Event Details
1. Please describe your event (you may attach additional details or supporting documentation).
2. Have you held this event before? If so, when and where?
Annual Spring Concert performed by the Cupertino Symphonic Band. Scheduled/reserved for May 19, 2024, 3PM, Sunnyvale Community Center Ballroom.
Yes. May 21, 2023. Sunnyvale Community Center Ball Room.
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3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?
The Cupertino Symphonic Band (CSB) provides free concerts throughout the year in Cupertino, Sunnyvale, and other south bay area communities.
Our goals are to foster the musical talent and education of its members, encourage youth to learn and play musical instruments, and provide quality musical entertainment to the community.
CSB performances allow the entire community to listen and enjoy all types of live music. The concerts also allow the children in the community to see all the different wind and percussion instruments up close. This in turn may spark interests in youth to begin learning a musical instrument.
Everyone of all ages is invited to attend our concerts.
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Marketing & Promotion
4. Is your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience? How many people do you expect to attend your event, how did you arrive at this estimate?
5. Please describe your marketing plan, including the type of advertisements to be used and where they will be placed. Also, indicate if you wish to incorporate the City’s local access channel, KSUN 15 in your advertising. Please attach additional sheets as needed to fully describe your marketing plan.
Organization Information
6. Please describe your organization’s mission and goals, as well as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization). Please attach your organization’s most recent financial statements if available.
This event is multi-county wide. CSB Concerts welcome everyone from the South Bay Area. Past concerts in Sunnyvale and Cupertino have had 150-300 attendees
CSB posts concert announcements on the major social media sites, all South Bay Area community newspapers run by the Bay Area News Group (San Jose Mercury News), i.e. the Sunnyvale Sun, Cupertino Courier, etc. Email announcements are sent to CSB email lists, band member's friends & family, etc. We would include KSUN if they offer free adds for non-profits.
About the Cupertino Symphonic Band
• Originally founded by Cupertino High alumni
in 1989. Open to all wind and percussion players,
with members from many south bay cities.
• 38 active members, from diverse backgrounds – teachers, engineers, designers, nurses, students, writers, and retirees. • All volunteer members, board, and elected officers. Conductor is a school performing arts teacher. • Free performances throughout the year in Cupertino and Sunnyvale including Cupertino Earth Day, Cupertino Summer Concert Series, Veteran’s & Memorial Day services in Santa Clara, July 4th Parade in Morgan Hill, and more. • Non-profit, funded by member dues and donations.
• Annual CSB budget is typically $10K to $15K. FY22-23 Financial budget attached. www.CupertinoSymphonicBand.org
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Event Logistics and Budget
7. What steps are you taking to ensure a well-planned, safe event?
8. Describe controls you have in place to ensure your event will be cost-effective with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past?
9. Please attach a detailed budget for your event including:
x Total expenses
x Anticipated revenue (if applicable)
x Net cost (total expenses less anticipated revenue)
x Volunteer assistance (1. List volunteer roles/tasks and the number of hours anticipated; 2. Multiply volunteer hours by $37.32, the California volunteer rate per IndependentSector.org)
x Any expenses you expect to be donated/in-kind (include an estimated dollar value of each donated/in-kind expense in your budget)
x Funding amount being requested from City of Sunnyvale (cannot exceed 40 percent of total expenses, including the value of in-kind/donated services but excluding the value of volunteer time).
10. How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
We have already reserved the SCC Ball Room for the May 19, 2024 concert. Our concert coordinator will arrange any final details a few weeks before the performance, such as seating arrangements, etc. with the Ball Room staff.
CSB has been performing 4 or more concerts a year in Sunnyvale, Cupertino, San Jose, and other venues since 1989. CSB (a non-profit) has been mostly funded through donations, member dues, and occasional city grants.
CSB has allocated funds for the remaining costs for the May concert from our 2023-2024 annual budget. Like most non-profits, our donations were severely reduced during 2020 to 2022. The Sunnyvale Grant request will help defray some of the May 2024 SCC Ball Room concert costs.
Attachment 5
Event Details
1. Please describe your event (you may attach additional details or supporting documentation).
2. Have you held this event before? If so, when and where?
International Night is a celebration of the international heritage of the Sunnyvale community, as represented at Ellis Elementary School.
It consists of 3 main parts:
Country booths (10+):
Volunteers from the Sunnyvale Ellis community share elements of their heritage through informational posters and food samples on a dedicated country booth.
Community Performances (10+):
Parents and students put on short performances (3-6 min) reflecting their heritage, e.g. dances, fashion shows, singing.
Passports + Prizes:
Children are given passports to the event. As they visit the booths, they can earn passport stamps for answering questions about the countries represented at the event. Completing a passport entitles the child to an event-themed prize.
Yes, on April 28, 2023, at Ellis Elementary School and for several years 2019 and prior. The hiatus was due to COVID.
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3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?
This event fosters community unity through a celebration of cultural diversity and shared values of inclusivity and respect for all cultures.
Sunnyvale is known for its rich cultural diversity, and the Ellis community in particular is especially representative of the diversity of Sunnyvale. The Ellis International Festival wants to echo this. It provides a platform for students and families to showcase and share their cultural heritage with fellow school families and the surrounding community, creating an atmosphere of cultural exchange and understanding. Through cultural performances, exhibits, food and interactive activities, the festival highlights the mosaic of cultures that enrich our community.
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Marketing & Promotion
4. Is your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience? How many people do you expect to attend your event, how did you arrive at this estimate?
5. Please describe your marketing plan, including the type of advertisements to be used and where they will be placed. Also, indicate if you wish to incorporate the City’s local access channel, KSUN 15 in your advertising. Please attach additional sheets as needed to fully describe your marketing plan.
Organization Information
6. Please describe your organization’s mission and goals, as well as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization). Please attach your organization’s most recent financial statements if available.
The event is open to the Sunnyvale community. It is typically attended by surrounding families near Ellis. The approximate attendance of the 2023 event was over 500, and we expect the event to increase based on our event attendance growth (25-50%+), publicity from last year's event, and increased advertising to pull in a greater number. City funding will allow us to support a larger event, reaching a greater fraction of the Sunnyvale community.
We advertise on school social media platforms including Facebook, Class Dojo (district teacher/parent tool, Peach Tree (Sunnyvale School district wide email platform) and on the new school marquee outside the school. We will also promote the event at local businesses (coffee shops, etc) and flyering in the school and neighborhood.
The PTA's mission is to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children. We currently have 130+ members at Ellis PTA representing 750 students and their families.
See attached budget PDF.
Website: https://sites.google.com/ellispta.org/web/
Facebook: https://www.facebook.com/EllisElementary/
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Event Logistics and Budget
7. What steps are you taking to ensure a well-planned, safe event?
8. Describe controls you have in place to ensure your event will be cost-effective with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past?
9. Please attach a detailed budget for your event including:
x Total expenses
x Anticipated revenue (if applicable)
x Net cost (total expenses less anticipated revenue)
x Volunteer assistance (1. List volunteer roles/tasks and the number of hours anticipated; 2. Multiply volunteer hours by $37.32, the California volunteer rate per IndependentSector.org)
x Any expenses you expect to be donated/in-kind (include an estimated dollar value of each donated/in-kind expense in your budget)
x Funding amount being requested from City of Sunnyvale (cannot exceed 40 percent of total expenses, including the value of in-kind/donated services but excluding the value of volunteer time).
10. How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
The event has a senior project lead with experience running events hosting 800-1000 people, as well as teacher leads, parent country leads and dozens of volunteers who participate to make this event happen.
Food Safety: Bringing in established food vendors, verified for up to date licenses and insurance, providing safe food handling supplies for the volunteers, and dedicated tents (request for funds) and food storage for country food sampling.
Family Safety: The event is coordinated with the school staff to ensure school safety concerns and rules are followed, to prepare the grounds ahead of time, ensure there are ample bathroom access, waste-disposal options, clean up afterwards.
The PTA board proposes a budget and release of funds to the PTA association which votes to approve these measures. Funds can only be reimbursed with the approval of the PTA president and secretary and their signatures. Checks need to be signed by the Treasurer and Financial Secretary. All previous events have been kept within budget.
The ELLIS PTA will supply the required funds to ensure this event is hosted safely and represents the community of Sunnyvale.
The additional grant will provide us access to better infrastructure and equipment for safely hosting the event outdoors while meeting the growth in attendance, supplies that will be reusable, and increased awareness & marketing for the event. These funds will reduce the burden on the families who provide in-kind donations and the Ellis PTA, allowing the PTA to offer additional educational events.
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Event Details
1. Please describe your event (you may attach additional details or supporting documentation).
2. Have you held this event before? If so, when and where?
Multicultural Night is an annual event, where our school community comes together to share and celebrate the vibrant and diverse cultures of our school community. For many people, this night is a celebration of their country of origin, but culture can also include family cultures, cultures of different regions of the country, and cultures of different identity groups. Volunteer parents or staff host tables for their cultures, sharing samples of food, displaying items representative of their cultures, and wearing clothing representing their cultures. The San Miguel Elementary PTA is responsible for getting families to sign up to host tables, providing supplies for making posters, and providing paper plates/utensils for serving food. The PTA offers to reimburse a certain amount per table to cover the expense of food and supplies to minimize barriers to access for participants. In past years, we have had tables representing Mexico, Colombia, Guatemala, Argentina, China, Korea, Azerbaijan, Ireland, Peru, India, Philippines, and more (e.g., cultures of gender).
In addition to the tables, we play music that is representative of the variety of cultures represented, and the event includes performances and/or demonstrations. Past demonstrations have included Cumbia Colombiana, Brazilian jiu jitsu, Odissi traditional Indian dance, and community wide Mexican line dancing to Caballo Dorado song Yes, we held our first Multicultural Night in 2019 at San Miguel (in our multi-puprose room). We held another one in 2022, and the last o n
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3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?
We believe that everyone has culture, not just specific to a country of origin but can also include identity group cultures and regional cultures. Our event celebrates the diversity of our San Miguel school community, and it's a chance for everyone to experience culture via taste, touch, smell, sight, and hearing. This allows students and families to better understand each other, our different backgrounds, and how we are all greater than the sum of our parts. Parents can share their cultural pride with their children and friends, and the students learn more about their own heritage and how to value the diversity within our community and the planet.
Attachment 5
Event Logistics and Budget
7. What steps are you taking to ensure a well-planned, safe event?
8. Describe controls you have in place to ensure your event will be cost-effective with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past?
9. Please attach a detailed budget for your event including:
x Total expenses
x Anticipated revenue (if applicable)
x Net cost (total expenses less anticipated revenue)
x Volunteer assistance (1. List volunteer roles/tasks and the number of hours anticipated; 2. Multiply volunteer hours by $37.32, the California volunteer rate per IndependentSector.org)
x Any expenses you expect to be donated/in-kind (include an estimated dollar value of each donated/in-kind expense in your budget)
x Funding amount being requested from City of Sunnyvale (cannot exceed 40 percent of total expenses, including the value of in-kind/donated services but excluding the value of volunteer time).
10. How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
This event will be held outdoors. We will ensure adequate lights to keep the playground safe as it gets dark in the evening. We will also have volunteers and school staff present throughout the event. Additionally, San Miguel has a code of conduct that all students know to follow. The PTA has a first aid kit for all of our events.
We have an event coordinator who will lead the planning and logistics for the event. That event coordinator will have a set budget for the event, with close coordination with members of the PTA board to ensure that the event stays within budget. Families will have to sign up for tables, so we can make sure we have a reasonable number of tables. Families will also be told upfront how much reimbursement is available, so they can manage their individual table budgets accordingly.
Our PTA rules require that we submit all expenses with receipts and proper documentation for reimbursement Events have to fall We are requesting $1000 from the City for this grant. The remaining budget ($1560) will come from the PTA budget ($500 under Multicultural Potluck; $310 under Bilingual Programs), in-kind donations from San Miguel families and friends, and monetary donations. There is no revenue, since this event is free for everyone.
We are asking for grant funding from the City to help support more tables and increase the amount of funding per table.
Typically, we offer a $50 reimbursement to families for their tables, but for last year's Multicultural Night, we received feedback that $50 did not cover expenses, and even with the reimbursement, it's hard for low-income families to host a table. This is especially true now that food prices have increased so much. Funding from the City will allow us to host additional tables, increase the amount of funding per table, and ensure equitable participation by our families. As a Title 1 school, funds from this grant will really help us support our community better - and allow us to host an amazing Multicultural Night - without affecting funds raised for much needed activities like field trips classroom supplies and scholarships that provide equitable access to Attachment 5
Event Details
1. Please describe your event (you may attach additional details or supporting documentation).
2. Have you held this event before? If so, when and where?
The event is a celebration of Diwali, "Festival of Lights". It includes:
* cultural performances like music and dance,
* Kids Zone activities including coloring, lamp painting, live art demo and magic show, * vendors selling South Asian clothes, handicrafts and jewelry * food for sale from food trucks and possibly local businesses This event was held at Sunnyvale Community Center on October 30 2021, October 15 2022, October 21 2023 Attachment 5
3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?
South Asian Cultural Association of Sunnyvale (SACAS) was formed to highlight cultural diversity and promote inclusion in the city of Sunnyvale.
Diwali is a festival of lights and one of the major festivals celebrated in India and other South Asian countries.
Diwali symbolizes the spiritual "victory of light over darkness, good over evil, and knowledge over ignorance".
Given the large number of people settled in Sunnyvale of South Asian descent, this celebration promotes camaraderie among this community and solidarity with other cultures and enriches the quality of life for all residents in our community.
Attachment 5
Marketing & Promotion
4. Is your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience? How many people do you expect to attend your event, how did you arrive at this estimate?
5. Please describe your marketing plan, including the type of advertisements to be used and where they will be placed. Also, indicate if you wish to incorporate the City’s local access channel, KSUN 15 in your advertising. Please attach additional sheets as needed to fully describe your marketing plan.
Organization Information
6. Please describe your organization’s mission and goals, as well as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization). Please attach your organization’s most recent financial statements if available.
This is an event open to all who wish to attend. There is no specific target audience; the wide range of activities ensures that it is appealing to a broad range of people.
Expect 3000+ people to attend; this is rough estimate based on the capacity of the parking lots of Sunnyvale Community center and duration of the event.
The event will be marketed via:
1) Meta advertising
2) eventbrite and sulekha sites
3) printed flyers at local libraries and businesses
4) social media postings on Facebook, Nextdoor etc.
5) City's communication channels
South Asian Cultural Association of Sunnyvale (SACAS) was formed to highlight cultural diversity and promote inclusion in the city of Sunnyvale. This is a completely volunteer led organization. The dynamic pool of volunteers and the four board members are the members of this organization; there are no explicit membership requirements. There is no yearly budget; budget is allocated per event.
Attachment 5
Event Logistics and Budget
7. What steps are you taking to ensure a well-planned, safe event?
8. Describe controls you have in place to ensure your event will be cost-effective with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past?
9. Please attach a detailed budget for your event including:
x Total expenses
x Anticipated revenue (if applicable)
x Net cost (total expenses less anticipated revenue)
x Volunteer assistance (1. List volunteer roles/tasks and the number of hours anticipated; 2. Multiply volunteer hours by $37.32, the California volunteer rate per IndependentSector.org)
x Any expenses you expect to be donated/in-kind (include an estimated dollar value of each donated/in-kind expense in your budget)
x Funding amount being requested from City of Sunnyvale (cannot exceed 40 percent of total expenses, including the value of in-kind/donated services but excluding the value of volunteer time).
10. How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
For the events we have conducted so far, we made sure that day-of-event rules and restrictions with respect to garbage, recycling and environment, safety, fire prevention, DPS presence etc. were all followed by undergoing inspections, hiring appropriate teams (e.g. to ensure zero-waste) and getting all relevant permits (e.g Event day and food permit).
We will follow all these rules and get all the permits again for 2024 to ensure a well-planned and safe event.
For the past events, we were adequately funded through grants and sponsorships.
We are requesting grant funding from the city to partially support the expenses for Diwali event. The rest of the funding will come from corporate and other sponsorships, as was the case for past events.
Attachment 5
Event Details
1. Please describe your event (you may attach additional details or supporting documentation).
2. Have you held this event before? If so, when and where?
The event is a celebration of Holi, "Festival of Colors". It includes:
* DJ music based dance for all the participants
* vendors selling South Asian clothes, handicrafts and jewelry * food for sale from food trucks and possibly local restaurants * participants play with water and organic colors
This is the first time the festival will be held.
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3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?
South Asian Cultural Association of Sunnyvale (SACAS) was formed to highlight cultural diversity and promote inclusion in the city of Sunnyvale.
Holi is a festival of colors and is celebrated to welcome spring. It is also celebrated as a new beginning where people can release all their inhibitions and start fresh. In this spirit, people daub color powders and douse each other with water ,creating a playful exchange and lots of fun.
Given the large number of people settled in Sunnyvale of South Asian descent, this celebration promotes camaraderie among this community and solidarity with other cultures and enriches the quality of life for all residents in our community.
Attachment 5
Marketing & Promotion
4. Is your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience? How many people do you expect to attend your event, how did you arrive at this estimate?
5. Please describe your marketing plan, including the type of advertisements to be used and where they will be placed. Also, indicate if you wish to incorporate the City’s local access channel, KSUN 15 in your advertising. Please attach additional sheets as needed to fully describe your marketing plan.
Organization Information
6. Please describe your organization’s mission and goals, as well as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization). Please attach your organization’s most recent financial statements if available.
This is an event open to all who wish to attend. There is no specific target audience; the wide range of activities ensures that it is appealing to a broad range of people.
Expect 800+ people to attend; this is rough estimate based on the duration of the event.
The event will be marketed via:
1) Meta advertising
2) eventbrite and sulekha sites
3) printed flyers at local libraries and businesses
4) social media postings on Facebook, Nextdoor etc.
5) City's communication channels
South Asian Cultural Association of Sunnyvale (SACAS) was formed to highlight cultural diversity and promote inclusion in the city of Sunnyvale. This is a completely volunteer led organization. The dynamic pool of volunteers and the four board members are the members of this organization; there are no explicit membership requirements. There is no yearly budget; budget is allocated per event.
Attachment 5
Event Logistics and Budget
7. What steps are you taking to ensure a well-planned, safe event?
8. Describe controls you have in place to ensure your event will be cost-effective with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past?
9. Please attach a detailed budget for your event including:
x Total expenses
x Anticipated revenue (if applicable)
x Net cost (total expenses less anticipated revenue)
x Volunteer assistance (1. List volunteer roles/tasks and the number of hours anticipated; 2. Multiply volunteer hours by $37.32, the California volunteer rate per IndependentSector.org)
x Any expenses you expect to be donated/in-kind (include an estimated dollar value of each donated/in-kind expense in your budget)
x Funding amount being requested from City of Sunnyvale (cannot exceed 40 percent of total expenses, including the value of in-kind/donated services but excluding the value of volunteer time).
10. How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
For the events we have conducted so far, we made sure that day-of-event rules and restrictions with respect to garbage, recycling and environment, safety, fire prevention, DPS presence etc. were all followed by undergoing inspections, hiring appropriate teams (e.g. to ensure zero-waste) and getting all relevant permits (e.g Event day and food permit).
We will follow all these rules and get all the permits again for 2024 to ensure a well-planned and safe event.
For the past events, we were adequately funded through grants and sponsorships.
We are requesting grant funding from the city to partially support the expenses for Diwali event. The rest of the funding will come from corporate and other sponsorships, as was the case for past events.
Attachment 5
Event Details
1. Please describe your event (you may attach additional details or supporting documentation).
2. Have you held this event before? If so, when and where?
The Jazz & Beyond series is a one of a kind, live concert series on History Murphy Avenue. This event provides guests with tables and seating, and menus providing food from a variety of our restaurants, wines by the bottle, glass, and draft beer. These events features popular, local jazz bands every Saturday night for 8 weeks. We provide tables and chairs for attendees to be able to order directly from participating restaurants. This allows guests to order from any participating restaurants and have their order delivered to their table.
These events provide a wonderful opportunity to introduce the community to the restaurants and businesses in Sunnyvale Downtown. This is a one of a kind event that brings people from all over the Bay Area along with Sunnyvale residents and their families.
The Jazz & Beyond series has run for 15 years on Historic Murphy Avenue.
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3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?
For over a decade, Jazz and Beyond has provided inclusive entertainment to the people of Sunnyvale which they share with pride by bringing friends and families. Workers, community members, residents, and families are able to dine, drink, and dance together. Live music at Jazz & Beyond has a universal way of connecting people from all walks of life.
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Marketing & Promotion
4. Is your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience? How many people do you expect to attend your event, how did you arrive at this estimate?
5. Please describe your marketing plan, including the type of advertisements to be used and where they will be placed. Also, indicate if you wish to incorporate the City’s local access channel, KSUN 15 in your advertising. Please attach additional sheets as needed to fully describe your marketing plan.
Organization Information
6. Please describe your organization’s mission and goals, as well as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization). Please attach your organization’s most recent financial statements if available.
These events are held on Historic Murphy Avenue in Sunnyvale Downtown. This is a family event and tables are always open on a first come, first serve basis. Jazz & Beyond is a free event, we anticipate 200-300 people to attend each performance based on previous years.
There will be posters and postcards distributed throughout the city of Sunnyvale at high foot traffic locations. Our website www.sunnyvaledowntown.org will provide information on our events page. We also share information via our social channels and Eventbrite.
The Sunnyvale Downtown Association (SDA) is a non-profit, membership based, organization whose mission is to promote, advocate, and enhance the vitality of Downtown Sunnyvale. The association is funded by the business improvement district fees, sponsorships, city funds, and revenue producing events.
The SDA serves as the voice of the downtown by advocating for policies, programs, and events that support the economic growth of the Downtown.The SDA performs as the marketing arm and ambassador for the Downtown and the City of Sunnyvale. We produce broad-appeal events that supplement the individual businesses marketing efforts. This colabration brings attention and community engagement to the SDA Business Improvement District.
For the SDA's most recent financial statements, please see BID Renewal Request/State of the Downtown 2023.
Attachment 5
Event Logistics and Budget
7. What steps are you taking to ensure a well-planned, safe event?
8. Describe controls you have in place to ensure your event will be cost-effective with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past?
9. Please attach a detailed budget for your event including:
x Total expenses
x Anticipated revenue (if applicable)
x Net cost (total expenses less anticipated revenue)
x Volunteer assistance (1. List volunteer roles/tasks and the number of hours anticipated; 2. Multiply volunteer hours by $37.32, the California volunteer rate per IndependentSector.org)
x Any expenses you expect to be donated/in-kind (include an estimated dollar value of each donated/in-kind expense in your budget)
x Funding amount being requested from City of Sunnyvale (cannot exceed 40 percent of total expenses, including the value of in-kind/donated services but excluding the value of volunteer time).
10. How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
This event will require the same level of detailed planning and production that all of our events receive. Volunteers return each year because they enjoy the events themselves and want to continue to be a part of it.
We have 3 security guards with walkie-talkies to keep in communication during events in case of any issues. The SDA has demonstrated over 20 years of delivering fun community events.
This event generates revenue from our beverage booth in addition to sponsors, city funds, and community grants. The SDA has configured an event time-line, detailed budget, and a staff task grid that identifies all of the job tasks needed to produce a safe and successful event.
Each year as prices continue to go up for this event, we continue to work to secure city funding, Business Improvement Districts fees, corperate and community sponsorships. Jazz & Beyond provides a beverage booth to generate revenue from alcohol sales. We are able to maintain the overall opperational costs for these events.
Community sponsorships are never guaranteed. We work to ensure financially funded events each season.
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Event Details
1. Please describe your event (you may attach additional details or supporting documentation).
2. Have you held this event before? If so, when and where?
Dining & Dancing is designed to bring DJ's downtown on Historic Murphy Ave to play a mixture of types of music: country, rock, 70's, 80's, pop, and other music genres over a two month span every Wednesday and Thursday evening from 6pm - 8:30pm. These events are designed to help the downtown businesses by adding to the ambience of the downtown area and opening up a space to dance to music. We will also have themed nights throughout the series! Originally "Music & Dining" was created during covid to help businesses keep their door open and protect their staff. Over the last three Attachment 5
3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?
Dining & Dancing Nights celebrates the downtown with universally loved music and brings people to support our retailers and restaurants. The music provides a welcoming and fun atmosphere to Historic Murphy Avenue. These events enhance the quality of the downtown and provides a unique Sunnyvale experience. Dining & Dancing nights will help extend our summer event season with businesses being able to keep local consumers in our downtown.
Attachment 5
Marketing & Promotion
4. Is your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience? How many people do you expect to attend your event, how did you arrive at this estimate?
5. Please describe your marketing plan, including the type of advertisements to be used and where they will be placed. Also, indicate if you wish to incorporate the City’s local access channel, KSUN 15 in your advertising. Please attach additional sheets as needed to fully describe your marketing plan.
Organization Information
6. Please describe your organization’s mission and goals, as well as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization). Please attach your organization’s most recent financial statements if available.
Our events invites all to Downtown Sunnyvale and brings a fun and welcoming atmosphere to the downtown for regular patrons. This event focuses on adding to the ambiance of Murphy Ave, so we can expect a regular attendance for businesses on Wednesday and Thursday nights.
There will be posters distributed throughout the city of Sunnyvale at high foot traffic locations. Our website www.sunnyvaledowntown.org will have updates and reminders on our events page.
The Sunnyvale Downtown Association (SDA) is a non-profit, membership based, organization whose mission is to promote, advocate, and enhance the vitality of Downtown Sunnyvale. The association is funded by the business improvement district fees, sponsorships, city funds, and revenue producing events.
The SDA serves as the voice of the downtown by advocating for policies, programs, and events that support the economic growth of the Downtown. The SDA performs as the marketing arm and ambassador for the Downtown and the City of Sunnyvale. We produce broad-appeal events that supplement the individual businesses marketing efforts. This collaboration brings attention and community engagement to the SDA Business Improvement District.
For our most recent financial statements, please see BID RENEWAL REQUEST 2023.
Attachment 5
Event Logistics and Budget
7. What steps are you taking to ensure a well-planned, safe event?
8. Describe controls you have in place to ensure your event will be cost-effective with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past?
9. Please attach a detailed budget for your event including:
x Total expenses
x Anticipated revenue (if applicable)
x Net cost (total expenses less anticipated revenue)
x Volunteer assistance (1. List volunteer roles/tasks and the number of hours anticipated; 2. Multiply volunteer hours by $37.32, the California volunteer rate per IndependentSector.org)
x Any expenses you expect to be donated/in-kind (include an estimated dollar value of each donated/in-kind expense in your budget)
x Funding amount being requested from City of Sunnyvale (cannot exceed 40 percent of total expenses, including the value of in-kind/donated services but excluding the value of volunteer time).
10. How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
We make sure our DJ has the necessary power which is approved by The City of Sunnyvale and a tent for his space. We ensure the DJ area is in compliance with the ADA code and fire department. We will also designate a safe and spacious dance area.
We have limited expenses for this event. We require only one staff for set up and tear down, and a DJ. The only promotion needed is printing and distributing the marketing materials. We have held similar events with no issue.
This event encourages downtown engagement and togetherness but generates no revenue. Community sponsorships are never guaranteed and we work to ensure financially funded events each season.
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Event Details
1. Please describe your event (you may attach additional details or supporting documentation).
2. Have you held this event before? If so, when and where?
On the first Saturday of December, the Holiday Tree Lighting Celebration brings together the families and community of Sunnyvale to celebrite the holiday season. The tree is brought to life once lit by the city's Mayor. People have an option to have photos taken at our sponsored photo booth. Photos are also available for electronic distribution. This is a free event open to families, couples and community residence. The event will take place on Historic Murphy Avenue and kicks off the holiday season with an array of lights, photos, performances, and great memories!
We have held this event for over the past 24 years. It takes place the first Saturday of December in Sunnyvale Downtown on Historic M Attachment 5
3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?
This event brings residents and city officials to Sunnyvale Downtown where we will have a large christmas tree and a small ice rink. We also encourage participation from our community by hosting choirs and bands from various local schools such as, Columbia Middle School, Fremont High School, and Homestead High School. These organizations bring their own entourage of faculty and family for a festive, family event. We also have the local dance company, DANCE ATTACK!, who performs as part of our celebration. We welcome all of our community to come celebrate and kick off of the holiday season with us.
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Marketing & Promotion
4. Is your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience? How many people do you expect to attend your event, how did you arrive at this estimate?
5. Please describe your marketing plan, including the type of advertisements to be used and where they will be placed. Also, indicate if you wish to incorporate the City’s local access channel, KSUN 15 in your advertising. Please attach additional sheets as needed to fully describe your marketing plan.
Organization Information
6. Please describe your organization’s mission and goals, as well as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization). Please attach your organization’s most recent financial statements if available.
Our event is held on Historic Murphy Avenue in Downtown Sunnyvale. It is an opportunity for everyone who is interested to enjoy the festivities with neighbors, family and friends in a fun community celebration. We expect around 300 people to attend this event if the weather permits, based on previous years.
There will be posters and postcards distributed throughout the city of Sunnyvale at high foot traffic locations. Our website www.sunnyvaledowntown.org will provide information on our events page. We also share information via our social channels and Eventbrite.
The Sunnyvale Downtown Association (SDA) is a non-profit, membership based, organization whose mission is to promote, advocate, and enhance the vitality of Downtown Sunnyvale. The association is funded by the business improvement district fees, sponsorships, city funds, and revenue producing events.
The SDA serves as the voice of the downtown by advocating for policies, programs, and events that support the economic growth of the Downtown.The SDA performs as the marketing arm and ambassador for the Downtown and the City of Sunnyvale. We produce broad-appeal events that supplement the individual businesses marketing efforts. This collaboration brings attention and community engagement to the SDA Business Improvement District.
Please see Bid Renewal Request for most recent financial statements.
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Event Logistics and Budget
7. What steps are you taking to ensure a well-planned, safe event?
8. Describe controls you have in place to ensure your event will be cost-effective with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past?
9. Please attach a detailed budget for your event including:
x Total expenses
x Anticipated revenue (if applicable)
x Net cost (total expenses less anticipated revenue)
x Volunteer assistance (1. List volunteer roles/tasks and the number of hours anticipated; 2. Multiply volunteer hours by $37.32, the California volunteer rate per IndependentSector.org)
x Any expenses you expect to be donated/in-kind (include an estimated dollar value of each donated/in-kind expense in your budget)
x Funding amount being requested from City of Sunnyvale (cannot exceed 40 percent of total expenses, including the value of in-kind/donated services but excluding the value of volunteer time).
10. How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
This event will require the same level of detailed, planning and production that all of our events receive. From set up to tear down, every job has been staged, scripted, and staffed. The SDA has demonstrated over 20 years of delivering fun community events.
To start, this event is a non-income generating event. All proceeds are generated via sponsors, city funds, and community grants.
This is a give-back to the community, which strives to bring all community residents together to celebrate the holiday season. The SDA will purchase the holiday tree, lights and decor, as well as hire a photobooth and other potential costs.
These events are sponsored by city funding, Business Improvement Districts fees, and community sponsorships. We are able to maintain the overall operational costs for these events. However, community sponsorships are never guaranteed. We work to ensure a financially funded events each season.
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