring State of the City
April Arab American Heritage Month
May AAPI Heritage Month
May Jewish American Heritage Month
June Juneteenth Flag Raising
June Pride Month Flag Raising
Summer Annual Boards & Commissions Recognition Event
September Hispanic Heritage Month
October Disability Awareness Month
October Filipino American History Month & Flag Raising
October Indigenous Peoples Day Flag Raising
November Native American Heritage Month
November Veterans Day
CITY COUNCIL POLICIES
POLICY NAME:
City of Chula Vista Special Events
Sponsorship and Endorsement Policy
POLICY NUMBER: 102-07
Effective Date: 05/05/2015 Last Revised Date: N/A Status: Active Page: 9 of 84