City of Imperial Beach
Special Event Policies and Procedures
20 b. All decorative materials used must be fire resistant or flame retardant and have a fire extinguisher with a minimum UL rating of 2-A-10B: C that is accessible to the operator.
No open flames are permitted on floats and/or parade vehicles. c. No flammable or combustible liquids are permitted on floats or parade vehicles. d. All exhaust pipes must be leak-free and insulated from float and vehicle decorations. e. All drivers must have a valid driver’s license.
8. Aquatic Activities – If an event incorporates aquatic activities, the Applicant is required to provide a Water Safety Plan as part of the permit review process. The plan must include a map of all swim or other courses and desired positioning of lifeguard resources. The plan must also include the method(s) for getting a rescued participant medical attention if needed. The City of Imperial Beach reserves the right to require additional safety resources. All lifeguard services will be billed at the City’s fully burdened rate.
9. Performances – Each Applicant must provide a description of the types of performances or entertainment that will occur at the event. The City of Imperial Beach does not allow event activities or components that are not included in the permit application. Applicants are expected to prevent and stop unruly and risky behavior at your event, or the performance may be terminated.
10. Amplified Sound – Each Applicant will carefully assess the environment of the event and develop a plan that best limits the impact of sound generated by event activities to the surrounding neighborhood. Issues to consider include but are not limited to:
a. The direction speakers are oriented and the use of directional speakers. In Pier Plaza, speakers must be pointed toward the ocean and away from any residence, business, or lifeguard operations.
b. Placement of smaller sound systems in specific locations throughout the venue rather than far-ranging single amplification systems.
c. Provision of information to area residents and businessesthat might be impacted by noise from your event. Each Applicant must include a mobile number that is staffed by an event representative throughout the event set-up, event duration, and dismantle. d. Loud and unreasonable noise at any time of day or night (including music) is not allowed.
A City or law enforcement representative that determines noise from your event is offensive to others may require an Applicant to lower or discontinue the noise. In some instances, decibel readings at pre-determined locations throughout the event may be required.
11. Accessibility – Each event must comply with all city, county, state and federal disability access laws and regulations including all temporary venues, related structures, and outdoors sites. The event plan must include accessible routes through the event venue, including parking areas and passenger loading and unloading zones.
City of Imperial Beach
Special Event Policies and Procedures
21 Acknowledgement
The following acknowledgement, as amended by the City from time to time, will be included on the application form for a Special Use Permit:
AFFIDAVIT OF APPLICATION AND INDEMNIFICATION
By signing the Special Event Permit Application, the Applicant, and the Alternate Contact, if different from the Applicant, listed on the permit application, agree to the following terms and conditions as they relate to their respective role(s):
I, the undersigned, declare upon penalty of perjury that the information contained in the foregoing application and attachments is true and correct to the best of my knowledge and belief, that I have read, understand and agree to abide by the rules and regulations governing the proposed special event under the Imperial Beach Municipal Code and other applicable city, local, state and federal codes, laws, policies and regulations. Further, I understand this application is made subject to rules, regulations, and procedures included in the Special Event Policies, additional documentation provided by city representatives and/or rules and regulations established by the Mayor or the Mayor’s designee as described in the Imperial Beach Municipal Code.
By applying for a special event permit I agree and understand that I have the sole responsibility at all times to be knowledgeable about, fully understand, and to meet or exceed all local, state and federal codes, laws, policies, and regulations associated with the Event including but not limited to the provisions of the Imperial Beach Municipal Code, Special Event Permit Application, Special Event Policies, other city documents, Permits, requirements and/or correspondence.
Furthermore, I understand that I and my representatives accept the venue in an as-is condition and are responsible for inspecting all areas within the event venue and immediate surrounding areas for hazards and will take any necessary steps to protect event participants and attendees until corrective/remedial measures are implemented.
I further understand that knowingly providing any false information is cause for the immediate denial of a special event permit, the suspension of a special event permit if one has already been issued, and/or the denial of future special event permits being issued. I understand in the event of a major incident, my event may be postponed or terminated for the sake of public safety and welfare (e.g., major crime incident, fire, flood, or any act of God).
In the event a possessory interest subject to property taxation is created by virtue of this use permit, I agree to pay all possessory interest taxes and the City of Imperial Beach shall not be liable for the payment of such taxes. I further agree the payment of any such taxes shall not reduce any consideration paid to the city pursuant to this permit. I agree to abide by these rules, and further certify I, the undersigned, am also authorized to commit the organization, and therefore agree to be financially responsible for any cost and fees that may be incurred by or on behalf of the event to the City of Imperial Beach.
I acknowledge the Applicant listed on this permit application is the legally and financially responsible entity for the overall organization, management, and implementation of the event and its related activities. If the Alternate Contact on the permit application is not the same as the Applicant, I authorize
City of Imperial Beach
Special Event Policies and Procedures
22 the Alternate Contact to represent my organization throughout the permit process and event duration, including set-up and dismantle timeframes. Furthermore, I authorize the Alternate Contact listed on this permit application to sign city permits and other documents as well as make financial and operational commitments on behalf of the Host Organization.
I HEREBY CERTIFY THE FOREGOING STATEMENTS TO BE TRUE AND CORRECT AND AGREE TO INDEMNIFY
AND HOLD HARMLESS THE CITY OF IMPERIAL BEACH, ITS MAYOR, CITY COUNCIL, OFFICERS, AGENTS, AND
EMPLOYEES FROM AND AGAINST ANY AND ALL LOST, DAMAGES, LIABILITY, CLAIMS, SUITS, COSTS AND EXPENSES, WHATSOEVER, INCLUDING ATTORNEY’S FEES, REGARDLESS OF THE MERIT OR OUTCOME OF ANY SUCH CLAIM OR SUIT ARISING FROM OR IN ANY MANNER CONNECTED TO THE REQUESTED ACTIVITY.
I ALSO AGREE, IF APPROVED, TO COMPLY WITH ALL PERMIT CONDITIONS, INCLUDING THOSE LISTED IN
THE SPECIAL EVENT POLICIES AND OTHER DOCUMENTS PROVIDED BY CITY REPRESENTATIVES AND
UNDERSTAND THAT FAILURE TO COMPLY WITH ANY CONDITION OR ANY VIOLATION OF LAW MAY RESULT
IN THE IMMEDIATE CANCELLATION OF THE EVENT, DENIAL OF FUTURE EVENTS WITHOUT ADMINISTRATIVE RECOURSE RIGHTS AND/OR CRIMINAL PROSECUTION.
PRINT FULL NAME
SIGNATURE DATE
ALTERNATE CONTACT
SIGNATURE DATE
ATTACHMENT 2
2022 Permitted Special Events in Imperial Beach
Event Name Fee Waiver Requested In-Kind Support Requested Padres Pedal the Cause Not Requested Not Requested
Easter Sunrise Service Not Requested Not Requested
IBAC Horseshoe Tournament Not Requested Not Requested
IBAC Cornhole Tournament Not Requested Not Requested
Pow-wow by the Sea Not Requested Not Requested
Sun & Sea Festival Requested (application fee,
amplification fee, reserved
parking fee, safety inspection)
Requested (financial support
for fencing, security guard,
lighting, and tidelands staff
support)
Kids N Kastles Requested (application fee) Not Requested HessFest Requested (no fee waiver
requested but nonprofit status
for ABC license)
Not requested
Air-Cooled Fiesta Requested (application fee,
amplification fee)
Not requested
IBAC Over-the-Line Tournament Not Requested Not Requested Bodyboarding US California
Tour
Not Requested Not Requested
Military Appreciation Day Not Requested Not Requested
Silver Strand Half Marathon Not Requested Not Requested
City of Santa Clara
Council Policy Manual
COMMUNITY GRANT POLICY
Adopted May 24, 2022 CP 049 Page 1 of 4
Resolution No. 18-8605
PURPOSE
POLICY
To establish a standardized process to award grants to qualifying nonprofit community organizations, youth athletic groups or organizations, educational groups or organizations, or individuals, for events, activities, and competitions that provide a public benefit for the City of Santa Clara and its residents.
Annually, and subject to availability of funds, the City Council shall establish grant appropriation(s) as part of the approval of the budget.
Community grants, subject to availability of funds, shall not exceed $10,000 per applicant, per fiscal year. To receive grant funds, grant applications must be submitted at least ninety (90) days and no more than six (6) months before the planned event/activity being funded, regardless of the form of the grant. Applications will be evaluated by the City Manager’s Office on a case-by-case and “first come-first served” basis, throughout the fiscal year.
The City Manager’s Office shall approve or deny an applicant’s request based upon the eligibility criteria set forth below, and subject to funding availability as approved by the City Council through the adoption of the annual budget. Additionally, if the event or activity being requested for funding has been previously supported by the City, the City Manager’s Office may evaluate the event or activity’s past success, measured by the applicant’s ability to meet attendance and/or fundraising projections and the individual/organization’s ability to satisfy the requirements of this policy when considering approval or denial of a request. Grants for community events shall not be provided for waiver of or reimbursement for already discounted permit fees nor shall they be provided to organizations that receive separate annual funding from the City.
Allowable expenses shall be defined as: City permits, Fees and Services, Venue, Food and Beverage, Trash/Recycling, and Stage/Tent Rentals. Grant funds requested for Food and Beverage do not exceed 15% of the total grant amount or $1,500.Grantees shall be required to return any unspent grant funds to the City within 3 days after completion of the audit.
Grants for attendance at youth state, national, or international competitions or performances shall be limited to costs associated with registration, hotel, transportation and food for participants and coaches/chaperones only. Due to short notice of advancement to state, national, or international competitions, applicants shall submit an Attachment 3
COMMUNITY GRANT POLICY (cont.)
Adopted //2021 CP 049 Page 2 of 4
Resolution No. 18-8605
application within one week of advancing to such competitions.
Submission of an application in no way obligates the City to award a grant and the City reserves the right to reject any or all applications, wholly or in part, at any time, without penalty. In all cases, the City reserves the right to reject any and all applications in the event the City Manager’s Office identifies a potential conflict of interest or the appearance of a conflict of interest.
ELIGIBILITY
CRITERIA
In addition to a timely and complete application, the applicant must demonstrate that the event or activity being funded (other than competition funding, described below) by the City’s grant will satisfy all of the following criteria:
a) Provides a benefit to Santa Clara residents
b) Contributes positively to the recognition and image of the City of Santa Clara
c) If the grant is for an event, then the event will be open to the general public and does not discriminate on the basis of race, gender, religion, sexual orientation, or any other protected characteristic under state or federal law
d) Aligns with established Council goals
e) Grant funds will not be used for political or religious purposes f) If the event or activity is a fundraising event, that the proceeds from the fundraising activity will support programs, services or events for residents of the City of Santa Clara
If the grant is for an event or activity, then the applicant must demonstrate that the event or activity being funded by the City’s grant will be held within the City of Santa Clara.
If the activity being funded is individual or group attendance at a youth competition or performance, then the applicant must demonstrate that the activity being funded by the City’s grant will satisfy all of the following criteria:
a) Funding the activity provides a benefit to Santa Clara residents, students or schools
b) Contributes positively to the recognition and image of the City of Santa Clara
c) Aligns with established Council goals
COMMUNITY GRANT POLICY (cont.)
Adopted //2021 CP 049 Page 3 of 4
Resolution No. 18-8605
d) Grant funds will not be used for political or religious purposes e) The grant funds requested will only be used for a specific state, national, or international title or performance
f) The grant funds requested do not exceed 20% of the allowable expenses (registration, hotel, transportation, and food) and comport with the other requirements stated in the application g) Individuals, teams or groups should either be from Santa Clara schools or have at least 50% of the students from the teams or groups be residents in the City of Santa Clara
h) The student-to-coach/chaperone ratio is six students to one coach/chaperone
PROCEDURE 1. City Council approves an annual budget item for City grants, to be administered by the City Manager’s Office
2. Applicants submit timely and complete grant applications to the City Manager’s Office for review
3. City Manager’s Office reviews application for compliance with eligibility criteria and availability of funds. City Manager may seek additional information from applicant as necessary.
4. If an application is approved by the City Manager’s Office, then the approved application marked accordingly shall be transmitted to the applicant with additional instructions, if any.
5. If an application is not approved by the City Manager’s Office, the City Manager shall notify the applicant in writing.
6. If the applicant has received a grant for an event/activity other than performance or competition attendance, then applicant shall submit proof that the grant funds have been spent in the manner and for the purposes stated on the application within thirty (30) days after the event/activity.
7. If the applicant has received a grant for performance or competition attendance, then proof of all allowable expenses actually incurred, as well as allocation of grant funds, shall be submitted to the City Manager’s Office by the applicant within thirty (30) days after the competition.
8. Applicants that have received a grant, regardless of type of activity, shall maintain sufficient books and records in accordance with generally accepted accounting principles. The City shall have the
COMMUNITY GRANT POLICY (cont.)
Adopted //2021 CP 049 Page 4 of 4
Resolution No. 18-8605
right to audit the books and records of the applicant for up to four (4) years from the date of disbursement of grant funds for the purpose of verifying any and all reimbursement requests made by the applicant.
9. If an applicant makes a grant request directly to a member of the City Council, whether individually or as a group, the Council shall refer the applicant to the City Manager’s Office for application and review in accordance with this policy.
10.Staff shall report any distributions in accordance with applicable tax law.
Attachment: City of Santa Clara Community Grant Application
Council Goals
• Promote and Enhance Economic and Housing
Development
• Enhance Community Sports and Recreational Assets
• Deliver and Enhance High Quality Efficient Services and Infrastructure
• Maintain Adequate Staffing Levels
• Enhance Community Engagement and Transparency
• Ensure Compliance with Measure J and Manage Levi’s
Stadium
1
1 FEE REDUCTION, WAIVER, AND SPONSORSHIP POLICY FOR SPECIAL EVENTS
GENERAL
This policy establishes parameters for waiving fees associated with special events (i.e., facility fees and/or encroachment permit fees) and for sponsoring special events through direct cash payment.
DEFINITION
A “special event” is defined as any planned activity that requires use of public property which is not within the normal and ordinary use of the property or which, by nature of the activity, may have a greater impact on City services or resources, neighborhoods, businesses or the community as a whole than would have occurred had the activity not taken place, including, but not limited to, parades, gatherings, arts and crafts shows/fairs, festivals, and athletic events. The Director of Development Services or his/her designee shall determine whether or not an activity is considered a special event.
PURPOSE
The purpose of this policy is to provide an equitable means for community organizations:
1) To access fee reductions, fee waivers, and City funds, 2) To establish mutually beneficial partnerships between City and the community, and 3) To effectively control the manner in which the City provides event sponsorship to the community.
RESPONSIBILITY
Fee reduction, waiver, and special consideration are determined by the City Manager or Designee who shall ensure that department staff follow the procedures set forth in this policy. Sponsorship is determined directly by City Manager at the time of request. The number of special events the City sponsors will depend on budget and operating impacts and will vary annually. All events must occur within the year they are budgeted to occur.
POLICY
Eligible Events/Activities:
Fee reductions, waivers, and sponsorship through direct cash payment are available to wide variety of events including sporting, tourism, cultural, general, and major community events.
The following projects and organizers are ineligible:
Activities primarily of a fundraising or charitable nature. Events organized by groups or individuals that are unincorporated. Private functions.
Political parties, lobby groups, or religious groups.
2 Recipients of any other financial or other type of assistance from Council within the same calendar year.
Organizations based outside the Hayward city limits (unless the demonstrated benefits are primarily to the residents of Hayward).
Projects or organizations who have not satisfactorily fulfilled their obligations following previous fee reductions, waivers, or Hayward City Council sponsorships.
Fee reductions and waivers:
Fee reductions and waivers are for encroachment permit and facility fees only. Direct costs including but not limited to staff time are not eligible for fee waiver or reduction under this policy. Fee Reduction: Not for profit organizations and non-profit entities that have a documented federal tax exempt status will qualify automatically for a fifty percent (50%) reduction of encroachment permit and facility fees.
Fee Waiver: Organizations that demonstrate that fees will cause a financial hardship and meet the required evaluation criteria but not the preferred criteria for sponsorship will be considered for a total fee waiver. The required (See “Sponsorship” section below for full list of evaluation criteria). Encroachment permit and facility fees will automatically be waived for events that are selected for sponsorship.
Special Consideration: Any applicant regardless of its for-profit status or tax exempt status may have its encroachment permit and/or facility fees reduced, further reduced (beyond the fee reduction above), or waived if the said organization or entity provides an in-kind or other contribution of goods, services, or programs that will benefit the City of Hayward or its residents. All proposed Special Consideration must be equal to or exceed the value of the reduced fee or provide a substantial but immeasurable benefit. Other Obligations: Any reduction in or waiver of encroachment permit fees allowed above will not affect the obligation of a permittee to comply with the remaining qualifications, restrictions, and criteria of this policy or to pay other costs or to provide insurance as required by this policy or by ordinance. Business license, health permit, fire permit, and liquor license fees will not be waived or reduced.
Sponsorship:
The following criteria must be addressed and will be taken into account by the City in evaluating the priority of the application.
The event must:
Be open to the public.
Raise the profile of Hayward through prominent acknowledgement of its support and assistance in event marketing materials and at the event itself.
Have a high number of expected attendees.
Address City Council priorities and adopted General Plan policies.
3 Benefit the residents of Hayward.
Contain an education component.
Be sponsored by one or more not-for-profit organizations and non-profit entities that have a documented federal 501(c)(3) status, or a similar non-profit status under state law.
Preference will be given to events that:
Create revenue generating opportunities for local businesses. Are reoccurring.
Involve more than one Hayward community group (in event organization and/or participation). Commit to tracking event attendance and vendor sales.
Level of assistance available:
The maximum level of sponsorship per event will be limited to $1,000 or 50% of total costs, whichever is less, subject to the availability of City funds. Greater funding may be available if the significance or scale of the event warrants it, however additional conditions such as in-kind or other contribution of goods, services, or programs that will benefit the City of Hayward or its residents. All proposed in-kind contributions must equal or exceed the value of the awarded funding or provide a substantial but measurable public benefit.
In-kind contributions may include, but are not limited to, equipment or materials, free attendance for classes or programs, or service projects to improve or add to City programs.
Acknowledgement:
All recipients of fee reductions, waivers, and/or sponsorships shall acknowledge the City’s support in all publicity relating to the event or activity. This includes logos and statements in all advertising and promotional material, media releases and in other promotional contexts. Promotional opportunities should be detailed in the event application.
All recipients also agree to allow the City of Hayward to take photos of their booth and product free of charge. Photos taken may be used for City of Hayward marketing purposes.
PROCEDURES
Requests for fee reduction, waiver, or sponsorship must be made in writing by using the attached application and delivered to the Director of Development Services or Designee [along with a copy of the organization’s IRS 501(c) determination letter, financial statements from the prior year’s event, and the proposed budget for the current year’s event. Applicants sponsoring an event for the first time will only be required to submit the current year’s proposed budget. Applications must be submitted at least 21 days prior to the event, but not more than 6 months prior to the event. Requests made within less than 21 days of an event will not be considered. The Director of Development Services or Designee will forward the request to the appropriate departments to evaluate eligibility and estimate fees.
4 Scheduling and use of City facilities are subject to the availability of the requested facilities.
Sponsored events do not have preference over City programs and activities or previous commitments to third parties.
Decisions made by staff can be appealed to the City Manager or the City Managers designee.
Decisions made by the City Manager cannot be appealed.
Applicants are required to adhere to all applicable rules, regulations, laws, and ordinances of the City of Hayward and other applicable governmental entities. Applicants that fail to abide by the policy and procedures set forth in this document will be ineligible to request fee waiver and or fee reductions for a period of at least one year.
4•22 PG 1 of 2 REV 4-2022
(Applications due before May 19, 2022 at 5:00 pm PST)
1. PROGRAM GOALS
The City of Ventura offers Special Event Grants to event organizers who stage festivals and events in our city that activate public space and increase visitor spending. Through the Special Event Grant Program, $10,000 in funding is awarded annually to champion community celebrations that attract residents and visitors, strengthen Ventura’s cultural identity and economic vitality, and promote entrepreneurial spirit and innovative partnerships between private sector and public agencies. Grants can cover all, or a portion of, City of Ventura special event permit fees.
2. PROGRAM INFORMATION
• Events must occur between July 1, 2022 and June 30, 2023. • Available grant funding: Up to $10,000
• Maximum grant amount: $2,000 per applicant
• To qualify, applicants must be either a:
• City of Ventura based Nonprofit OR;
• Agency partnering with a City of Ventura based Nonprofit • Grants will be awarded based on the following criteria:
• (25%) Quality of event as demonstrated by event description and history of previous events • (25%) Feasibility and administrative oversight
• (25%) Economic impact and potential to attract visitors • (25%) Benefits to the local community
• Incomplete applications will not be accepted
• Applications will be reviewed by City staff and a panel of at least three community members knowledgeable in special events.
• Once grant funding has been recommended and approved by the panel, appeals can be made in writing directly to the Parks and Recreation Department Director within 30-days of the grant approvals. A third party outside the Parks and Recreation Department will arbitrate the appeal, and that decision will be final. No grants will be awarded, until the appeal is finalized.
• Grant applicants must complety and submit a “Special Event Permit Application” at lease 60-90 City business days prior to the scheduled date of their event.
3. TIMELINE
Grant Guidelines Released May 2, 2022 Grant Panel Convenes Early June 2022 Applications Due May 19, 2022 by 5:00 pm PST Award Notifications June 13, 2022 2022-2023
SPECIAL EVENT GRANT PROGRAM
GUIDELINES
CITY OF VENTURA - 2022-2023 SPECIAL EVENT GRANT PROGRAM - GUIDELINES PG 2 of 2 REV 4-2022
4. REQUIRED DOCUMENTATION (OR MATERIALS)
Applicants must submit one original of each of the following:
q Application including the following:
• Detailed event description
• Estimated resident attendance
• Estimated room nights and spending generated by event • Requested grant amount – calculated from a breakdown of the estimated permit fees q Event budget (including projected revenues and expenses) q Proof of Nonprofit status OR “Nonprofit Partner Commitment Form” • Eligible nonprofits are charities or social service agencies with nonprofit status including such community partners as the Ventura Visitors and Convention Bureau (VVCB), Downtown Ventura Organization (DVO), Ventura Chamber of Commerce, Ventura County Fair Board, and the eight district Ventura Community Councils.
• Nonprofits must be based in and have a City of Ventura address. q Copy of City of Ventura Business License
q OPTIONAL: Materials from past events (if applicable)
5. SUBMISSION OF DOCUMENTATION AND OTHER MATERIALS
Mail packet to:
City of Ventura – Parks & Recreation Dept.
ATTN: Special Event Grant Program
501 Poli Street, Suite 226
Ventura, CA 93001
Deliver packet in-person to:
Ventura City Hall
501 Poli Street, Suite 226
Ventura, CA 93001
6. CONTACT INFORMATION
If you have any questions or need additional assistance, please contact:
Allyson DesBaillets
Recreation Coordinator
[email protected]
805-654-7749
Email packet to:
Allyson DesBaillets
[email protected]
4•22 Page 334 of 340
2023
City of Hermosa Beach
Community Resources Department
710 Pier Avenue ● Hermosa Beach, CA 90254
310.318.0280 ● [email protected]
SPECIAL EVENT FEE WAIVER GRANT APPLICATION
The Parks, Recreation and Community Resources Advisory Commission (“Commission”) awards grant funding for qualified organizations that have received approval to hold their event in the City of Hermosa Beach. The annual award limit of the Special Event Fee Waiver Grant is approved by the City Council each fall for the upcoming calendar year. For the 2023 calendar year, the annual maximum of grant funding available is $20,000 to qualified organizations. Grants will be awarded up to a maximum of $2,500 per event or a 50% reduction of indirect City special event fees, whichever is the lesser amount. The minimum amount of requested special event fee waiver grants must total at least $250.
Awards may only be used toward indirect special event fees charged by the City; direct costs are not eligible for consideration of this grant and organizations are required to pay those in full.
Eligibility
In order to be eligible to apply for a Special Event Fee Waiver Grant, the special event must be a returning event to the City and have been successfully approved through its applicable approval process as outlined in the Special Events Policy Guide. Fee waivers will not be considered for new events or events taking place during the Peak Season between Memorial Day and Labor Day. Following approval of a special event, a completed Special Event Fee Waiver Grant Application is required to be submitted to the Community Resources Department at least 60 days prior to the event. Following a review to ensure the completeness of the application, the request will be included on an upcoming meeting of the Commission for its formal review and determination of grant award.
Fee waivers may be granted when the Commission determines that the event is of significant value to the community or to a significant portion of its residents. The organization producing the event must meet the following criteria:
1) An organization that is not delinquent on city permits or fees. 2) The organization and/or event can demonstrate:
a. A community benefit; or
b. A positive economic impact as a result of the event.
Applicants will be requested to demonstrate the following:
• A financial need or other economic justification to be considered for a Fee Waiver Grant; • A positive community benefit through the organization or its event by meeting at least two of the following criteria:
□ The organization and/or event serves, involves, and/or promotes Hermosa Beach, its residents, schools, and/or businesses;
□ The organization and/or event can demonstrate broad community support and sponsorship; □ The event appeals to a wide segment of community members; □ The organization and/or event enhances the quality of life to the Hermosa Beach community; offering recreational, cultural, social, and or and/or educational activities of interest to the community;
□ The organization can demonstrate a commitment to supporting the City’s active and healthy lifestyle as a result of the event; and/or
□ The organization/and or event addresses an unmet community need.
• A positive economic impact as a result of the event by providing the following information:
• If the event is consecutive days, data indicating the total number of participants that utilize overnight lodging in the City of Hermosa Beach; and
• Data indicating the participants spending in Hermosa Beach during the duration of the event at any of the businesses in the City of Hermosa Beach.
Additionally, applicants must be able to fully fund their event should they not receive a fee waiver grant and may not be dependent on the fee waiver grant to determine their ability to hold the event.
Activities specifically prohibited from receiving a fee waiver grant include those events that:
• Promote, advocate or advance a political message or belief. • Projects or organizations who have unsatisfactorily fulfilled its obligations from previous Special Event Fee Waiver Grant awards.
Grant Obligations
Organization receiving grant funding through the Special Event Fee Waiver Grant program will be required to complete the following:
• Submission of a Grant Final Report within 30-days following the event. • A formal presentation to the Parks, Recreation and Community Resources Advisory Commission at one of its regular meeting no more than 60-days following the event. The presentation shall include discussion of:
o Number of attendees.
o Beneficiary of funds raised by the event (if applicable). o Overview of event budget and financial outlook.
City of Hermosa Beach
Community Resources Department
710 Pier Avenue ● Hermosa Beach, CA 90254
310.318.0280 ● [email protected]
2023 SPECIAL EVENT FEE WAIVER GRANT APPLICATION
Please complete and submit this application along with other required documents (if applicable) to the Community Resources Department at least 60 days prior to the approved event day(s).
ORGANIZATION INFORMATION
EVENT TITLE:
Applicant Name: Birthdate:
Organization Name:
Non-Profit? ☐No ☐Yes Non-Profit I.D. or Tax Exempt #:
If non-profit, please describe who will benefit from funds raised from your event:
Address:
City State Zip
Phone: Cell:
Email Address: Fax:
CITY-APPROVED EVENT DATE(S):
Set-Up Date(s):
Event Date(s):
Tear-down Date(s):
EVENT INFORMATION
Event Type (please select all that apply):
☐ Race (run/walk, bike, etc.)
☐ Parade
☐ Concert
☐ Street Fair/Festival
☐ Concert
☐ Tournament
☐ Fundraiser
☐ Swim/Paddle/Surf
☐ Other Please describe: _____________________________________________________
FEE WAIVER GRANT WORKSHEET
Please complete this worksheet, which includes only those fees eligible for fee waiver consideration, for all event-related fees as it pertains to your proposed event. Please reference your completed Special Event Application Overview Sheet provided by the City for assistance in completing this form. Please note that those fees included on the worksheet are only INDIRECT fees and are not comprehensive of all event-related fees that may be charged to your event. This worksheet will only be used to determine fee waiver consideration.
EVENT CATEGORY FEES PRICE
(SUBJECT TO CHANGE) CALCULATION TOTAL
Category I
Non-profit: $2 per registrant
with roster of participants
Commercial: 70/30 split of proceeds
with roster of participants
Category II $2,940 per day
Category III $3,235 per day
Category IV $5,882 per day
MISCELLANEOUS FEES PRICE
(SUBJECT TO CHANGE) CALCULATION TOTAL
Pier Plaza Use Fee $12,312 per event day
Event Co-Sponsor $311 each
Event Set-Up/Tear-Down $278 per location, per day
Total Indirect Fees
50% of Indirect Fees
Please circle the total amount of fee waivers your event qualifies for, which is the lesser amount. Please note that fee waivers of less than $250 will not be considered. $2,500 or 50% of indirect fees
FINANCIAL NEED OR OTHER ECONOMIC JUSTIFICATION
Please provide information on the financial need or other economic justification for a fee-waiver grant.
Attach additional information as necessary.
COMMUNITY BENEFIT – Select all those that apply to your event and provide additional information:
☐ The organization and/or event serves, involves, and/or promotes Hermosa Beach, its residents, schools, and/or businesses.
Please describe.
☐ The organization and/or event can demonstrate broad community support and sponsorship.
Please describe.
☐ The event appeals to a wide segment of community members.
Please describe.
☐ The organization and/or event enhances the quality of life to the Hermosa Beach community; offering recreational, cultural, social, and or and/or educational activities of interest to the community.
Please describe.
☐ The organization can demonstrate a commitment to supporting the City’s active and healthy lifestyle as a result of the event
Please describe.
☐ The organization/and or event addresses an unmet community need Please describe.
POSITIVE ECONOMIC IMPACT
Does your event span across multiple consecutive days? □ YES □ NO If YES, how many consecutive days is your event?
If YES, how many participants utilize overnight lodging in Hermosa Beach? Is the above figure regarding overnight lodging an estimate or based on actual data?
Does your organization collect data from participants and spectators regarding spending in Hermosa Beach while attending your event? Please circle one.
□ YES □ NO
If YES, please provide any information that can be shared.
I certify that the information contained herein is true and correct to the best of my knowledge. I understand that an event representative is required to attend the Parks, Recreation and Community Resources Advisory Commission meeting where my fee waiver request will be considered. Failure to attend may result in a postponement of the Commission’s consideration or an automatic denial of the fee waiver request.
Name/Company Representative (please print)
Signature Date