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Category 2: City-Partnered Events
City-Partnered Events involve a substantial contribution of City resources in the form of staffing or other significant support. The following requirements apply:
• Events must be no more than one time per year.
• Events must be open to the public and free of charge. • Events must follow all City-required procedures and gain all required approvals no later than 6 months prior to the event date.
Category 3: City-Assisted Events
City-Assisted Events are those events that receive direct City support for actual costs, in the form of discounts for designated classes of user groups, as outlined in the City’s Master Fee Schedule, Section V. B., Police Department Special Permits. Events must follow all City- required procedures and gain all required approvals no later than 90 days prior to the event date.
For both City-Partnered and City-Assisted Events: organizers must collaborate with City staff on event operations, logistics, audience, marketing, purpose, and adherence to approved proposal. • The City must be acknowledged on all marketing materials as a supporting organization. • The City may promote the event on City platforms at its discretion.
6. COMMUNITY BENEFIT EVALUATION CRITERIA
Applications will be evaluated on the degree to which the proposed event demonstrates community benefit. Staff will assess the following criteria:
Criterion Description
Community
Benefit
The estimated number of Pleasanton residents served and the event's reach across different age groups, zip codes, and demographics.
Negative
Impact
The event’s community benefit will be weighed against negative impacts to other community stakeholders (i.e., traffic congestion, road closures, property access, noise).
Equity &
Accessibility
Extent to which the event includes free or reduced-cost access, ADA accommodations, multilingual outreach, and programming for underserved or vulnerable populations.
Alignment with
City Priorities
Degree to which the event supports adopted City Council goals, strategic priorities, or departmental service objectives.
Organizational
Capacity
Demonstrated ability of the organization to plan, execute, and evaluate a successful event, including fiscal accountability.
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Event Track
Record
For recurring events, prior attendance data, budget performance, and post-event reporting history.
Leveraged
Resources
Extent to which the organization has secured other funding or in-kind support, reducing reliance on City resources.
Community
Partnerships
Collaborations with other local organizations, schools, businesses, or agencies that broaden the event's reach and impact.
7. APPLICATION AND REVIEW PROCESS
A. Application Window
All Event Organizers must submit a Special Event Application annually between October 1 and 31 of each year for events in the following calendar year. Category 2 (City-Partnered) support applications received after the deadline must wait for the following year’s approval cycle.
Category 3 (City-Assisted) applications may be considered outside the application window, subject to the discretion of the Special Events Committee. Applications are available at:
https://www.cityofpleasantonca.gov/your-community/community-support/#special-event.
B. Required Application Materials
In addition to a completed City of Pleasanton Community Special Event Application, Category 2 (City-Partnered) requests for support must include:
• Completed City of Pleasanton Community Special Event Support Application • Description of how the event meets the Community Benefit Evaluation Criteria • Post-event reporting plan as outlined in Section 9.
C. Review and Approval
• Category 2 (City-Partnered) requests are approved by the City Council annually based upon the criteria outlined in this policy.
• Category 3 (City-Assisted) requests are reviewed and approved by the City’s Special Events Team based upon the criteria outlined in this policy and the City’s Master Fee Schedule.
• Facility use and/or marketing support may be approved by the Special Events Team. • The Event Organizer will be notified in writing regarding the outcome of the request.
8. SUPPORT AGREEMENT REQUIREMENTS
All approved Category 2 support arrangements shall be documented through a written agreement executed prior to the event. Agreements shall include, at a minimum:
• Names and roles of all parties.
• Description of the event and scope of City support being provided. • Specific obligations of the Event Organizer, including insurance requirements, permit compliance, and indemnification of the City.
• City branding and acknowledgment requirements outlined in Section 10.
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• Post-event reporting obligations and deadlines.
• Conditions for suspension or termination of the agreement.
The City Attorney's Office will review all agreements.
9. POST-EVENT REPORTING & ACCOUNTABILITY
Event Organizers receiving City support in Category 2 shall submit a Post-Event Report to the Special Events Team within 30 days of the event. Reports shall include:
• Actual attendance figures.
• Description of how City support was utilized.
• Summary of community benefit delivered (demographics served, accessibility measures, equity outcomes).
• Photographs or media coverage documentation.
• Any incidents, complaints, or safety concerns.
Organizations that fail to submit required post-event reports will be ineligible for future support consideration. Reports will be retained and used to inform future partnership decisions.
10. CITY ACKNOWLEDGMENT & BRANDING REQUIREMENTS
All organizations receiving City support must acknowledge the City's support in event materials, consistent with the following standards:
• The City of Pleasanton name and/or logo must appear on event promotional materials, including flyers, social media graphics, banners, and event programs, as applicable. • Use of the City logo must comply with City branding guidelines and is subject to prior approval.
• The City shall not be identified as the event's primary or sole sponsor unless the event is City-produced.
• Verbal acknowledgment of the City's support is required at live events.
11. POLICY ADMINISTRATION
The Special Events Team is responsible for administering this Policy and shall:
• Maintain and update the Community Special Event Support Application and agreement templates.
• Maintain a record of all support applications received, approved, and denied. • Report annually to the City Manager on support activity, including resources provided and community benefit metrics.
Approval Date: ______________
1 Receive Information and Provide Feedback on a
Community Special Event Support Policy
Purpose
• Enhance Residents’ Quality of Life
• Promote Civic Engagement
• Celebrate Local Culture
• Further the City’s Core Values
Guiding Principles
• Community Benefit
• Equity & Access
• Alignment with City Values and Goals
• Fiscal Responsibility
• Transparency
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2 Eligible Organizations
• Non-profits
• Service Clubs
• HOAs/Neighborhood
• Educational Institutions
• Veterans’ Organizations
• Other Government Agencies
• Limited Cases – For Profit for Charitable Purpose
Event Eligibility
• Supports City’s Mission, Vision, and Values
• Has No Significant Adverse Impacts
• Is Not Conflicting or Duplicative of Existing Events
• Has No Adverse Impact on City Finances
• Must Comply with all Regulations and Permit Requirements • Must Comply with City Policies
City Support Levels
• Category 1 – City Events
• Category 2 – City-Partnered Events
• Category 3 – City Assisted Events
Community Benefit Evaluation Criteria
• Community Benefit
• Negative Impact
• Equity & Accessibility
• Alignment with City Priorities
• Organizational Capacity
• Event Track Record
• Leveraged Resources
• Community Partnerships
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3 Application Review Window
• October 1 – October 31 Annually for the Following Calendar Year Decision Authority ApprovalCategory
City Manager/City
Council (funded
through the budget
process)
Category 1:
City Events
City Council
(annual)
Category 2:
City-
Partnered
Events
Special Events
Committee
Category 3:
City-
Assisted
Events
Feedback and Questions
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