City of Riverside
Administrative Manual
Effective Date:
Approved:
Last Review Date:
Latest Revision Date:
Next Review Date:
Department
Policy Owner(s):
Parks, Recreation and Community Services
City Manager
SUBJECT:
Citywide Ward Specific Special Events, Programs or Projects PURPOSE:
Provide consistent framework, programming, expectations and appropriate spending for city event(s) within the specific wards that provides a community event, programming or project equitably throughout the community and for the community.
POLICY:
Establish a standard procedure for the development, management and implementation of Ward Specific events, programs and/or projects.
What type of events/projects are allowable through this program:
Events: fairs, expos, festivals, music events, car shows, art events, runs, etc.
Projects: Open and accessible in the public right of way; on City Property or in conjunction with city department or program; art and cultural installations Criteria:
Open and/or accessible to the public
Free to attend
Event/Project is within the designated Councilmember’s Ward boundaries The event shall not be used for any political or campaign purposes, including but not limited to being affiliated with, in support of, or in opposition to, a political party, candidate for any political office, or political group/issue
When are events/projects allowable to be implemented:
Anytime up to 90 days prior to an election cycle of ward specific Councilmember.
Able to partner/collaborate with a nonprofit or outside organization. Can NOT sponsor an event Who implements these events/programs/projects and approves budgets These events/projects are implemented by City staff not elected officials.
Able to partner/collaborate with a nonprofit or outside organization. Can NOT sponsor an event PROCEDURE:
Responsibility
Action
Arts & Cultural Designated Staff
Councilmember
Arts & Cultural Designated Staff
Arts & Cultural Manager
PRCS Department Head/City Manager
Arts & Cultural Designated Staff
Councilmember or Councilmember’s Designee
IF for a Project:
Set up meeting(s) with appropriate Councilmember and Council Assistant(s) to discuss ideas.
Provides feedback, potential partners, location(s), and ideas.
Prepares “idea packet” for Deputy Director - Arts & Cultural Affairs Manager approval Reviews, make changes, and/or approves “packet” for presentation to Councilmember If needed, Department Head and/or City Manager Approval to provide approval or request changes Presentation to Councilmember for final approval of concept Submit all Ward events, projects and/or programs for a Marketing piece to begin distribution Planning and implementation of event that includes but is not limited to:
Logistics (Rentals, Traffic Control, Restrooms, Sound)
Processing of invoices/payments
Marketing of the Event (Branding to be the same of City Logo) Partners and/or Vendors
Staffing and/or Volunteers
Obtain all necessary permits (if applicable)
Ceremonial Element/Welcome for event, if needed
Day of Event Set-up and Implementation
Day of Clean after Event/Project
Event Participation
Set up meeting(s) with appropriate Councilmember and Council Assistant(s) to discuss ideas.
Provides feedback, potential partners, location(s), and ideas.
Prepares “idea packet” for Deputy Director - Arts & Cultural Affairs Manager approval Reviews, make changes, and/or approves “packet” for presentation to Councilmember If needed, Department Head and/or City Manager Approval to provide approval or request changes Presentation to Councilmember for final approval of concept Implementation of project
Other Departments:
If an event, project or program is to be administered by another department, written approval from PRCS – Arts & Culture Affairs must be obtained prior to the commencement of the event, project, or program for authorization to use the account.
SOURCE OF AUTHORITY: City Manager
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