Development of a Sponsorships,
Donations and Advertising Policy
City Council Meeting – August 13, 2025
Prepared by: Laura Johnston, Recreation
Provide direction to staff on the development of a
formal policy to guide the solicitation, acceptance,
and recognition of sponsorships, donations and
advertising that support recreation programs,
events, and services.
Staff Recommendation
• Parks and Recreation receives inquiries and offers from local businesses and organizations interested in
sponsoring events.
• Parks and Recreation staff solicit financial and in-kind donations from local businesses to support events.
• Several businesses have inquired about advertising
their businesses at events.
Background
Past Event
Sponsorships/Donors/
Advertisers
• Several events have been sponsored by
local businesses totaling over $20,000
over the past 3 years.
• Several events have received donations
by community members and local
businesses totaling over $700 over the
past 3 years.
• Local businesses have provided in-kind
donations in return for their
participation.
Recognition of
Sponsors
• Event sponsor logos were featured on
marketing materials and had their
business name featured prominently
on marketing.
• Event sponsor’s marketing was
displayed at events.
• Event sponsors were recognized at an
annual City Council meeting.
Recognition of
Donors
• Event donors provided financial
support or supplies for events.
• Donors were recognized at the event
and/or provided vendor booth space.
• In-kind donations were allowed to
participate at our events in exchange
for their assistance at events.
Future Advertising
Examples
• Activity guides
• Lobby displays
• Banners at events
• Vendor booth spaces
• Signage at events
• Branded areas of new amphitheater
• Event programs or tickets
• Sponsorships/Donations/Advertisements can enhance
community offerings and reduce reliance on tax-based funding. • Currently, the City lacks formal policy to guide staff. • A formal policy will:
- Establish clear and consistent guidelines
- Ensure all contributions support our mission and uphold community values - Be transparent, ethical and equitable
- Foster positive partnerships and collaborations
Purpose of Policy
A Well-Defined
Policy Will:
• Define the differences between a
sponsor, donor or advertisement
• Create transparent materials for
solicitation of funds
• Establish clear criteria for acceptable
sponsorships, donations or
advertisements
• Identify the various types of
sponsorship, donation, and advertising
opportunities.
A Well-Defined
Policy Will:
• Prevent potential conflicts of interest
• Ensure alignment with community
values and City’s mission
• Establish a process for approving,
receiving, allocating, and managing
funds
• Provide a transparent framework for
recognizing donors appropriately
Approval Process
• Proposals shall be reviewed by staff to
ensure alignment with the mission,
values, and community standards.
• No commitments or agreements shall
be finalized without documented
authorization.
• City reserves the right to decline or
terminate any sponsorship, donation,
or advertising agreement.
Next Steps
Draft a Sponsorship/
Donation/
Advertising Policy
Develop sample
operational tools
Present to Council
for adoption at a
future meeting
Provide direction to staff on the development of a
formal policy to guide the solicitation, acceptance,
and recognition of sponsorships, donations and
advertising that support recreation programs,
events, and services.
Staff Recommendation
Questions?