City of Moreno Valley General Management
Policy 2.13
CITY SPONSORSHIP
Approved by: City Council
9/24/02
Revised: 11/25/08
PURPOSE: City sponsorship is provided for the purpose of aiding eligible organizations in providing worthwhile community events by paying a portion of the costs and receiving positive publicity for the City. The purpose of this policy is to set forth crit eria to be met by the applicant prior to consideration of the request for sponsorship, as well as policies and procedures to be followed by the City in acting on the request for sponsorship.
POLICY:
I. Sponsorship
The City of Moreno Valley receives numerous requests to sponsor or co-sponsor events, activities, individuals or groups. The City has limited resources available for these sponsorship opportunities. For that reason, it is the City’s policy to only sponsor or co-sponsor cultural or recreational events provided to the community by non- profit organizations existing pursuant to Internal Revenue Code Section 501(c)(3) or (4) that are located within the City. Sponsorship is a discretionary act of the City that confers no legal rights in the sponsorship proceeds or assistance prior to actual delivery by the City. No organization shall receive any City sponsorship proceeds or assistance unless and until it meets all of the criteria and satisfies all of the conditions contained within this policy and said sponsorship requester has submitted a completed application packet to the satisfaction of the City Manager. Upon approval of the Sponsorship Application packet, the sponsorship request will be forwarded to the City Council for review and consideration.
II. Organization Eligibility
Criteria for organization eligibility for City sponsorship is as follows:
A. Applicant must be organized and existing pursuant to Internal Revenue Code Section 501(c)(3) or (4).
B. Applicant must have as its primary purpose charity, youth development, cultural enrichment, or civic improvement.
C. Applicant must be located within the City and providing services or benefits to the community.
D. Applicant must complete and comply with the application process.
E. Applicant must demonstrate a need for City sponsorship.
F. Past events by the applicant must have complied with City requirements and have been free of significant problems.
G. Applicant must have a valid City Business License.
III. Event Eligibility
Criteria for event eligibility are as follows:
A. Fundraising shall not be the primary purpose of the event.
B. Cultural or recreational events only.
C. Past similar events by the applicant must have complied with City requirements and have been free of City of Moreno Valley General Management
Policy 2.13
CITY SPONSORSHIP
Approved by: City Council
9/24/02
Revised: 11/25/08
significant problems.
D. Open to the general public without qualification and must be widely publicized.
E. Located within the City including the City sphere of influence March Air Reserve Base, March Joint Powers Authority property, and Box Springs Park.
IV. Sponsorship Limitations
Sponsorship proceeds or assistance shall not result in any money being actually given to or paid in behalf of the event organizer. Sponsored events will only receive a “line of credit” with the City that will allow the group to receive credits of City costs up to the designated amount of the sponsorship for the event. Eligible City costs that can be offset by the sponsorship proceeds or assistance up to the maximum amount of the sponsorship are limited to the following:
A. Mobile stage rental. (A monetary deposit by the applicant will be required.)
B. Facility rental. (A monetary deposit by the applicant will be required.)
C. Light or electric pole use in City parks.
D. City Permits.
E. Public Safety Services.
F. City Staff.
V. Sponsorship Amounts
The amount of sponsorship proceeds or assistance shall be determined as follows:
A. Depending on availability of resources, the City will budget $5,000 per fiscal year to be used for sponsorship opportunities.
B. The maximum sponsorship for any qualified organization and event shall not exceed $2,500 per fiscal year.
C. The maximum amount of sponsorship shall be directly proportional to the total attendance of the public at the sponsored event as follows:
1. 250 - 500 in attendance = $500 per event.
2. 501 - 750 in attendance = $750 per event.
3. 751 - 1,000 in attendance = $1,000 per event.
4. Over 1,001 in attendance = $2,500 per event.
In no case shall the sponsorship amount exceed fifty percent (50%) of the funds raised for the event.
City of Moreno Valley General Management
Policy 2.13
CITY SPONSORSHIP
Approved by: City Council
9/24/02
Revised: 11/25/08
D. Sponsorship amounts or assistance shall not be utilized to cover the cost of insurance.
VI. Application Process
A. Submit a completed City application (Attachment A) for sponsorship at least 90 calendar days prior to the event date. Failure to comply with this requirement shall be automatic ground s for denying sponsorship. The application shall include a detailed description or listing of the estimated funds, in- kind donations and/or other assistance the organization will receive to support the organization and/or event.
B. A completed application means completion of the City application for sponsorship, attachment of all required additional documentation, payment of all fees, if applicable, and submission of whatever other information and/or documentation that may be requested by the City to make an informed decision.
C. Incomplete applications shall not be eligible for City sponsorship.
D. Applicants shall receive a copy of this policy at the time an application is made to the City.
VII. Approval
A. A determination shall be made by the City Manager or his/her designee, within 30 calendar days after submission of an application for sponsorship as to its completeness.
B. The City Manager shall refer the request for sponsorship to the City Council for determination.
Determinations on requests for sponsorship shall be made within 30 calendar days after submission of a completed application.
C. All decisions of the City Council regarding sponsorship shall be final.
VIII. Other Requirements
A. Applicant must agree in writing to defend and indemnify the City, the Moreno Valley Community Services District, the Community Redevelopment Agency of the City of Moreno Valley and their officers, employees and agents from and against any and all liability and claims of liability arising out of or otherwise arising from the event.
B. Applicant shall submit to the City at least 10 calendar days prior to the event an event implementation plan, if requested by the City. The event implementatio n plan shall address in detail all issues requested by the City.
C. Applicant shall agree to list the City of Moreno Valley as an official sponsor of the event in all promotion of the event. Failure to do so shall result in termination of the sponsorship and repayment to the City the monetary value of all sponsorship proceeds or assistance delivered to the applicant or for the event.
D. Applicant shall coordinate and work directly with the City Manager or his/her designee for use of the City name and City logo.
City of Moreno Valley General Management
Policy 2.13
CITY SPONSORSHIP
Approved by: City Council
9/24/02
Revised: 11/25/08
E. Applicant must have adequate public liability and other necessary insurance for the event as required by and in accordance with City insurance requirements or as otherwise determined necessary by the City Risk Manager.
F. All insurance must be issued by a company authorized and licensed to do business within the State of California and has a Best’s Insurance Rating of A-, VII, or better to be acceptable to the City.
G. City, the Moreno Valley Community Services District, the Moreno Valley Community Redevelopment Agency, and their officers, employees, and agents must be named as additional insured on all policies of insurance.
H. Applicant must provide City with insurance certificates and valid additional insured endorsements or other appropriate insurance binder 15 calendar days prior to the date of the sponsored event.
I. Applicant shall provide the City with a detailed accounting of all expenses and funds, in -kind donations, and/or other assistance collected for the organization and/or event within 90 days following the event. Failure to provide the required information would deem the organization and/or event ineligible for City sponsorship in the future.
IX. Sponsorship Not Subject To This Policy
This policy shall not apply to events or organizations that are specifically budgeted for in the City’s Annual Budget.