FY 2022-2023 SESP Guidelines and Application Checklist Page 1 of 8
FY 2022/2023 Special Events Sponsorship Program
Guidelines and Application Checklist
Application Deadline: Monday, April 11, 2022 at 12:00 p.m. PT Late and/or incomplete submissions will not be accepted Overview and Goals
The Special Events Sponsorship Program (SESP) offers financial assistant to support large-scale special events in the City of Fremont. These events include festivals, parades, and community celebrations that require overtime or specialty staff support from the Police Department, Fire Department, Public Work Department (Street Maintenance), or Community Services (Parks and Recreations) on the days of the event. When funds are available and as approved, SESP awards will be made once a year through a competitive application and review process. The program aims to foster successful high-impact community events that:
1. Enhance economic development;
2. Encourage community participation;
3. Promote arts and cultural growth; and
4. Provide a rich variety of festivities for residents and visitors.
The program is not intended to support events where the primary purpose is fundraising for a cause.
SESP awards are meant to partially offset the cost of city services by providing financial support for events. Award amounts may vary per event per year. Organizers could request up to 50% of the anticipated total event cost or 100% of the anticipated cost of city services, whichever is higher. Award amounts may be less than the amount requested and any awards are subject to Council approval and/or the availability of funding.
Administration
Fremont Police Department manages the administrative process of the SESP, as the department also manages the permitting process for high-impact special events in the City. The special event sponsorship application and the special event permit application will be processed together in Spring of each year for events taking place in the upcoming fiscal year. SESP applications will be reviewed by a sub-committee including City of Fremont staff from various departments.
Funding and Grant Use Restrictions
The amount of available funding may vary per year depending on economic outlook and available resources. Past grant awards are no assurance of future awards. Available funds are subject to City Council approval. The City may terminate the program at any time due to unforeseen circumstances.
Grant funds must be used for event-related expenses only and not for operating deficit, administrative costs, or other organizational costs unrelated to production of the event or for any capital equipment purchases. No part of the grant shall be used to promote or inhibit religion nor for any political advocacy.
FY 2022-2023 SESP Guidelines and Application Checklist Page 2 of 8 Eligibility
To be considered for SESP, the event and the event organizer must meet ALL of the following eligibility criteria. Note that meeting the below criteria does not guarantee event sponsorship. Eligible events must submit an application to the SESP each year. Final funding decisions are recommended by staff for council approval. Applications will be rejected if ANY of the following criteria is not met:
• Event Criteria
o Event takes place between July 1, 2022 and June 30, 2023 in the City of Fremont; o Event is not conducted primarily as a fundraiser for a cause, and is not intended to convey a religious message nor advocate a political position; o Event must support all four of the SESP program goals; o Event must require the use of City services on the days of the event, specially overtime or specialty work from Police, Fire, Public Works, or Community Services. o Event must have other sources of funding sufficient to cover at least 50% of all anticipated event-related expenses;
• Event Organizer (Organization) Criteria
o Event organizer must be in good standing with the City of Fremont; o Event organizer must be a legally registered 501c(3) non-profit organization or 501c(6) business entity;
o Event organizer must have a valid City of Fremont business tax certificate, or a Fremont business tax exemption from the City’s Finance Department; and o Event organizer must be established with at least one year of successful history with the City of Fremont; new events hosted by new organizers are not eligible until year two. Successful history is further defined as those that have adhered to all special event permitting conditions and fulfillment of all event obligations, including payment to vendors and the City of Fremont. In addition, organizer’s events are those that have not resulted in an adverse impact in the community, such as the receipt of significant complaints from residents or businesses.
Application Requirement
To be considered for an award, a complete special event sponsorship program (SESP) application per event per fiscal year must be submitted together with the special event permit application. Refer to the application checklist below for information about each required document. Note that events applying for SESP is subject to an earlier deadline for the special event permit application. Partial, incomplete or late applications will not be considered. A complete SESP application packet consists all documents required for the Sponsorship Program as well as the Special Event Permit. Refer to the next section for a complete checklist of documents required.
FY 2022-2023 SESP Guidelines and Application Checklist Page 3 of 8 FY 2022/2023 Special Event Sponsorship (SESP) Application Checklist Items 1-4 are related to the sponsorship application, and items 5 – 15 are related to the event permit application. For consideration of event sponsorship, all required documents for sponsorship and permit are due together by Monday, April 11, 2022 at 12:00 p.m. Incomplete applications will not be accepted.
☐ 1. Special Event Sponsorship Program (SESP) Application
☐ 2. Event Organizer Financial Statement and Tax Return for prior two (2) years: Calendar Year 2021 and Calendar Year 2020. If 2021 Tax Return has not be filed, the City will accept Year 2020 and 2019.
☐ 3. Copy of currently valid 501c(3) or 501c(6) registration from the IRS
☐ 4. Copy of valid City of Fremont business tax certificate for 501c(6) organizations, or confirmation of Fremont business tax exemption for 501c(3) organizations from the City’s Finance Department • It is the applicant’s responsibility to obtain tax exemption confirmation from the Finance Department (email confirmation is acceptable.)
☐ 5. Special Event Permit Application for High Impact Events • All sections must be completed; answers such as “same/TBD” are not acceptable.
☐ 6. Event Program to include times, list of activities, and name of anticipated special VIPs or guests.
☐ 7. Event Venue Contract/Permission, if applicable, indicating property usage permission.
☐ 8.1. Event Site Plan (Special Event Permit Application Attachment A) that clearly indicates set up of event, stages, bleachers, tents, canopies, booths, rides, portable toilets, location of storm drains, trash/recycling/compost receptables, and other equipment or set up. ☐ 8.2. Tent(s) & Stage(s) Plan required for stages, grandstands, bleachers, special seating, enclosed tents > 400 ft, or open tents > 700 feet. ☐ 8.3. California Engineer Approved/Stamped Plan (drawing with specifications and measurements) for the event with pertinent information on tents/stages/bleachers, etc., including details on connecting ramps, rotary devices, and/or lifts. ☐ 8.4. Note: If a tent/stage permit is required, applicants must use the City's online Citizen
Access portal to submit such requests in addition to submitting the sponsorship and permit application. Additional materials and fees apply.
☐ 9. Traffic Plan/Road Detour Plan (Special Event Permit Application Attachment B), if applicable, must indicate road closures, location of cones/barricades, available entry points, and flow of traffic. If shuttles are used, the traffic plan must also indicate type, route, frequency, and drop-off location(s). Traffic plan for road closures must be developed from one of the City’s approved Traffic Vendors.
☐ 10.1. Parking Plan (Special Event Permit Application Attachment C) that indicates parking availability, location of emergency vehicle access, disabled parking, and any available bicycle parking or ride drop-off designated area.
☐ 10.2. If private parking lots are used, written permission from the property is required.
FY 2022-2023 SESP Guidelines and Application Checklist Page 4 of 8 ☐ 11. Vendor Information (Special Event Permit Application Attachment D) must include all anticipated major vendors, particularly those serving the event, such as those for stages, security, portable toilets, etc. Business vendors participating at the event can be added two weeks prior to the event.
☐ 12. Public Safety and Crowd Management Plan, required for 1,000+ attendance.
☐ 13. Private Security Plan, if private security firm will be hired for the event.
☐ 14. Daily ABC License Application required if alcohol is served.
☐ 15. Special Event Permit Application Fee of $200
The following materials can be submitted at time of application submission. If pending, they can be submitted at a later time. Applicants will be notified of the submission deadline for these documents.
☐ 16. Finalized Event Program including confirmed VIP Guests
☐ 17.1 Certificate of Insurance for the event with at least $1 million liability insurance. ☐ 17.2 Additional Insured Endorsement for the event explicitly listing the City of Fremont as additional insured.
☐ 17.3 Certificate(s) of Insurance for each carnival ride vendor, if applicable, with at least $1 million liability insurance and all rides explicitly listed. ☐ 17.4 Additional Insured Endorsement from carnival ride insurance explicitly listing the event organizer and the City of Fremont as additional insured.
☐ 18. Alameda County Health Permit required if food is served.
☐ 19. Approved Daily ABC License required if alcohol is served.
☐ 20. Written Notification to nearby businesses and residents regarding impact of event, road closures, and/or parking.
☐ 21. Vendor Contract(s) for major services, such as stages, security, portable toilets, trash, etc.
☐ 22.1. Vendors List including information on all participating vendors. ☐ 22.2. Temporary tax license fee(s) for applicable vendors.
☐ 23. Personnel List, if applicable, listing those operating carnival rides or managing kids activities.
☐ 24. Event Deposit, if applicable.
☐ 25. Other information or materials as determined necessary by the City.
FY 2022-2023 SESP Guidelines and Application Checklist Page 5 of 8 FY 2022/2023 Special Event Sponsorship (SESP) Program Timeline
Description Date
SESP Opens for Application Friday, February 11, 2022
SESP Application & Special Event Permit Application Due Monday, April 11, 2022 at 12:00 p.m. PT SESP Committee Review and Scoring of Applications May 2022 Proposed Council Review and Approval Date June 2022
Outstanding event balance due to City (if applicable) 30 days after invoice date Final Report Due for Grantees 90 days after event
Sponsorship reimbursement made to applicant
(if applicable)
After completion of Final Report &
submission of receipts/documents
Application Submission Process
A copy of all application materials and documents, including check payment of $200 special event permit fee, must be submitted together in one packet to the Development Services Center*:
City of Fremont Development Services Center
ATTN: Special Event Unit
39550 Liberty Street
Fremont, CA 94538
Check Payment should be made payable to: City of Fremont
You may wish to mail in your application or physically drop off the application. If you plan to drop off your application, you may wish to make an appointment with:
Marc Cleveland
Planner, Community Development
[email protected]
(510) 494-4543
*If mailing your application, the application packet must be received (not merely postmarked) by the deadline.
It is strongly recommended that you have an electronic copy of all submitted application materials and documents. You may wish to email a copy of your materials, but your application will not be processed until a hardcopy and payment is received by the City of Fremont’s Development Services Center.
Note about Application Deadline
Applicants are strongly encouraged to submit their applications early to give themselves ample time to resolve any unexpected issues and to confirm the City’s receipt of the application prior to the deadline.
Incomplete applications will be not accepted.
FY 2022-2023 SESP Guidelines and Application Checklist Page 6 of 8 Plan early and DO NOT WAIT until the application deadline to call with questions or to make an appointment. Staff will be in session with previously-made appointments and will not be able to respond to same day requests or inquires.
Fees
There is no cost to apply to SESP, however, application and payment for the Special Event Permit is due at time of SESP application submission. Refer to www.fremont.gov/specialevents for more information on the Special Event Permit. If your event requires a stage or tent permit, additional documents and fees apply. Stage and tent permit and inspection fees cannot be waived and all related fees must be paid for by the applicant prior to issuance of the permit.
Public Nature of Application Materials
Applications submitted for SESP become the property of the City of Fremont and shall be regarded as public records, with the exception of those elements in the application which are defined by the applicant as business or trade secrets and designated as Confidential, Trade Secret, or Proprietary.
These elements are not required and not encouraged to be included in the application. The City shall not in any way be liable or responsible for the disclosure of any such application or portions thereof, if they are not designed as Confidential, Trade Secret, or Proprietary or if the disclosure is required under the Public Records Act. If an organization wishes to designate elements of the application as confidential, business or trade secret, they must submit a letter at the time of application identifying the specific sections of their application that should be defined as such. Although the California Public Records Act recognizes that certain information may be protected from disclosure, the City may not be in a position to establish that the information that an applicant submits is protected. If a request is made for information marked Confidential, Trade Secret, or Proprietary, the City will provide the applicant who submitted the information with reasonable notice to allow the applicant to seek protection from disclosure by a court of competent jurisdiction.
FY 2022-2023 SESP Guidelines and Application Checklist Page 7 of 8 Evaluation Criteria
SESP Applications will be evaluated according to the following criteria, in the context of the applicant’s overall goals and the purpose and goals of the Special Event Sponsorship Program:
• Event Narrative and Significance - 50% (Section 2 of application) o Clarity of the event’s nature, structure and vision and how well the event relates to the applicant’s mission, purpose and goals.
o How well the event components demonstrate support of SESP program goals:
1. Enhance economic development;
2. Encourage community participation;
3. Promote arts and cultural growth; and
4. Provide a rich variety of festivities for residents and visitors.
• Financial Capabilities and Event Execution – 50% (Sections 3 of application) o Ability to produce a profitable or break-even event measured on a cash basis; o Extent of diversified financial support and in-kind contributions and/or volunteer resources used to leverage the City’s grant funding;
o Ability and experience in producing a well-planned and safe event; o Depth of managerial and organizational capacity.
Rating System
When evaluating each criterion, members of the decision committee will use the following 10-point scale, which is then translated to the appropriate weight for each criterion. An application must receive an overall score of at least 7 points for funding consideration. • Exceptionally Responsive (9 –10 points)
o Considerably exceeds expectations;
o Demonstrates historical proof that performance is or will be outstanding; o Strongly merits funding.
• Very Responsive (7 - 8 points)
o Meets and somewhat exceeds expectations;
o Criterion is successfully fulfilled, and performance is above the norm; o Merits funding.
• Basically Responsive (5 - 6 points)
o Meets the generally accepted standards of the criterion; o Needs improvement in order to merit any funding.
• Minimally Responsive (3 - 4 points)
o Weak response to the criterion;
o Does not demonstrate that performance meets generally accepted standards; o Does not merit funding.
• Unresponsive (0 – 2 points)
o Fails to meet the criterion;
o Does not merit funding.
FY 2022-2023 SESP Guidelines and Application Checklist Page 8 of 8 Appeals
An applicant may file an appeal of the SESP Decision Committee’s funding decision only if it is based one of the following circumstances:
• Required application materials that were submitted by the deadline were omitted from the materials the Committee considered during the review process; • A member of the Committee did not recuse her/himself even though s/he had a conflict of interest, as such term is defined under state law, in relation to an applicant, which should have resulted in the council member’s recusal from evaluating the application or participating in a discussion regarding the applicant.
The Committee will not consider appeals based on any other circumstances, including but not limited to:
• Correcting applicant errors and omissions in the application or review process; • Information received after the application deadline;
• Disagreements about the merits of the application relative to others the Committee considered.
Applicants must submit their appeals in writing to the City Manager’s Office within the specified time period after funding notifications have been sent. The notification will specify the deadline to file an appeal.
Final Report
SESP grantees must submit a Final Report for the event on a City-provided form (to include a post-event evaluation, attendance and final budget) no later than 90 days after the event is held. Grantees must be current on filing required reports before they can receive grant funding.
Acknowledging City Support
Grant recipients must acknowledge the City’s financial support in all appropriate materials and media.
The acknowledgement should read, “Supported in part by the City of Fremont” or similar language, unless the City is a part of a list of supporters. In the latter case, the acknowledgement may say simply City of Fremont. Grantees must display the City’s logo whenever other sponsor logos are displayed, and in accordance with City logo use guidelines.
Contact
For questions regarding the Special Event Sponsorship Program or the permitting process for high- impact special events, contact:
• Amy Gee, Management Analyst, Fremont Police Department Phone: (510) 790-6967, Email: [email protected]
For questions regarding stage and tent permits, and submission of the application contact:
• Marc Cleveland, Planner, Community Development
Phone: (510) 494-4543, Email: [email protected]
SESP Application Page 1 of 8 (Rev 2/9/2022)
Special Events Sponsorship Program Application
for Festivals, Parades, and Community Celebrations
Section 1: Event and Contact Information
E
vent Name: __________________________________________________________________________ E
vent Date(s): _________________________________________________________________________ E
vent Location: ________________________________________________________________________ Event Organization: ______________________________________ __ Type: ☐ 501(c)3 ☐ 501(c)6 Anticipated Attendance: Award Amount Requested: ________________ A
ddress: _____________________________________________________________________________ A
pplicant Name: _________________________________ Phone Number: ________________________ E
mail: _______________________________________________________________________________ Section 2: Event Narrative and Significance (50% of scoring weight)
2.1 In the space provided below, briefly describe the event’s nature, structure and vision and how well the event relates to your organization’s mission, purpose and goals. The description should be brief and succinct. Do not attach additional sheets.
SESP Application Page 2 of 8 (Rev 2/9/2022)
2.2 In the space provided below, describe how the event demonstrat e support of SESP program goals.
Do not attach additional sheets.
2.2.1 Enhance economic development
2.2.2 Encourage community participation
SESP Application Page 3 of 8 (Rev 2/9/2022)
2.2.3 Promote arts and cultural growth
2.2.4 Provide a rich variety of festivities for residents and visitors SESP Application Page 4 of 8 (Rev 2/9/2022)
Section 3: Financial Capabilities and Event Execution (50% of scoring weight) In the space below, describe your organization’s financial capabilities and even t execution experience.
The description for each category should be brief and succinct. Do not attach additional sheets.
3.1 Ability to produce a profitable or break-even event measured on a cash basis
3.2 Extent of diversified financial support and in-kind contributions and/or volunteer resources SESP Application Page 5 of 8 (Rev 2/9/2022)
3.3 Ability and experience in producing a well-planned and safe event
3.4 Depth of managerial and organizational capacity
SESP Application Page 6 of 8 (Rev 2/9/2022)
Section 4: Event Budget/Anticipated Expenses
Group expenses into major categories below. Specify up to five other categories. Budget must include City of Fremont Services (based on anticipated cost of City staff; email [email protected] for quote.) Section is required but will be not scored or contributed to the merit of the application.
Description Amount
City of Fremont Services (Police, Fire, Street Maintenance on day(s) of event) $ Permit Fees $
Event Staff - None City of Fremont Services $
Promotion and Marketing $
Venue $
Stage/Tent/Canopy Set Up $
Decoration/Other Site Set Up $
Supplies and Equipment $
Food/Catering $
Program/Activities/Performances $
Security $
Portable Toilets $
Trash, Recycling, Compost, and Related Services $
Other Vendors $
Other 1, specify: $
Other 2, specify: $
Other 3, specify: $
Other 4, specify: $
Other 5, specify: $
Total Anticipated Expenses $
SESP Application Page 7 of 8 (Rev 2/9/2022)
Section 5: Available Funding
This section is required, however, information provided will be not scored and does not contribute to the merit of the application. Applicants may request up to 50% of total event costs or 100% of City of Fremont service cost, whichever is higher. Event must have at least 50% in other funding sources Specify all available funding sources and amounts for the event . Indicate if funding is confirmed or anticipated. Include SESP Award and requested amount as an anticipated funding source. Attach additional sheets if necessary.
Description Status Amount
1: Fremont Special Event Sponsorship Program (SESP) Award ☒ Anticipated ☐ Confirmed
$
2: ☐ Anticipated
☐ Confirmed
$
3: ☐ Anticipated
☐ Confirmed
$
4: ☐ Anticipated
☐ Confirmed
$
5: ☐ Anticipated
☐ Confirmed
$
6: ☐ Anticipated
☐ Confirmed
$
7: ☐ Anticipated
☐ Confirmed
$
8: ☐ Anticipated
☐ Confirmed
$
9: ☐ Anticipated
☐ Confirmed
$
10: ☐ Anticipated
☐ Confirmed
$
11: ☐ Anticipated
☐ Confirmed
$
12: ☐ Anticipated
☐ Confirmed
$
13: ☐ Anticipated
☐ Confirmed
$
14: ☐ Anticipated
☐ Confirmed
$
15: ☐ Anticipated
☐ Confirmed
$
Total Funding: $
SESP Application Page 8 of 8 (Rev 2/9/2022)
S
ection 6: Event Revenue
This section is required, however, information provided will be not scored and does not contribute to the merit of the application. Specify the net revenue amount for the last two years the event occurred.
Date and Year Event Occurred Net Revenue
1: $
2: $
Section 7: Affidavit and Signature
The SESP application requires two signatures: 1) applicant, and 2) CFO or Treasu rer of Event Host Organization, unless the same person serves as both the applicant and the CFO/Treasurer for the Organization.
A
FFIDAVIT OF APPLICANT
I certify that the information contained in the foregoing application is true and correct to the best of my knowledge and belief. I understand that this application is made subject to the rules and regulations established by the City Council and/or the City Manager or the City Manager's designee. Applicant agrees to comply with all reporting and sponsor acknowledgement requirements if the event is awarded a grant under the Special Event Sponsorship Program . I agree to abide by all requirements and further certify that I, on behalf of the Event Organization, am also authorized to commit that organization, and therefore agree to be financially responsible for any costs and fees that may be incurred by or on behalf of the Event to the City of Fremont. I further agree to pay back any or all of the awarded grant to the City of Fremont within 30 days of notification if the event is canceled or modified significantly from the original proposed activities as determined by the SESP Decision Committee, City Council, and/or the City Manager or the City Manager’s designee.
P
rint Name of Applicant: _____________________________________ T
itle: _____________________________________________________ A
pplicant Signature: _________________________________________ Date: ______________________ P
rint Name: ________________________________________________ T
itle (select one): ☐ Chief Financial Officer ☐ Treasurer S
ignature: __________________________________________________ Date: _____________________