2025 Community Events Grant Program Applications — Sunnyvale City Council, January 14, 2025

Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank you for your interest in the Community Events Grant Program. Pleasethoroughly review the grant guidelinesand eligibility criteriato determine if your group qualifiesfor funding.

Grant decisionsare based upon acompetitive review process; thisapplication and any attachmentsare intended to be the primary subject of evaluating your grant proposal. The City will accept applicationsthrough Friday, October 18, 2024, by 5p.m. Applicantswill be notified of award decisions in Jan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applications may be submitted in the following ways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr., Sunnyvale CA 94087
Email: [email protected]
" V,at
_,
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

Sponsoring Organization(s):

International Pet Appreciation Event - Sunnyvale
6/7/2025 11:00 am to 2:00 pm
Duo Duo Project
Grant Amount Requesting from the City of Sunnyvale: $ 2800 (Amount cannot exceed 40 percent of total expenses, including the value of in-kind/donatedservicesbut excluding the value of volunteer time.)
Authorized Representative Information
Name:

Title:

Organization:

Email:

Phone Number:

Mailing Address:

Andrea Gung
Executive Director
Duo Duo Project
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Event Details
l. Please describe your event (you may attach additional detailsor supporting documentation).

Since 2023, in June, we organized month-long global International Pet Appreciation events, outpouring of love for dogs and cats in protest of the June 21Yulin Dog Meat "Festival" in China.

We invite animal lovers tojoin us to show our love and appreciation for dogs andcats,while supporting Duo Duo Project's mission to end the dog and cat meat trade.

This is a link to our 2023's Sunnyvale event.
https://www.duoduoproject.org/2023rally

2. Have you held this event before? If so, when and where? Yes
2023: Plaza Del Sol, Sunnyvale
2024: Union Square, San Francisco
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Marketing & Promotion

4. I syour event citywide or targeted to aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
Yes, it's citywide and for all Sunnyvale residents.
4a. How many people do you expect to attend your event, how did you arrive att hisestimate? 100 to 150. Based on our past event experiences.

S. Please describe your marketing plan, includingthetype of advertisementsto be used and wherethey will be placed. Pleaseattach additional sheets asneeded to fully describeyour marketing plan.

Promotional plans will be local signage posted in businesses (downtown stores and a a
Organization Information

6. Please describe your organization's mission and goals, aswell asinformation about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization). Please attach your organization'smost recent financial statements if available.

Duo Duo Project's mission is to bring the best of East and West together to fight again Page4of S.

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Event Logisticsand Budget

7. What steps areyou takingto ensure awell-planned, safe event? The plan is to work with Sunnyvale DPS. A planning comittee will be formed with experienced I

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2025 International Pet Appreciation - Sunnyvale
Organizer: Duo Duo Project
Name of Contact:Andrea Gung Tel: Email :

Date of Event: 06/07/25 (Sat)
How many people expected: 100-150
Hours: 11:00 am to 2:00 pm
Activities: Speakers, Music, K9 demos, DogTraining tips, Pet Memorials, Photo booth Expenses: $7,000:

City Services(venue rental, permit) $1,000
Entertainment: 1,500
Services (MC,Videotaping/photography): $1,500
Tents, furnitures, set ups: $1,500
Marketing: $1,500
Revenues: $7,000
Grant: $2,800
Community Sponsors$3,000
Individual Donations $1,200
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Atearh
2025 Community Event Application - International Pet Appreciation Event

3. How doesyour event encourage acelebration of community, including the character,diversity,and quality of Sunnyvale? How does it provide vitality and identity to the community? Thegoal of thisevent isto bring the community together. Wefeel that we need an event to have Sunnyvale animal loversget together to sharetheir lovesfor their pets. Thefocus ison Sunnyvale residentswith pets but all residentsare welcome. The event should last approximately 3-3.5 hours depending on number of participants.

Marketing & Promotion

4. Isyour event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
Yes, it'scitywide and for all Sunnyvale residents.
4a. How many people do you expect to attend your event, how did you arrive att hisestimate? 100 to 150. Based on our past event experiences.

S. Please describe your marketing plan, including the type of advertisementsto be used and wherethey will be placed. Please attach additional sheetsas needed to fully describeyour marketing plan.

Promotional planswill be local signage posted in businesses(downtown storesand all the pet industry related business in Sunnyvale) and electronic social media. We will reach outt o all clubsand schools in Sunnyvale to spread the word. Aspecial website page will be established. Wewill also seek help from City of Sunnyvale's PRdepartment and Chamber to help promote our event .

Organization Information

6. Please describeyour organization'smission and goals, aswell as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization).

Please attach your organization'smost recent financial statementsif available.

Duo Duo Project's mission isto bringthe best of East and West together to fight against cruelty done to animals. We believe to have acommunity oriented pet related event, likethis International Pet Appreciation event can raise awarenessand for some people who might be scared of dogs can come havefun and to have achance to be up and closeto animals and see petsarefamily and not properties.

Here isa link to our 990s:https://www.duoduoproject.org/annual-990-reports Event Logisticsand Budget

7. What stepsareyou taking to ensure awell-planned, safe event? The plan isto work with Sunnyvale DPS. A planning comittee will beformed with experienced event planning volunteers. We will also have many of our volunteerspresent.

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2025 Community Event Application - International Pet Appreciation Event Attemptswill be made to make asmany expenses covered by in-kind donations rather than by disbursement. We have planned many similiar eventssince 2018 and all met with our Sunnyvale grant goals. Proceedsare expected to betransferred to organization using corporate checksfor clear accountability.

10. How will you obtain the remaining fundingfor your event? Why areyou requesting grant funding from the City?
We will be obtaining adiverse group of sponsorsfrom tech companies, local businesses, community organizationsand individualsdonations.The funding from the city will helps us meet our goalsand make Sunnyvale part of acommunity event. We feel likethisistruly an event where all walksof lifeof Sunnyvale residentns can particiate. It's aSunnyvale event where all ages can have fun with their pets and learn the importance of the responsibilitiesand care oft he pets.

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Community Events Grant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m. " V,t. at
_,
Sunnyvale
Thank you for your interest in the Community Events Grant Program. Please thoroughly review the grant guidelines and eligibility criteria to determine if your group qualifies for funding.

Grant decisions are based upon a competitive review process; this application and any attachments are intended to be the primary subject of evaluating your grant proposal. The City will accept applications through Friday,October 18, 2024, by 5 p.m. Applicants will be notified of award decisions in Jan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applications may be submitted in the following ways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation Services Administration
550 E. Remington Dr., Sunnyvale CA 94087
Email: [email protected]
Event Name: Multicultural Night
Date(s)/Time(s) of Event: April4, 2025 (5:30-7:30pm)
Sponsoring Organization(s): San Miguel Elementary PTA
Grant Amount Requestins from the City of Sunnyvale: $1500 (Amount cannot exceed 40 percent of total expenses, including the value of in-kind/donated services but excluding the value of volunteer time.)
Authorized Representative Information
Name: Cortney Jansen
Title:

Organization:

Email:

Phone Number:

Mailing Address:

Chair, Fundraising Committee
San Miguel Elementary PTA

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Event Details

1. Please describe your event (you may attach additional details or supporting documentation).

The San Miguel Elementary PTA holds Multicultural Night as an annual tradition. It's an opportunity for our school to share and celebrate the different, vibrant cultures within our community.This night is achance for families to celebrate their country of origin. We also support a broader definition of "culture", celebrating cultures such as family culture and cultures of different identity groups. Volunteer parents and/or staff host tables for their cultures. Each table has food samples, books from their culture, and/or other items representative of their culture. Families may also wear traditional clothes.

The PTA is responsible for finding families to sign up to host tables,for providing supplies to make posters, and for bringing plates/utensils for serving food. To limit financial barriers that may prevent low-income families from hosting atable, the PTA offers a reimbursement per table to help cover the costs of food and suppliers. Last year,we had tables representing Mexico, El Salvador,Guatemala, Argentina, India, China, Japan, Azerbaijan, the Philippines, and cultures of gender. Other years have included tables from South Korea, Ireland, Peru, and more.

Multicultural Night also celebrates cultures through music and dance by including performances and/or demonstrations. Last year,we had two teachers perform a Danza Folklorica, a demonstration by local Brazilianjiujitsu business Daruma Dojo, a Colombian dance group, and an Indian dance group.

2. Have you held this event before? If so, when and where? Yes, we held our first Multicultural Night in 2019 at San Miguel (in our multi-purpose room).

Additional Multicultural Nights were held:

March 11, 2022
May 12, 2023
April 26, 2024
This event is always held at San Miguel Elementary in Sunnyvale, typically as an outdoor event.

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?
Everyone has culture. Maybe it's culture specific to a country of origin, maybe it's a culture associated with an identity group or a regional culture. In Sunnyvale, we live at the intersection of multiple cultures that brings together a vast array of languages, cuisines, and discourse. At San Miguel, we make space for communities withtraditionally marginalized identities to share the richness and vibrancy of their culture. We uplift the value of everyone's experiences and provide a space for that to nourish our school community. Multicultural Night celebrates the diversity of cultures at San Miguel Elementary. Everyone is able to experience cultures through

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all five senses - taste, touch, sight, smell, and hearing. This event provides students and families with the opportunity to better understand each other and our different backgrounds.

Parents and kids share culture with their friends, and students learn more about their own heritage. This celebration strengthens our community and identities in our community and values the diversity of Sunnyvale.

Marketing & Promotion

4. Is your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience? Multicultural Night is an event for the whole city,although most of our attendees are from San Miguel Elementary. Our school is a Title 1, majority-Hispanic school ,and about 50% of students are ELL (English Language Learners). We also invite elected officials, including staff and board members from Sunnyvale School District (SSD) and Fremont Union High School District (FUHSD).
4a. How many people do you expect to attend your event, how did you arrive at this estimate?
We expect 200-250 people toattend, which is the same as attendance at past events (around 200-250 people). Our student population has grown by about 10% since last year,so we hope to have closer to 250 people this year.

5. Please describe your marketing plan, including the type of advertisements to be used andwhere they will be placed. Please attach additional sheets as needed to fully describe your marketing plan.

Our marketing plan includes the following:
- Listing information in the school's weekly Parent Bulletin, which is emailed to all families - Posting on our San Miguel Elementary PTA Facebook page and PTA webpage - Posting flyers around the school
- Posting in grade-level WhatsApp groups
- Posting in ClassDojo
- Word of mouth
We will reach out to families who hosted tables in past years to see if they are willing tohost tables again this year.Wewill also post sign up sheets to host atable; and we will have meetings to coordinate the event.

Organization Information

6. Please describe your organization's mission and goals, as well as information about yourmembership andtotal organizational budget, if applicable (feel freeto

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attach literature about your organization). Please attach your organization's most recent financial statements if available.

The San Miguel Elementary PTA mission is for every student, family, and teacher tofeel welcome and supported at San Miguel. As a PTA, we are about community,enrichment, advocacy and volunteering. We host fundraisers each year (e.g., fall catalog sales,family photoshoot, partnering with local restaurants for Dine Out Nights, a silent auction, walkathon).

Money that is raised by the PTA supports school assemblies, extracurricular activities, band, music, art scholarships, and more. For many of our students, the field trips and enrichment programs funded by the PTA are educational opportunities they would not otherwise have.

We have 133 PTA members at the moment. We expect to raise about $90,000 this year (primarily through fundraising, donations, and grants). Our PTA supports the entire San Miguel Elementary school, with ~425 students total (grades TK-5).

See our "Budget to Actuals" financial report covering our current fiscal year here:
https://drive.google.com/file/d/1aigHk1oTbylquZh-bjj7UDu07dX4IXjO/view?usp=sharing For additional information, please see our website (www.sanmiguelpta.org) and our Facebook page (www.facebook.com/SanMiguelElementaryPTA).

Event Logistics and Budget

7. What steps are you taking to ensure awell-planned, safe event? We will hold Multicultural Night outdoors. We will ensure adequate lights to keep everyone safe as it gets dark in the evening. Volunteers and school staff will be present throughout the event to provide support as needed. We will also have afirst aid kit on hand. Finally, San Miguel has a code of conduct that all students know to follow.

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?
Our event coordinator will lead the planning and logistics for the event. There is a set budget for the event, and our event coordinator will stay in close coordination with the PTA board to ensure that the event stays within budget. The sign-up sheet will let us make sure we have a reasonable number of tables that we can support with our budget. Families will know upfront how much reimbursement is available, so they can manage their individual table budgets accordingly.

Per PTA rules, all expenses must be submitted with receipts and proper documentation for reimbursement. Events have to fall within budget and be approved by the PTA general assembly.All checks must be signed by two PTA board members. Our organization has demonstrated these skills in the past when hosting previous Multicultural Nights and other events (e.g., Welcome Back Picnic,Winterland) that have similar budget limitations.

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9. Please attach adetailed budget for your event including:
• Total expenses
• Anticipated revenue (if applicable)
• Net cost (total expenses less anticipated revenue)
• Volunteer assistance (1. List volunteer roles/tasks andthe number of hours anticipated; 2. Multiply volunteer hours by $37.32, the California volunteer rate per lndependentSector.org)
• Any expenses you expect to be donated/in-kind (include an estimated dollar value of each donated/in-kind expense in your budget)
• 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).
1O. How willyou obtain the remaining funding for your event? Why are you requesting grant funding from the City?
We are requesting $1500 from the City for this grant. The total event budget is $4000. The remaining funds will come from the PTA budget ($2000) and in-kind donations from San Miguel families and friends ($500). There is no revenue, since this event is freefor everyone.

This year,we have increased the PTA budget to help support a higher reimbursement ratefor families who host tables, andthe grant funding from the City will provide support for this higher reimbursement rate. Historically,we offered a$50 reimbursement tofamilies for their tables.

However,after the 2023 Multicultural Night,we received feedback that $50 was too low,and it was difficult for low-income families to host atable. So for the 2024 Multicultural Night,with support from the City grant,we increased the reimbursement to $100 per table. Feedback was that this higher reimbursement offset the financial difficulty of hosting tables and helped ensure equitable participation by our families. We hope tomaintain this same $100 reimbursement rate for the 2025 Multicultural Night. However,the $100 reimbursement rate is dependent on receiving this grant. As a Title 1school, funds from this grant will support our community better - and allow us to host an amazing Multicultural Night - without affectingfunds allotted to other much-needed activities like field trips, assemblies, and scholarships that support equitable access to extracurricular activities. Thank you for your consideration.

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San Miguel Elementary PTA_Budget for Multicultural Night (2024-2025 School Year) Item/Service
ln-kind food donations from participating families
Table cloths
Paper goods, utensils, food service supplies
Poster materials
Advertising
Food service supplies
Reimbursement for food/supplies for financial need (15 tables) Cultural performance (e.g., Columbian dance group, Daruma Dojo, mariachi band, Danza Folklorica)
Total Expected Expenses
Cost
$500
$25
$200
$50
$75
$250
$1,500
$1,400
$4,000
Funding Source Budget
Anticipated revenue $0
PTA "Multicultural Potluck" budget $2,000
ln-kind food donations (from above) $500
Requested amount from City of Sunnyvale community event grant $1,500 Total Budget $4,000
% requested from the City (must not exceed 40%) 37.50%
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SanMiguelElementaryPTA BudgettoActual
From July 1, 2024 to June 30, 2025
Actual Budget Difference
CashBalanceForward $ 67,537.40
Income
Administration
City of Sunnyvale Grant $ 750.00 $ 750.00 $ 0.00
Donation Income 6,055.90 4,000.00 2,055.90
Donations-Matching 2,100.00 4,000.00 (1,900.00)
Interest Income 0.16 0.96 (0.80)
Membership Dues Income 158.40 135.00 23.40
Membership Dues-TOTEM 1,098.90 1,210.00 (111.10)
Fundraisers
Auctions 520.00 10,500.00 (9,980.00)
Holiday Silent Auction Income 0.00 10,000.00 (10,000.00) Parking Spot Auction 520.00 500.00 20.00
ColnDrive 0.00 50.00 (50.00)
Coin Drive Income 0.00 50.00 (50.00)
DineOuts 0.00 1,500.00 (1,500.00)
FallCatalog Salea 0.00 3,500.00 (3,500.00)
FoodSalea 555.00 1,200.00 (645.00)
Food Vendors Income 555.00 0.00 555.00
HolidayPhotos 0.00 4,000.00 (4,000.00)
Leigh's Books/Bookasaurus 0.00 250.00 (250.00)
SanMiguelSwagSales 51.00 100.00 (49.00)
San Miguel Swag Sales Income 51.00 0.00 51.00
Sports Basement 0.00 25.00 (25.00)
Walk-a-ThonDonations 0.00 23,200.00 (23,200.00)
Walk-a-thon Income 0.00 22,000.00 (22,000.00)
Walk-a-thon Shirts 0.00 1,200.00 (1,200.00)
Walk-a-thonT-shirtSponsors 0.00 3,000.00 (3,000.00)
Programs
AfterSchoolProgram 320.00 30,000.00 (29,680.00)
After School Program Enrollment 320.00 30,000.00 (29,680.00) Winterland 0.00 2,000.00 (2,000.00)
Yearbook 0.00 800.00 (800.00)
Non-Unit Income
Pass-through Membership Income 81.60 70.00 11.60
Total Income $ 11,690.96 $ 90,290.96 $ (78,600.00)
Expense
Administration
Communications $ 67.50 $ 400.00 $ (332.50)
Copies 0.00 500.00 (500.00)
Damages 0.00 200.00 (200.00)
Insurance Expense 0.00 300.00 (300.00)
Membership Expense 8.30 150.00 (141.70)
MyPTEZ 179.00 200.00 (21.00)
Office Supplies Expense 41.83 350.00 (308.17)
Squarespace Website 0.00 350.00 (350.00)
Tax Filing Fees 0.00 215.00 (215.00)
10/16/2024 1:28 PM Page 1of 3
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SanMiguelElementaryPTA
Fundraisers
ColnOrive
FundralsingSllentAuction
HolidayPhotos
SanMiguelSwagSales
Walk-a-ThonDonations
Walk-a-thon Expense
Walk-a-thon T-Shirt Expense
Programs
ArtsEnrichment
Reflections
Assemblies
Assemblies Expense
BilingualPrograms
Bilingual Programs (Cuenta Cuentos, Project
Cornerstone, etc.)
Sunnyvale Rotary Grant funded bilingual programs
CommunityBulldlng
Advocacy and Parent Education
CommunityGrants
5th Grade Graduation
Newcomer Student Support Packet
Special Projects
Starfall Math Application
EndofYearPicnic
Extracurriculars
Financial Aid for non-PTA Activities
Infrastructure
Maintenance
Materials
No-Cost Programming
Paid Programming
Theater Program Expense
FieldTrips
Hospitality
Child Care/ Supplies
Hospitality Expense
In-SchoolEnrichment
Music for Minors
MulticulturalPotluck
Multicultural Potluck Expense
PTATrainings
SchoolSupport
Capital Improvements
Principal Spirit Fund Expense
Teacher Grants Expense
SpanishLibraryCollections
StaffAppreciation
Back to School Breakfast for Staff
Teacher and Staff Appreciation Expense
Volunteer Appreciation Expense
WelcomeBackEvents
Kinder Welcome
Welcome Back Event Expense
Winterland
10/16/2024 1:28 PM
BudgettoActual
From July 1, 2024 to June 30, 2025
Actual Budget Difference

0.00 50.00 (50.00)

0.00 200.00 (200.00)

0.00 2,000.00 (2,000.00)

0.00 50.00 (50.00)

0.00 7,500.00 (7,500.00)

0.00 2,500.00 (2,500.00)

0.00 5,000.00 (5,000.00)

40.00 200.00 (160.00)

40.00 200.00 (160.00)
2,347.50 5,000.00 (2,652.50)
2,347.50 0.00 2,347.50

0.00 2,299.55 (2,299.55)

0.00 1,065.00 (1,065.00)

0.00 1,234.55 (1,234.55)

0.00 2,000.00 (2,000.00)

0.00 2,000.00 (2,000.00)
(6.95) 4,255.00 (4,261.95)
(6.95) 500.00 (506.95)

0.00 400.00 (400.00)

0.00 3,000.00 (3,000.00)

0.00 355.00 (355.00)

0.00 2,000.00 (2,000.00)

63.42 57,050.00 (56,986.58)

0.00 10,000.00 (10,000.00)

63.42 0.00 63.42

0.00 200.00 (200.00)

0.00 500.00 (500.00)

0.00 1,600.00 (1,600.00)

0.00 44,000.00 (44,000.00)

0.00 750.00 (750.00)

0.00 20,000.00 (20,000.00)
156.69 550.00 (393.31)

0.00 150.00 (150.00)
156.69 400.00 (243.31)

0.00 6,000.00 (6,000.00)

0.00 6,000.00 (6,000.00)
100.00 2,000.00 (1,900.00)
100.00 0.00 100.00

0.00 500.00 (500.00)
240.00 10,000.00 (9,760.00)

0.00 2,000.00 (2,000.00)

0.00 500.00 (500.00)
240.00 7,500.00 (7,260.00)

0.00 500.00 (500.00)
480.58 3,300.00 (2,819.42)
480.58 500.00 (19.42)

0.00 2,500.00 (2,500.00)

0.00 300.00 (300.00)
334.47 1,650.00 (1,315.53)

34.47 150.00 (115.53)
300.00 1,500.00 (1,200.00)

0.00 2,000.00 (2,000.00)

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Attachment 4

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SanMiguelElementaryPTA
Yearbook
Zumba
Non-UnitExpense
Pass-through Membership Expense
TotalExpense
BudgettoActual
From July 1, 2024 to June 30, 2025
Actual Budget Difference

0.00 1,000.00 (1,000.00)

0.00 150.00 (150.00)

5.10 40.00 (34.90)
$ 4,057.44 $ 132,959.55 $ (128,902.11)
NetGainorLoss
TotalBalance
10/16/2024 1:28 PM
$
$
7,633.52 $
75,170.92
(42,668.59) $
= ==== =

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50,302.11
Attachment 4

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Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank you for your interest in the Community EventsGrant Program. Pleasethoroughly review the grant guidelinesand eligibility criteriato determine if your group qualifiesfor funding.

Grant decisionsare based upon acompetitive review process; thisapplication and any attachmentsare intended to be the primary subject of evaluatingyour grant proposal. The City will accept applicationsthrough Friday, October 18, 2024, by 5p.m. Applicantswill be notified of award decisions in Jan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applicationsmay be submitted in the followingways:

Mail or Drop Off inPerson:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr., Sunnyvale CA 94087
Email: [email protected]
S""V,
V
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

Sponsoring Organization(s):
2025 Sunnyvale Diwali Festival
Oct 18 2025
SouthAsian CulturalAssociation Of Sunnyvale
Grant Amount Requesting from the City of Sunnyvale: $ 12000 (Amount cannot exceed 40 percent of total expenses, including the value of in-kind/ donated servicesbut excluding the value of volunteer time.)
Authorized Representative Information
Name:

Title:

Organization:

Email:

Phone Number:

Mailing Address:

Prakash Giri
President
SouthAsian CulturalAssociation Of Sunnyvale
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Event Details

1. Please describe your event (you may attach additional detailsor supporting documentation).

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 SouthAsian clothes, handicrafts and jewelry *food for sale from food trucks and possibly local businesses

2. Haveyou held this event before? If so, when and where? This event was held at Sunnyvale Community Center on Oct 302021, Oct 15 2022, Oct 21 2023, Oct 26 2024
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Marketing & Promotion

4. I syour event citywide or targetedto aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
This is an event open to all who wish to attend. There is no specific target audience; th a
4a. How many people do you expect to attend your event, how did you arriveat this estimate? Expecting 3000+ people to attend; this is rough estimate based on the capacity of the I
S. Please describe your marketing plan, includingthe type of advertisementsto beused and wherethey will be placed. Please attach additional sheets as needed to fully describe your marketing plan.

The event will be marketed via: 1) Meta advertising 2) eventbrite and sulekha sites 3) r:

Organization Information

South Asian CulturalAssociation of Sunnyvale (SACAS) was formed to highlight cultu

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Event Logisticsand Budget

7. What stepsareyou takingto ensure awell-planned, safe event? For the eventswe have conducted so far,we made sure that day-of-event rules and restriction:
a

10. How will you obtain the remainingfunding for your event? Why areyou requestinggrant fundingfrom the City?
We are requesting grant funding from the city to partially support the expenses for Diwali ever Page5of 5
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Attachment 4

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2025 Community Event Application - Diw.Nkc lw.

3. How doesyour event encourage acelebration 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)wasformed to highlight culturaldiversity and promote inclusion in the city of Sunnyvale. Diwali isafestival of lightsand one of the major festivals celebrated in India and other South Asian countries. Diwali symbolizesthe 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 amongthiscommunity and solidarity with other culturesand enrichesthe quality of lifefor all residents inour community.

Marketing & Promotion

4. Isyour event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
This is an event open to all who wish to attend.There is no specific target audience; the wide range of activitiesensuresthat it isappealing to a broad range of people. 4a. How many people do you expectt o attend your event, how did you arrive att hisestimate? Expecting 3000+ people to attend; this is rough estimate based on the capacity of the parking lotsof Sunnyvale Community center and duration of the event.

S. Please describe your marketing plan, includingthe type of advertisementsto be used and wherethey will be placed. Please attach additional sheets as needed to fully describe your marketing plan.

The event will be marketed via: 1) Meta advertising2) eventbrite and sulekha sites3) printed flyersat local librariesand businesses4) social media postingson Facebook, Nextdoor etc. 5) City's communication channels.

Organization Information

6. Please describe your organization'smission and goals, as well as information about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization).

Please attach your organization'smost recent financial statements if available.

South Asian Cultural Association of Sunnyvale (SACAS) wasformed to highlight cultural diversity and promote inclusion in the city of Sunnyvale.This isacompletely volunteer led organization.Thedynamic pool of volunteersand the four board membersarethe membersoft hisorganization; there are no explicit membership requirements.There is no yearly budget; budget isallocated per event.

Attachment 4

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2025 Community Event Application - Diwali
Event Logisticsand Budget

7. What stepsareyou takingto ensure awell-planned, safeevent? For the eventswe have conducted so far,we made surethat day-of-event rulesand restrictionswith respect to garbage, recycling and environment, safety,fire prevention, DPSpresence 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 rulesand get all the permits again for 2025 to ensure awell-planned and safe event.

10. How will you obtain the remaining funding for your event? Why areyou requesting grantf unding from the City?
We are requesting grantf unding from the city to partially support the expensesfor Diwali event.The rest of the funding will come from corporate and other sponsorships, aswasthe case for past events.

Attachment 4

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3a ae
A501©3 Sunnyvale based resident-organized nonprofit to promote diverty and inclusion South Asian Cultural Association of Sunnyvale (SACAS)
Budgetf or 2025 Sunnyvale Diwali Celebration
Total Expenses
Cultural Program Organizing
City Permits
Event Facilities Management (tents, equipment
rental)
Signsand Banners
Stage Audio/Sound, Lighting
Volunteer Management
Security and other pros
Waste management
Insurance
Marketing (banners, ads, flyers)
Micellaneous/ Admin costs
48,500
2,000
9,000
13,500
5,000
3,500
1,500
2,000
2,500
2,500
5,000
2,000
Total Revenue 32,000
Generated Revenue 16,000
Local BusinessSponsorship 5,000
Vendor booths 10,000
Individual donations (with corporate matching) 1,000
Donations and City contribution 16,000
Donations - In-kind 1,000
Funding requested from the City 10,000
Estimate of the City Services Required 5,000
City community grant
Facilities, staff hours
SACASVolunteers Contribution Hours $(@$37.32/hour)
Cultural programming 800 29,856
Fund raising 100 3,732
Marketing 600 22,392
Event Management 2000 74,640
Total Volunteer Assistance 3500 130,620
Attachment 4

Page 25 of 147 ends

Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank you for your interest in the Community EventsGrant Program. Pleasethoroughly review the grant guidelinesand eligibility criteriato determine if your group qualifiesfor funding.

Grant decisions are based upon acompetitive review process; thisapplication and any attachmentsare intended to be the primary subject of evaluatingyour grant proposal. The City will accept applicationsthrough Friday, October 18, 2024, by 5p.m. Applicantswill be notified of award decisions in Jan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applications may be submitted in the followingways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr., Sunnyvale CA94087
Email: [email protected]
" ""V,a. at
o
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

Sponsoring Organization(s):
2025 Sunnyvale Hali Festival
Mar 15 2025
SouthAsian CulturalAssociation Of Sunnyvale
Grant Amount Requesting from the City of Sunnyvale: 500o (Amount cannot exceed 40p ercent of total expenses, including the value of in-kind/ donated servicesbut excluding the value of volunteer time.)
Authorized Representative Information
Name:

Title:

Organization:

Email:

Phone Number:

Mailing Address:

Prakash Giri
President
SouthAsian CulturalAssociation Of Sunnyvale
Attachment 4

Page 26 of 147 ends

Event Details
l. Please describe your event (you may attach additional detailsor supporting documentation).

The event is a celebration of Holi, "Festival of Colors". It includes:
• DJ music based dance for all the participants
vendors selling SouthAsian clothes, handicrafts andjewelry food for sale from food trucks and possibly local restaurants participants play with water and organic colors

2. Haveyou held this event before? If so, when and where? Unfortunately the event couldnt happen in 2024 because of the restrictions imposed by city forcing organizers to move out the event out of sunnyvale to a different location outside the city

Page 2 ends

Attachment 4

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Page 3 of 5 ends

Attachment 4

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Marketing& Promotion

4. I syour event citywide or targeted to aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
This is an event open to all who wish to attend. There is no specific target audience; th a
4a. How many people do you expectt o attend your event, how did you arrive att hisestimate? Expecting 1000+ people to attend; this is rough estimate based on the duration of the a
S. Please describe your marketing plan, includingthe type of advertisementsto beused and wherethey will be placed. Please attach additional sheets as needed to fully describeyour marketing plan.

The event will be marketed via: 1) Meta advertising 2) eventbrite andsulekha sites 3) ~ a
Organization Information

6. Please describeyour organization's mission and goals, aswell asinformation about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization). Please attach your organization's most recent financial statements if available.

SouthAsian Cultural Association of Sunnyvale (SACAS) was formed to highlight cultur

Page 4 ends

Attachment 4

Page 29 of 147 ends

Event Logisticsand Budget

7. What steps areyou takingto ensure awell-planned, safeevent? For the events we have conducted so far,we made sure that day-of-event rules and restriction:

Page 5 ends

Attachment 4

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2025 Community Event Application - Holi

3. How doesyour event encourage acelebration of community, including the character, diversity, and quality of Sunnyvale? How doesit provide vitality and identity to the community? South Asian Cultural Association of Sunnyvale (SACAS)wasformed to highlight cultural diversity and promote inclusion in the city of Sunnyvale. Hali isafestival of colorsand iscelebrated to welcome spring. It isalso celebrated as anew beginning where people can release all their inhibitions and start fresh. In this spirit, people daub color powdersand douse each other with water ,creating a playful exchange and lotsof fun. Given the large number of people settled in Sunnyvale of South Asian descent, this celebration promotescamaraderie amongthis community and solidarity with other culturesand enrichesthe quality of lifefor all residents in our community.

Marketing & Promotion

4. Isyour event citywide or targeted to aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
This isan event open to all who wish to attend.There is no specific target audience; the wide range of activitiesensuresthat it isappealing to abroad range of people. Expect 1000+ people to attend; thisis rough estimate based onthe duration of the event.
4a. How many people do you expect to attend your event, how did you arrive att hisestimate? Expecting 1000+ people to attend; this is rough estimate based on the duration of the event.

S. Please describe your marketing plan, including the type of advertisementsto be used and wherethey will be placed. Please attach additional sheetsas needed to fully describe your marketing plan.

The event will be marketed via: 1) Meta advertising 2) eventbrite and sulekha sites3) printed flyersat local librariesand businesses4) social media postingson Facebook, Nextdoor etc. 5) City's communication channels
Organization Information

6. Please describe your organization'smission and goals, aswell as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization).

Please attach your organization'smost recent financial statementsif available.

South Asian Cultural Association of Sunnyvale (SACAS)wasformed to highlight cultural diversity and promote inclusion in the city of Sunnyvale.This isacompletely volunteer led organization.The dynamic pool of volunteersand the four board membersarethe membersoft hisorganization; there are no explicit membership requirements.There is no yearly budget; budget isallocated per event.

Event Logisticsand Budget

7. What stepsareyou takingto ensure awell-planned, safeevent? Attachment 4

Page 31 of 147 ends

2025 Community Event Application - Holi
For the eventswe have conducted so far,we made surethat day-of-event rulesand restrictionswith respect to garbage, recycling and environment, safety,fire prevention, DPSpresence 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). Wewill follow all these rulesand get all the permits again for 2025 to ensure awell-planned and safeevent.

10. How will you obtain the remaining funding for your event? Why areyou requesting grantf unding from the City?
We are requesting grant funding from the city to partially support the expensesfor Hali event.The rest oft he funding will come from corporate and other sponsorships, aswasthe case for past events..

Attachment 4

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za0 e
A501©3 Sunnyvale based resident-organized nonprofit to promote diverty and inclusion South Asian Cultural Association of Sunnyvale (SACAS)
Budget for 2025 Sunnyvale Hali Celebration
Total Expenses 14,000
Cultural Program Organizing 2,000
Event Facilities Management (tents, stage, sound,
light, cleaning, training, materials) 6,500
Insurance 2,000
Marketing (banners, ads, flyers) 2,500
Micellaneous/ Admin costs 1,000
Total Revenue 12,500
Generated Revenue 4,500
Corporate Sponsorship 3,000
Vendor booths 1,000
Individual donations (with corporate matching) 500
Donations and City contribution 8,000
Donations - In-kind 1,000
Funding requested from the City 5,000
Estimate of the City Services Required 2,000
City community grant
Facilities, staff hours
SACASVolunteers Contribution Hours $(@$37.32/hour)
Cultural programming 300 11,316
Fund raising so 1,886
Marketing 250 9,430
Event Management 1000 37,720
Total Volunteer Assistance 1600 60,352
Attachment 4

Page 33 of 147 ends

Community Events Grant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, bysp.m.

Thank youfor your interest intheCommunity EventsGrant Program. Pleasethoroughly review the grant guidelines and eligibilitycriteriato determineif your group qualifiesfor funding.

Grant decisionsarebased upon acompetitivereview process;thisapplicationand any attachmentsareintended to betheprimary subject of evaluatiny our grant proposal.The City will accept applicationsthrough Friday, October 18, 2024, by5p.m.Applicantswill be notifiedof award decisionsinJan./Feb. 2025. For questions, email [email protected] call 408-730-7599.

Completed applicationsmay besubmittedInthefollowingways:

Mail or Drop Off inPerson:

Sunnyvale Community Center (RecreationCenter Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr.,Sunnyvale CA94087
Email: [email protected]
e
e n wor e gpl@weNew yo0
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Date(s)/Time(s) ofEvent: )2 , 2....L..~ ----~ -------- -,,.-------- Sponsoring Organization(s): S¿.-lrn;J· ~ f .S~e!J •
Grant Amount RequestingfromtheCity of Sunnyvale: _Syo8o (Amount cannot 2xceed40percent of totalexpenses, including the valueof in-kind/donatedservicesbut excluding the valueof volunteer time.)
Authorized Representative Information
Name:

W,
ñ
Sunnyvale
Title:

Organization:

Email:

Phone Number:

MallingAddress:
£
Attachment 4

Page 34 of 147 ends

Event Details %

1. Please describe your event (you may attach additional detailsor supporti documentation). un
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Attachment 4

Page 35 of 147 ends

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' 3. How does your,event encourage a celebration of o mmuni t, r 1ding the character, diversity, and quality of Sunnyvale? How does it provide nit. ' +didentity to the community?
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Attachment 4

Page 36 of 147 ends

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Marketing&Promotion
• t. . .

4. Isyour event cityw ide or targeted to'a particular neighborhood, demographic or geographic 4 area? Ift argeterd, describe your target audience? % '
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OrganizationInformation

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Attachment 4

Page 37 of 147 ends

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Event.LogisticsandBudget
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7. What steps are you taking to ensure awell-planned, safe event? . .
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8. Describe controls you have in place to ensure your event will be cost-effective with t rong . financial management and effective overall event management? How has your organization demonstrated these qualities in the past?
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9. Please attach a detailed budget for your event including: ) 'Jf , y o ' • Totale«penses . ' 'g f y « c e j / cl he9
• Anticipated revenue (if applicable) l a Se) Ji l} #/eh er! l • Net cost (tota!'exoanses less anticipated revenue)
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• Any expenses you evnect to he donated/in-kind (inci ' o n e t ri atoc do!r val ,e - + each d nated/in kind expense in your bude t)
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Attachment 4

Page 38 of 147 ends

di oot ook
Re: Grand for Sunny Sagarmatha
From Chet bahadur Raut <r >
Date Fri 10/18/20244:28 PM
To EventsAP<[email protected]>; CommunityResourcesAP<[email protected]> WARNING- This email came from an EXTERNAL source. Confirm the sender and its contents are safe before responding, opening attachment or links.

Hi
Thank you for let me know
According to last year Evnt
1) city, county,trash, restrooms,waste mangment,
Around-$8500
2) Food cost-$25000
2) other management cost - $7000
But thisyear partici Maybe increase
Thank you
Chet Raut
Sent from Yahoo Mail for iPhone
On Friday, October 18, 2024,4:16 PM, EventsAP <[email protected]> wrote:

Hello Chet,
Thank you for your submission.Just wanted to let you know an event budget is required.

Please send adetailed budget in order for your application to be considered.

Thank you,

SPECIALEVENTSPERMITTEAM
CarmenVillegasand Isabela Zuniga
Department of Library and Recreation Services
City of Sunnyvale
Phone: 408-730-7345
From: Chet bahadur Raut < >
Sent: Friday, October 18, 2024 3:43 PM
To: CommunityResourcesAP <[email protected]>
Attachment 4

Page 39 of 147 ends

Cc: EventsAP <[email protected]>
Subject:Grand for Sunny Sagarmatha
WARNING - This email came from an EXTERNAL source.Confirm the sender and its contents are safe before responding, opening attachment or links.

Hi good afternoon everyone
Thank you so much for opportunity to our organization
Igot email yesterday so today Ifill the form if you need any questions please let me by email or phone I attached the form below
I really appreciated for your support
Thank you
Chet Raut
President
Sunny Sagarmatha society
Sent from my iPhone
Attachment 4

Page 40 of 147 ends

Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by Sp.m.

Thank you for your interest in the Community Events Grant Program. Please thoroughly review the grant guidelines and eligibility criteria to determine if your group qualifies for funding.

Grant decisions are based upon a competitive review process; thisapplication and any attachmentsare intended to be the primary subject of evaluating your grant proposal. The City will accept applications through Friday, October 18, 2024, by 5 p.m. Applicants will be notified of award decisions in Jan./ Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applications may be submitted in the followingways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation Services Administration
550 E. Remington Dr., Sunnyvale CA 94087
Email: [email protected]
S",t.
o
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

Sponsoring Organization(s):

Sunnyvale Art &Wine Festival
June 7-8, 2025
Sunnyvale Chamber of Commerce
Grant Amount Requesting from the City of Sunnyvale: 2 0,000 (Amount cannot exceed 40 percent of total expenses, including the value of in-kind/ donated servicesbut excluding the value of volunteer time.)
Authorized Representative Information
Name:

Title:

Organization:

Email:

Phone Number:

Mailing Address:

Michelle Molotsi
Marketing Consultant
Sunnyvale Chamber of Commerce
Attachment 4

Page 41 of 147 ends

Event Details

1. Please describe your event (you may attach additional details or supporting documentation).

The Art &Wine Festival is a beloved community event that was set to celebrate its 50th anniversary in 2024 but had to be postponed. We are now seeking support to host the festival in 2025. This event brings together residents and visitors to enjoy a day of arts, crafts, local wines, and live entertainment.

Local artists, food vendors, showcase their talents and products, creating afamily-friendly environment that highlights the rich cultural and artistic diversity of our community.

The festival not only provides an opportunity for local businesses and artisans to engage withthe public, but it also fosters community spirit and economic growth, as attendees explore and support local vendors and the businesses in Downtown Sunnyvale. Traditionally held in Downtown Sunnyvale, the festival attracts thousands of visitors and serves as a hallmark for community celebration. Our goal is to create a memorable event that honorsthe festival's long historywhile offering new andexciting experiences for attendees.

2. Have you held this event before? If so, when and where? Yes, the Sunnyvale Chamber of Commerce has proudly hosted the Art &Wine Festival for nearly 50 years. The festival has been a signature event held annually in Downtown Sunnyvale, attracting a diverse crowd of residents and visitors. Unfortunately,the 50th-anniversary celebration, originally planned for this year, had to be postponed.

Page2 of 5
Attachment 4

Page 42 of 147 ends

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 Art & Wine Festival is a true celebration of Sunnyvale's diverse andvibrant community. It brings together people from all walks of life to enjoy local art, cuisine, and wine in a relaxed, family-friendly setting. The festival reflects the character of Sunnyvale by showcasing the creativity and entrepreneurial spirit of local artists, wineries, and food vendors. It fosters connections between residents, local businesses, and visitors, strengthening the social fabric of the city.

The diversity of the community can be seen in the wide variety of cultural expressions through art, food, and performances. From traditional crafts to contemporary art, the event offers something for everyone and celebrates the rich cultural heritage present in Sunnyvale.

By energizing Downtown Sunnyvale, the Art & Wine Festival brings vitality to the community. It supports local businesses and artisans, driving economic activity while offering a welcoming space for residents and visitors alike. The festival has become part of the identity of Sunnyvale, representing its commitment to community engagement, creativity, and inclusivity.

Page3 of 5
Attachment 4

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Marketing & Promotion

4. Isyour event citywide or targeted to aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
The Sunnyvale Art & Wine Festival is a citywide event, open to all residents of Sunnyvale and the surrounding areas. The festival is designed to appeal to people of all ages and backgrounds.
4a. How many people do you expect to attend your event, how did you arrive att his estimate? The Sunnyvale Art & Wine Festival typically draws a large crowd, with recent events attracting around 150,000 visitors over two days.

S. Please describeyour marketing plan, includingthe type of advertisementsto beused and wherethey will be placed. Please attach additional sheetsasneeded to fully describe your marketing plan.

Our marketing plan will utilize a mix of digital and traditional advertising methods to reach a broad audience across Sunnyvale andsurrounding areas. - Social Media Promotion
- Mail Campaign
- Banners and posters in high-traffic areas around Sunnyvale - Partnerships with local media
- Website and Event Listing
- Cross promotions with local businesses and sponsors
Organization Information

6. Please describe your organization's mission and goals, aswell asinformation about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization). Please attachyour organization's most recent financial statementsif available.

The Sunnyvale Chamber of Commerce is dedicated to fostering a thriving and prosperous business community through advocacy, education, and networking.

Our mission is to support local businesses by providing them with the resources and opportunities needed to grow and succeed. We aim to enhance the overall quality of life in Sunnyvale by encouraging economic development, promoting business-friendly policies, and building strong partnerships within the community.

We serve a diverse group of members including small businesses, large corporations, non-profits and local entrepreneurs. Our members span avariety of industries, from technology to financial services, hospitality and healthcare.

Page 4 ends

Attachment 4

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Event Logistics and Budget

7. What steps are you taking to ensure awell-planned, safe event? To ensure that the 2025 Art & Wine Festival is well-planned and safe for all attendees, we are taking the following steps:
- Collaboration with Local Authorities
- Event Permitting and Compliance
- Vendor and Attendee Guidelines
- Trained Staff and Volunteers
- Controlled Entry Points and Security
- Contingency Plans

8. Describe controls you have in place to ensure your event will be cost-eff ective with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past?
To ensure the Sunnyvale Art & Wine Festival is cost-effective and well-managed, we have implemented several key controls and processes:
- Detailed Budgeting & Tracking
- Sponsorship and ln-Kind Donations
- Vendor Contracts and Negotiations
- Volunteer Support

10. How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
To obtain the remaining funding for the 2025 Art & Wine Festival, we are pursuing several avenues of financial support:
- Sponsorships from Local Businesses
- Vendor Participation Fees
- In-Kind Donations
We are requesting grant funding from the City to help ensure the festival's success by covering essential costs that cannot be fully met through sponsorships and vendor fees alone. Specifically, we seek funding to cover public safety, and other logistical costs that are critical to the smooth operation of a large scale event. Grant funding will also allow us to enhance the quality of the festival as we celebrate its 50th anniversary. By receiving this support, we can provide more activities, improved facilities, and better promotion, all of which contribute to making the event a signature exnerience for the S unnyvale comm unitv and visitors. Page 5 of 5 Attachment 4

Page 45 of 147 ends

Sunnyvale Art &Wine Proposal
Organizer
- Sunnyvale Chamber of Commerce
Name of Contact
Michelle Molotsi, Marketing Consultant
Date and Time of the Event
- June 7&8, 2025
- 9:00 am- 5:00 pm
Activities
- Vendors (Food, Art,Wine), Live Entertainment
Expenses ($110,000)
- Operational Expenses: $20,000
- Services (Staff,Traffic &Security, etc.): $40,000
Entertainment and Equipment (Stage, Speakers): $20,000
Marketing: $10,000
- Subcontractors (set-up, cleaning,tents, insurance): $20,000 Revenue ($135,000)
- Grant: $20,000
- Artist Commissions: $35,000
- Wine Sales: $20,000
- Vendors: $40,000
- Sponsors: $20,000
Attachment 4

Page 46 of 147 ends

Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank you for your interest in the Community Events Grant Program. Please thoroughly review the grant guidelines and eligibility criteria to determine if your group qualifies for funding.

Grant decisions are based upon a competitive review process; thisapplication and any attachmentsare intended to be the primary subject of evaluatingyour grant proposal. The City will accept applications through Friday, October 18, 2024, by 5 p.m. Applicants will be notified of award decisions in Jan./ Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applications may be submitted in the followingways:

Mail or Drop Off inPerson:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation Services Administration
550 E. Remington Dr., Sunnyvale CA 94087
Email: [email protected]
""V,V
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

Sponsoring Organization(s):

Sunnyvale Pet Parade
October 28, 2025 ~ 10:00 AM- 1:00 PM
Sunnyvale Chamber of Commerce
Grant Amount Requesting from the City of Sunnyvale: 4 .00o (Amount cannot exceed 40 percent of total expenses, including the value of in-kind/ donated servicesbut excluding the value of volunteer time.)
Authorized Representative Information
Name:

Title:

Organization:

Email:

Phone Number:

Mailing Address:

Michelle Molotsi
Marketing Consultant
Sunnyvale Chamber of Commerce
Attachment 4

Page 47 of 147 ends

Event Details

1. Please describeyour event (you may attach additional detailsor supporting documentation).

The Sunnyvale Pet Parade is a vibrant,family-friendly community event that celebrates our love for pets and fosters a sense of togetherness. This annual parade invites pet owners to dress up their pets and showcase their creativity in afun andfestive atmosphere. Participants and their pets will parade through designated routes in the heart of Downtown Sunnyvale.

The eventf eatures various categories, including a costume contest and a best trick contest,with prizes awarded to the top winners. In addition to the parade, local vendors, pet-related businesses, and non-profit organizations have booths set up, offering services and information to attendees. This event promotes community engagement, responsible pet ownership, and supports local organizations, while providing an entertaining experience forfamilies andtheir furry companions

2. Haveyou held this event before? If so, when and where? 2022 - Sunnyvale Chamber of Commerce partnered with Duo Duo Project 2023 - Michelle Molotsi (Board Member of Duo Duo Project) was the event chairperson

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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 Sunnyvale Pet Parade celebrates community by bringing together residents from all walks of life through a shared love of pets, which are often integral members of many families. This event encourages a deeper sense of belonging by creating a space where people can connect, and celebrate their pets in alight-hearted and inclusive environment.

Sunnyvale's diverse population is reflected in the range of participants and their pets, from dogs and cats to more exotic companions. The event fosters connections between different cultural and socioeconomic groups, uniting them through their mutual enthusiasm for pets.

In terms of community vitality and identity,the Pet Parade offers more than just a fun day out. It promotes the city's welcoming and inclusive spirit by embracing its diversity and encouraging active participation from local businesses, vendors, and organizations.

By hosting the event in a public space, the parade energizes the downtown area, attracting both local residents and visitors, which helps support local businesses.

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Marketing & Promotion

4. Isyour event citywide or targeted to aparticular neighborhood, demographic or geographic area? If targeted, describeyour target audience?
City Wide
4a. How many people do you expect to attend your event, how did you arrive at this estimate? 200
S. Please describe your marketing plan, includingthetype of advertisementsto beused and wherethey will be placed. Please attach additional sheetsasneeded to fully describeyour marketing plan.

Our marketing plan for the Sunnyvale Pet Parade includes signage posted in businesses throughout Sunnyvale, social media promotion via the Sunnyvale Chamber of Commerce's platforms, and targeted email blasts to Chamber members. We'll also utilize our established database of previous attendees to drive engagement. SunnyvalePetParade.com will be used as the main hub for event details, registration, and sponsorship opportunities.

Organization Information

6. Please describeyour organization's mission and goals, aswell as information about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization). Please attachyour organization's most recent financial statementsif available.

The Sunnyvale Chamber of Commerce's mission is to foster a thriving business community by providing resources, advocacy, and networking opportunities that support local businesses. Through collaboration and community engagement, we aim to create a vibrant, inclusive, and prosperous environment for businesses and residents alike.

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Event Logistics and Budget

7. What stepsareyoutakingto ensure awell-planned, safe event? We will work with Sunnyvale DPS

8. Describe controlsyou have in placeto ensureyour event will becost-effectivewith strong financial management and effective overall event management? How hasyour organization demonstrated these qualitiesinthe past?
To ensure the Sunnyvale Pet Parade is cost-effective, we seek sponsorships and in-kind donations from local businesses to offset expenses. The event relies on volunteers, minimizing labor cost. We carefully manage the budget, prioritizing critical needs while exploring cost-efficient options. Additionally,the Chamber will leverage its existing communication channels and community partnerships to reduce marketing and logistical costs.

10. How will you obtain the remainingfundingfor your event? Why areyou requesting grant fundingfrom the City?
We will actively seek additional sponsorships from local businesses and organizations, offering promotional opportunities in return for their support.

We are requesting funding from the city to enhance the event's quality, ensuring a successful experience for participants and spectators alike.

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Sunnyvale Pet Parade Proposal
Organizer
- Sunnyvale Chamber of Commerce
Name of Contact
Michelle Molotsi, Marketing Consultant
Date and Time of the Event
October 26, 2025
- 9:00 am- 1:00 pm
Activities
Parade, Entertainment, Awards, Photo Booth, Demonstrations and more Expenses ($10,000)
- City Services: $1,000
- Services (DJ, Entertainment, Photography): $2,500
Equipment (Stage, Speakers): $1,500
Marketing:$2,000
- Subcontractors (set-up, cleaning,tents, insurance): $3,000 Revenue ($10,000)
Grant: $4,000
- Vendors: $1,000
Community Sponsors: $4,000
Individual Donations: $1,000
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Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank youfor your interest in the Community Events Grant Program. Pleasethoroughly review the grant guidelinesand eligibility criteriato determine if your group qualifiesfor funding.

Grant decisionsare based upon acompetitive review process; this application and any attachmentsare intended to be the primary subject of evaluating your grant proposal. The City will accept applicationsthrough Friday, October 18, 2024, by 5 p.m. Applicantswill be notified of award decisions in Jan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applications may be submitted in the followingways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr., Sunnyvale CA94087
Email: [email protected]
" V,
V
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

Sponsoring Organization(s):

Jazz and Beyond
July 12, 19, 26 Aug 2, 9, 16, 23 6-8:30 PM
Sunnyvale DowntownAssociation
Grant Amount Requesting from the City of Sunnyvale: $ 10,000 (Amount cannot exceed 40 percent of total expenses, including the value of in-kind/ donatedservicesbut excluding the value of volunteer time.)
Authorized Representative Information
Kristina KawczynskiName:

Title:

Organization:

Email:

Phone Number:

Mailing Address:

Director of Operations
Sunnyvale Downtown AssQ
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Event Details

1. Please describe your event (you may attach additional detailsor supporting documentation).

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, localjazz bands every Saturday night for 7weeks. 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 awonderful 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.

2. Have you held thisevent before? If so, when and where? The Jazz & Beyond series has run for over 15 years on Historic Murphy Avenue.

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Marketing& Promotion

4. Isyour event citywide or targeted to aparticular neighborhood, demographic or geographic area? lft argeted, describe your target audience?
These events are held on Historic Murphy Avenue in Sunnyvale Downtown. This is af. a
4a. How many people do you expect to attend your event, how did you arrive att his estimate? Jazz & Beyond is afree event, we anticipate 200-300 people to attend each perform I

5. Please describe your marketing plan, includingthetype of advertisementsto beused and wherethey will be placed. Please attach additional sheets as needed to fully describe your marketing plan.

There will be posters and postcards distributed throughout the city of Sunnyvale at higl Organization Information

6. Please describe your organization's mission and goals, aswell as information about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization). Please attach your organization's most recent financial statements if available.

The Sunnyvale DowntownAssociation (SDA) is a non-profit, membership based, orga

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Event Logisticsand Budget

7. What stepsareyou takingto ensure awell-planned, safe event? This event will require the same level of detailed planning and production that all of our events

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2025 Community Event Application - Jazzand Beyond

3. How doesyour event encourage acelebration of community, including the character,diversity,and quality of Sunnyvale? How doesit provide vitality and identity to the community? For almost 2 decades,Jazzand Beyond has provided inclusive entertainment to the people of Sunnyvale which they sharewith pride by bringingfriends and families. Workers, community members, residents, and families are able to dine, drink, and dance together.Live music at Jazz& Beyond has auniversal way of connecting people from all walksof life.

Marketing & Promotion

4. Isyour event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
These eventsare held on Historic Murphy Avenue in Sunnyvale Downtown.This isafamily event and tablesare alwaysopen on afirst come, first serve basis. People from all over the Bay Area come and enjoy the bands playing, good food and the ambiance this event bringsto Sunnyvale. 4a. How many people do you expectt o attend your event, how did you arrive att hisestimate? Jazz& Beyond isafree event, we anticipate 200-300 people to attend each performance based on previousyears.

S. Please describeyour marketing plan, including the type of advertisementsto be used and wherethey will be placed. Please attach additional sheetsas needed to fully describe your marketing plan.

There will bepostersand postcardsdistributed throughout the city of Sunnyvale at high foot traffic locations. Our website www.sunnyvaledowntown.orgwill provide information on our eventspage. We also share information via our social channels and Eventbrite.

Organization Information

6. Please describe your organization'smission and goals, aswell as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization).

Please attach your organization'smost recent financial statements if available.

The Sunnyvale Downtown Association (SDA) isa non-profit, membership based, organization whose mission isto promote, advocate, and enhance the vitality of Downtown Sunnyvale. The association is funded by the businessimprovement districtf ees, sponsorships, city funds, and revenue producing events. TheSDA servesasthe voice of the downtown by advocating for policies, programs, and events that support the economic growth of the Downtown.The SDA performs asthe marketing arm and ambassador for the Downtown and the City of Sunnyvale. We produce broad-appeal eventsthat supplement the individual businesses marketing efforts.Thiscollaboration bringsattention and community engagementt o the SDA Business Improvement District. For the SDA's most recent financial statements, please see BID Renewal Request/ State of the Downtown 2024.

Event Logisticsand Budget

7. What stepsare you taking to ensure awell-planned, safeevent? This event will requirethe same level of detailed planning and production that all of our events receive.

Volunteersreturn each year because they enjoy the eventsthemselvesand want to continue to be apart Attachment 4

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2025 Community Event Application - Jazzand Beyond
of it. We have 3 security guardswith walkie-talkiesto keep in communication during eventsin case of any issues.The SDA hasdemonstrated over 20 yearsof delivering fun community events.

8. Describe controlsyou have in place to ensureyour event will becost-effectivewith strongfinancial management and effective overall event management? How hasyour organization demonstrated these qualities in the past?
Thisevent generatesrevenue from our beverage booth inaddition to sponsors, city funds, and community grants.The SDA has configured an event time-line, detailed budget, and astaff taskgrid that identifiesall of thejob tasksneeded to produce asafeand successful event.

10. How will you obtain the remainingfundingfor your event? Why areyou requesting grantf unding from the City?
Each year as pricescontinue to go upfor this event, we continue to workto secure city funding, Business Improvement Districtsfees, corporate and community sponsorships. Jazz& Beyond providesa beverage booth to generate revenue from alcohol sales.We areable to maintain the overall operational costsfor these events. Community sponsorshipsare never guaranteed. We workto ensurefinancially funded eventseach season.

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NYu,
o o
8 ¥
Sv
State of the Downtown
for 2023/2024 -2024/2025
What is a BID?
A BID (Business Improvement District, authorized by State of California law) provides funding for promoting and improving a specific area.All business license holders inside the said district are self-assessed with an annual fee based on anticipated benefits they receive fromthe BID.

The BID is reauthorized yearly by the City Councilat the request of the businesses' Board of Directors.A BID is used by over 200 business areas in California, including Mountain View, Palo Alto, Santa Clara, Morgan Hill, and San Jose. The BID has legal requirements to be reauthorized. Specifically,the City Council must approve theAnnual Budget and adopt a Resolution of Intent (ROI) to reauthorize the BID for another year. Once the ROI is adopted, a public hearing must be held during a Council meeting.

Each year after the city has reauthorized the BID, businesses receive an invoice from the city finance department for BID fees. The city collects the fees annually,and businesses are invoiced at the beginning of June for the next fiscal year. Once received, funds can only be used for projects within the BID boundaries. The BID maintains complete control of all BID funds collected.

The formula for defining our BID assessment amount is as follows: the Sunnyvale Downtown Association (SDA) Board considers the businesses' type, size, and location. Then, it selects the most equitable formula for every business. Typically, BID assessments are included as a separate charge fromthe business license tax and are billed to every business within the BID boundaries.

Assessments are levied on businesses based on relative benefits from annual activities.All assessment funds collected by the City are returned tothe BID through annual contract agreements. The city does collect afee for administrative costs associated with this service. The price is reviewed and adjusted annually as needed.

By state law,we use the BID funds to support community business activities, promote public events, decorate public places, and provide entertainment within the BID. In addition, BIDfunds include advertising, marketing materials, digital guides, operational expenditures, websites, e letters, street/holiday lighting, and events.

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Our BID fees are a self-imposed tax onthe downtown businesses, outside of paying their standard fees, taxes, and license fees associated with owning andoperating a business in our downtown district.

The Mission of the Sunnyvale DowntownAssociation (SDA)
SDA is a non-profit membership-based organization whose mission is to promote, advocate and enhance the vitality of downtown Sunnyvale. The SDA is funded by BID fees, city grants, sponsorships, and revenue-producing events.

The current SDA Board of Directors includes Chair - Dr.Gary Gold of Dr. Gary Gold & Associates, Secretary- Leigh Odum of Leigh's Favorite Books, Treasurer -Amit Rajgarhia of Dish Dash, and MembersAt Large- Katie Voong of Mayan Kitchen/K'TeaCafe, Justin Breining of Whole Foods Market,AmalAllan of City National Bank and Salvatore Foresta of Sweet Sicily.

The SDA also serves as the voice of downtown Sunnyvale by:
• Advocating for policies, programs, andevents that support the economic growth of the downtown.
• Acting as the downtown marketing arm, voice, and ambassador for the City of Sunnyvale.
• Producing attractive events for the community.
• Promoting downtown as a premier venue for other groups to produce events. • Working with other community-based organizations that share downtown Sunnyvale's growth and continued vitality.

Budget
2023/24 BID fees collected from the businesses totaled $35,000 (approximately 9.8% of our Income), and the City of Sunnyvale's contributions combined with community grants of $67,500 (19% of our Income) acts as SDAfoundational funding. The rest of SDA revenue comes from a combination of developer support, corporate sponsorships, sales/concessions, and event participant fees.

As always stated, we cannot guarantee that we will have this same level of developer, community and/or corporate sponsorship support in any given year. So, we rely on all support channels to ensure fiscal accountability.

On February 14, 2024, the SDA Board of Directors approved the BID 2023/2024 budget.

Below we have included a brief overview of some significant expense areas:

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2023/2024 2024/2025
Actual Projected
INCOME
BID Funds 35,000.00 43,500.00
City Contributions 60,000.O 60,000.00
Community Grants 7,500.00 10,000.00
Developer Support 120,000.00 55,000.00
Events Revenue (Sponsorshipsand Sales) 133,331.33 166,500.00

TOTALINCOME

EXPENSES
Personnel Related Expenses
Office/Genereal Admin Expenses
Event Expenses

TOTALEXPENSE

TOTALPROFIT/LOSS
355,831.33 335,000.00
350,986.18 3 60,250.00
4,845.15 -25,250.00
Last fiscal year,we delivered twenty-six events. This fiscal year,the SDA increased the 2023/24 season tothirty-two events, including partnering events in 2023. Eighteen of these seasons' events generated "No sales revenue" and supporting the community,the city,and downtown businesses.

Events for 2023/2024
• 16 Events: Dining andDancing - Every Wednesday &Thursday - May and June. No sales revenue is generated at these events. N ew event for 2023/2024 • 1Day Event:Taste of the World Wine Stroll - May 11th
• 7 Events: Summer Music Series - Every Wednesday - July andAugust. • 7 Events: Jazz & Beyond - Every Saturday - July andAugust. • 1Day Event: Rides for Donations (in partnership with the Sunnyvale DPS) -November.

No sales revenue is generated at this event.
• 1-Day Event: Holiday Tree Lighting. No sales revenue-generating event.

These events attract new visitors from all over the Bay Areato our vibrant and growing downtown community.

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Event Sponsorships & City Contribution
We are grateful for continued support from the city and sponsorswho help keep our SDA events growing andserving the community in 2023/24. We thank the City of Sunnyvale, Cityline Sunnyvale, Minkoff Group, El Camino Health, Google, LinkedIn, Specialty Waste, PNC Bank, Murphy Square, Silicon Valley Clean Energy and StarOne Credit Union for continuing their support.

As we've always stated, more than ever,the SDA and our downtown businesses need city and other sponsorship support for these events. Due to the current economic uncertainty ahead, supply cost increases, ongoing fixed costs, and annual wage increases, these events allow business owners to weather these challenges during this unprecedented period.

Each year in January,the SDA evaluates what sponsorship support we have coming in. We always plan months in advance to ensure that we can deliver the events the SDA puts on annually. However, it is always hard to predict what our budget will look like six months before the coming fiscal year.

Event-Related Financial Breakdown
Our focus in 2023/2024 has continued to address our SDA businesses' needs amidst the economic challenges that have impacted our downtown district. We continued working through the many financial challenges despite corporate sponsorship reductions and were unable to host events throughout the downtown due to construction. Over the last couple of years, we were fortunate to have received support from community grants, annual City support, developer support, andcritical local and corporate sponsorships to help. 2023/2024 2024/2025
INCOME Actual Projected
Jazz & Beyond 39,679.33 47,000.00
Taste of World and Wine Stroll 28,500.00 38,000.00
Music on Mur h 7,500.00 13,000.00
44,652.00 5 0,500.00
o 5,000.00
133,331.33 1 66,500.00
[EXPENSES I
Holiday ChristmasTree Lighting
Fees 9,500.00 7,000.00
Jazz & Beyond Fees 36,252.85 3 5,000.00
Taste of the World Fees 18,920.67 15,000.00
Music on Murphy Expenses 3,766.87 5,000.00
Stronger Together Fees e o
Summer Series Fees 28,467.44 2 7,500.00
Technology Expo Fees o 5,000.00
[TOTALEVENT EXPENSES 96,907.83 94,500.00
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** The event expenses only reflect general marketing and promotional material, day of staffing, wine, beer,performers, and some equipment. It does not includepre-event preparation costs for staff labor to follow up with vendors, host location coordination, design timefor marketing products, booking bands, volunteer coordination, poster/flyer design, social media outreach & website, ticket sales, beverage sales, and various other tasks required to deliver the SDA events annually.

Overview
The 2023/24 year proved successful despitethe many challenges the SDA has experienced.

We invested in better financial strategies, management tools, and marketing solutions early in the year.The downtown is continually building towards a better community,with new opportunities to advocate for new businesses and host events.

We delivered sixteen Dining and Dancing on Murphy events, the Taste of the World Wine Stroll, seven Summer Music concerts, seven Jazz & Beyond concerts, theAnnual Holiday Tree Lighting Celebration, and other partnering events. This year,our Dining and Dancing events have enhanced the dining experience, while new partnerships with other community events have expanded our downtown footprint.

The SDA continues to work with Cityline Sunnyvale and other developers, property managers, and the City of Sunnyvale to promote cohesion between the existing businesses in Sunnyvale and the expansion of downtown Sunnyvale.

We also want to thank all the downtown Sunnyvale businesses that make this possible with their continued participation and support. We appreciate the sacrifices our BID members have endured with the changes in our downtown's new developments. We are excited andoptimistic about the future and its possibilities. Downtown Sunnyvale continues to expand with many new commercial and retail businesses, and entertainment destinations.

Future
Keeping the BID fee assessment in conjunctionwith the city's contribution provides the foundational funding for our organization. The SDA's goal is to continue producing quality events and promoting downtown Sunnyvale as a great place to shop, dine, work, and live. In addition, these events attract new visitors to our vibrant and growing downtown with community pride.

This year the SDA will continueto focus on connecting more current and new businesses to our website to provide additional visibility with promotions, events, andjob listings. We have also been reaching out to banking, financial planning, IT Services, social media experts, and other services based on business-specific requests. In addition, we offer a conference room and training room so our members can have an area to meet with clients and vendors and train their staff.The new construction is ongoing for the next few years; many new businesses are looking for direction and support in their new community;the SDA is here to assist them in navigating our city and downtown.

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We appreciatethe continued support of the SDA's BID, and we do not take the supportfor granted. The SDA continues to be good stewards of all funds, grants, and sponsorships we receive and considers this partnership withthe common goals for avibrant downtown. 7tl acetlolaeo
Executive Director
Sunnyvale DowntownAssociation
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Alcohol 4000
Uhaul 1000
Bands 8000
Otherexp 35000
Insurance 4000
52000
Revenue
Sales 25000
CityContributions 20000
45000
Net Cost -7000
Asking 10000
Attachment 4

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Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank you for your interest in the Community EventsGrant Program. Pleasethoroughly review thegrant guidelinesand eligibility criteriato determine if your group qualifiesfor funding.

Grant decisionsare based upon acompetitive review process; this application and any attachmentsare intended to be the primary subject of evaluating your grant proposal. The City will accept applicationsthrough Friday, October 18, 2024, by 5p.m. Applicantswill be notified of award decisions inJan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applicationsmay be submitted in the followingways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr., Sunnyvale CA 94087
Email: [email protected]
""V,t.. at
,..,
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

Sponsoring Organization(s):

Holiday Tree Lighting Celebration
12/6 5-7.30PM
Sunnyvale Downtown Association
$ 5000Grant Amount Requesting from the City of Sunnyvale:
(Amount cannot exceed 40percent of total expenses, including the valueof in-kind/ donated servicesbut excluding the valueof volunteer time.)
Authorized Representative Information
Name:

Title:

Organization:

Email:

Phone Number:

Mailing Address:

Kristina Kawczynski
Director of Operations
Sunnyvale DowntownAssociation
Attachment 4

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Event Details
l. Please describe your event (you may attach additional details or supporting documentation).

On the first Saturday of December,the Holiday Tree Lighting Celebration brings together the families and community of Sunnyvale to celebrate 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!

2. Haveyou held this event before? If so, when and where? We have held this event for over the past 25 years. It takes place the first Saturday of December in Sunnyvale Downtown on Historic Murphy Avenue.

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Marketing& Promotion

4. Isyour event citywide or targetedto aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
Our event is held on Historic Murphy Avenue in Downtown Sunnyvale. It is an opport I
4a. How many people do you expectt o attend your event, how did you arrive at this estimate? We expect around 400 people to attend this event if theweather permits, based on p a

5. Please describe your marketing plan, includingthe type of advertisementsto be used and wherethey will be placed. Please attach additional sheetsasneeded to fully describeyour marketing plan.

There will be posters and postcards distributed throughout the city of Sunnyvale at higl I
Organization Information

6. Please describeyour organization's mission and goals, aswell asinformation about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization). Please attach your organization's most recent financial statementsif available.

The Sunnyvale Downtown Association (SDA) is a non-profit, membership based, orga

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Event Logistics and Budget

7. What stepsareyou takingto ensure awell-planned, safe event? This event will require the same level of detailed, planning and production that all of our events

8. Describe controls you have in placeto ensureyour event will becost-effectivewith strong financial management and effectiveoverall event management? How hasyour organization demonstrated thesequalitiesin the past?
To start,this event is a non-income generating event.All proceeds are generated via sponsor

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Alehu!-
2025 Community Event Application - Holiday Tree

3. How doesyour event encourage acelebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community? Thisevent brings residents and city officialsto Sunnyvale Downtown wherewe will have a large Christmastree with performersand Santa. We also encourage participation from our community by hosting choirsfrom variouslocal schoolssuch as, Columbia Middle School, Fremont High School, and Homestead High School. These organizationsbring their own entourage of faculty and family for a festive, family event. We also have the local dance company, DANCEATTACK!, who performs as part of our celebration. Wewelcome all of our community to come celebrate and kickoff of the holiday season with us!
Marketing & Promotion

4. Isyour event citywide or targeted to a particular neighborhood, demographicor geographic area? If targeted, describe your target audience?
Our event is held on Historic Murphy Avenue in Downtown Sunnyvale. It is an opportunity for everyone who is interested to enjoy the festivitieswith neighbors, family and friends inafuncommunity celebration.
4a. How many people do you expect to attend your event, how did you arrive att hisestimate? We expect around 400 people to attend thisevent if the weather permits, based on previousyears.

S. Please describe your marketing plan, including the type of advertisementsto be used and wherethey will be placed. Please attach additional sheetsas needed to fully describe your marketing plan.

Therewill be postersand postcards distributed throughoutt he city of Sunnyvale at high foott raffic locations. Our website www.sunnyvaledowntown.orgwill provide information on our events page. We also share information via our social channels and Eventbrite.

Organization Information

6. Please describe your organization'smission and goals,aswell as information about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization).

Please attach your organization'smost recent financial statements if available.

TheSunnyvale DowntownAssociation (SDA) isa non-profit, membership based, organization whose mission isto promote, advocate, and enhance the vitality of Downtown Sunnyvale. The association is funded by the Business Improvement Districtf ees, sponsorships, city funds, and revenue producing events.The SDA serves asthe voice of the downtown by advocating for policies, programs, and events that support the economicgrowth of the Downtown.The SDA performsasthe marketing arm and ambassador for the Downtown and the City of Sunnyvale. We produce broad-appeal eventsthat supplement the individual businesses marketing efforts.This collaboration bringsattention and community engagement to the SDA Business Improvement District. Please see Bid Renewal Request for most recent financial statements.

Event Logistics and Budget

7. What steps areyou takingto ensure awell-planned, safeevent? Attachment 4

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2025 Community Event Application - Holiday Tree
Thisevent will requirethe same level of detailed, planning and production that all of our eventsreceive.

From set up to tear down, every job has been staged, scripted, and staffed. The SDA hasdemonstrated over 20 yearsof delivering fun community events.

8. Describe controlsyou have in place to ensureyour event will be cost-effectivewith strongfinancial management and effective overall event management? How hasyour organization demonstrated these qualities in the past?
Tostart,thisevent isa non-income generating event.All proceedsare generated via sponsors, city funds, and community grants. This isagive-backto the community,which strivesto bring all community residentstogether to celebrate the holiday season.The SDA will purchasethe holiday tree, lightsand decor, aswell ashire aphotobooth and other potential costs.

10. How will you obtain the remainingfundingfor your event? Why areyou requesting grant funding from the City?
These events are sponsored by city funding, Business Improvement Districtsfees, and community sponsorships. We are able to maintain the overall operational costsfor these events. However, community sponsorshipsare never guaranteed. Wework to ensurefinancially funded eventseach season.

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NY
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%
, #< S
Sv
State of the Downtown
for 2023/2024 -2024/2025
What is a BID?
A BID (Business Improvement District, authorized by State of California law) provides funding for promoting and improving aspecific area.All business license holders inside the said district are self-assessed with an annual fee based on anticipated benefits they receive from the BID.

The BID is reauthorized yearly by the City Councilat the request of the businesses' Board of Directors.A BID is used by over 200 business areas in California, including Mountain View, Palo Alto, Santa Clara, Morgan Hill, and San Jose. The BID has legal requirements to be reauthorized. Specifically,the City Council must approve the Annual Budget and adopt a Resolution of Intent (ROI) to reauthorize the BID for another year. Once the ROI is adopted, a public hearing must be held during a Council meeting.

Theformula for defining our BID assessment amount is as follows: the Sunnyvale Downtown Association (SDA) Board considers the businesses' type, size, and location. Then, it selects the most equitable formula for every business. Typically, BID assessments are included as a separate chargefromthe business license tax and are billed to every business within the BID boundaries.

By state law,we use the BID funds to support community business activities, promote public events, decorate public places, and provide entertainment within the BID. In addition, BID funds include advertising, marketing materials, digital guides, operational expenditures, websites, e letters, street/holiday lighting, andevents.

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Our BID fees are a self-imposed tax onthe downtown businesses, outside of paying their standard fees, taxes, and license fees associated with owning and operating a business in our downtown district.

The current SDA Board of Directors includes Chair - Dr. Gary Gold of Dr. Gary Gold & Associates, Secretary- Leigh Odum of Leigh's Favorite Books,Treasurer -Amit Rajgarhia of Dish Dash, and MembersAt Large- Katie Voong of Mayan Kitchen/K'Tea Cafe, Justin Breining of Whole Foods Market,AmalAllan of City National Bank and Salvatore Foresta of Sweet Sicily.

The SDA also serves as the voice of downtown Sunnyvale by:
• Advocating for policies, programs, and events that support the economic growth of the downtown.
• Acting as the downtown marketing arm, voice, andambassador for the City of Sunnyvale.
• Producing attractive events for the community.
• Promoting downtown as a premier venue for other groups to produce events. • Working with other community-based organizations that share downtown Sunnyvale's growth and continued vitality.

As always stated, we cannot guarantee that wewill have this same level of developer, community and/or corporate sponsorship support in any given year.So, we rely on all support channels to ensure fiscal accountability.

On February 14, 2024, the SDA Board of Directors approved the BID 2023/2024 budget.

Below we have included a brief overview of some significant expense areas:

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2023/2024 2024/2025
Actual Projected
INCOME
BID Funds 35,000.00 43,500.00
City Contributions 60,000.00 60,000.00
Community Grants 7,500.00 10,000.00
DeveloperSupport 120,000.00 55,000.00
EventsRevenue(Sponsorshipsand Sales) 133,331.33 166,500.00

TOTALINCOME

EXPENSES
355,831.33 335,000.00
Personnel Related Expenses
Office/Genereal Admin Expenses
Event Expenses
350,986.18 360,250.00_______________..TOTALEXPENSE
TOTALPROFIT/LOSS 4,845.15 -25,250.00
Last fiscal year,we delivered twenty-six events. This fiscal year,the SDA increased the 2023/24 season to thirty-two events, including partnering events in 2023. Eighteen of these seasons' events generated "No sales revenue" and supporting the community,the city,anddowntown businesses.

Events for 2023/2024
• 16 Events: Dining and Dancing - Every Wednesday &Thursday - May and June. No sales revenue is generated at these events. N ew event for 2023/2024 • 1Day Event: Taste of theWorld Wine Stroll - May 11th
• 7 Events: Summer Music Series - Every Wednesday - July andAugust. • 7 Events: Jazz & Beyond - Every Saturday - July andAugust. • 1Day Event: Rides for Donations (in partnership with the Sunnyvale DPS) - November.

No sales revenue is generated at this event.
• 1-Day Event: Holiday Tree Lighting. No sales revenue-generating event.

These events attract new visitors from all over the Bay Area to our vibrant and growing downtown community.

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Event Sponsorships & City Contribution
We are grateful for continued support from the city and sponsors who help keep our SDA events growing and serving the community in 2023/24. We thank the City of Sunnyvale, Cityline Sunnyvale, Minkoff Group, El Camino Health, Google, Linkedln, Specialty Waste, PNC Bank, Murphy Square, Silicon Valley Clean Energy and StarOne Credit Union for continuing their support.

As we've always stated, more than ever,the SDA and our downtown businesses need city and other sponsorship support for these events. Due to the current economic uncertainty ahead, supply cost increases, ongoing fixed costs, and annual wage increases,these events allow business owners toweather these challenges during this unprecedented period.

Each year in January,the SDA evaluates what sponsorship support we have coming in. We always plan months in advance to ensure that we can deliver theevents the SDA puts on annually. However, it is always hardto predict what our budget will look like six months before the coming fiscal year.

IEXPENSES I
Holiday ChristmasTree Lighting
Fees 9,500.00 7 ,000.00
Jazz & Beyond Fees 36,252.85 35,000.00
Taste oft he World Fees 18,920.67 15,000.00
Music on Murphy Expenses 3,766.87 5 ,000.00
Stronger Together Fees C o
Summer Series Fees 28,467.44 27,500.00
Technology Expo Fees o 5,000.00
ITOTALEVENT EXPENSES 96,907.83 94,500.00
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** The event expenses onlyr eflect general marketing and promotional material, day of staffing, wine, beer,performers, and some equipment. It does not includepre-event preparation costs for staff labor to follow up with vendors, host location coordination, design time for marketing products, booking bands, volunteer coordination, poster/flyer design, social media outreach & website, ticket sales, beverage sales, and various other tasks required to deliver the SDA events annually.

Overview
The 2023/24 year proved successful despite the many challenges the SDA has experienced.

We delivered sixteen Dining and Dancing onMurphy events, theTaste of the World Wine Stroll, seven Summer Music concerts, seven Jazz & Beyond concerts, theAnnual Holiday Tree Lighting Celebration, and other partnering events. This year,our Dining and Dancing events have enhanced the dining experience, while new partnerships with other community events have expanded our downtown footprint.

We also want to thank all the downtown Sunnyvale businesses that make this possible withtheir continued participation and support. We appreciate the sacrifices our BID members have endured with the changes in our downtown's new developments. We are excited and optimistic about the future and its possibilities. Downtown Sunnyvale continues to expand with many new commercial and retail businesses, and entertainment destinations.

Future
Keeping the BID fee assessment in conjunction with the city's contribution provides the foundational funding for our organization. The SDA's goal is to continue producing quality events and promoting downtown Sunnyvale as a great place to shop, dine, work, and live. In addition, these events attract new visitors to our vibrant and growing downtownwith community pride.

This year the SDAwill continue to focus on connecting more current and new businesses to our website to provide additional visibility with promotions, events, andjob listings. We have also been reaching out to banking, financial planning, IT Services, social media experts, and other services based on business-specific requests. In addition, we offer a conference room and training room so our members can have an area to meet with clients and vendors and train their staff.The new construction is ongoing for the next few years; many new businesses are looking for direction and support in their new community;the SDA is here to assist them in navigating our city and downtown.

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We appreciate the continued support of the SDA's BID, and we do not take the support for granted. The SDA continues to be good stewards of all funds, grants, and sponsorships we receive and considers this partnership with the common goals for avibrant downtown.

Executive Director
Sunnyvale DowntownAssociation
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Tree 4500
Photo Booth 1500
DJ 500
Other exp 2500
Insurance 1000
Revenue
Sales o
CityContributions 6000
Net Cost -4000
Asking 5000
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Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank you for your interest in the Community EventsGrant Program. Pleasethoroughly review the grant guidelinesand eligibility criteriato determine if your group qualifiesfor funding.

Grant decisionsare based upon acompetitive review process; this application and any attachments are intended to be the primary subject of evaluating your grant proposal. The City will accept applicationsthrough Friday, October 18, 2024, by 5 p.m. Applicantswill be notified of award decisions in Jan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applications may be submitted in the followingways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr., Sunnyvale CA94087
Email: [email protected]
""V,V
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

Sponsoring Organization(s):

Summer Series Music and Market
July 9,16,23,30 Aug. 6,13,20 6-8:30pm
Sunnyvale Downtown Association
Grant Amount Requesting from the City of Sunnyvale:
(Amount cannot exceed 40p ercent of total expenses, including the value of in-kind/ donated servicesbut excluding the value of volunteer time.)
Authorized Representative Information
,10,000
Name:

Title:

Organization:

Email:

Phone Number:

Kristina Kawczynski
Director of Operations
Sunnyvale Downtown Association
Mailing Address:

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Event Details
l. Please describe your event (you may attach additional detailsor supporting documentation).

The Summer Music Series Music and Market is a 7-week, Wednesday night, music concert series in Sunnyvale's Downtown District. Even with these events taking place on aWednesday night, they have an amazing attendance of 700+ people attending eachweek. This lively summer event hosts top talents from around the Bay Area to play Top 40, Funk, Rock, and other fun dance music! Local vendors, sponsors, and businesses can pay for a vendor booth and set up to display their art, business, or informative information out to visitors. Past vendors include: Santa Clara County Registrar of Voters, The City of Sunnyvale, Sunnyvale DPS, local banks, local businesses, and artists. We also have beer and wine available for purchase by attendees at the beverage booth.

2. Haveyou held this event before? If so, when and where? Yes, Summer Series Music and Market has been held on Historic Murphy Avenue for the past 25 years.

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Marketing & Promotion

4. Isyour event citywide or targetedto aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
Wewelcome everyone to the Summer Series and Market. While we target the Sunnyv I
4a. How many people do you expect to attend your event, how did you arrive att hisestimate? We anticipate crowds of 600+ people every Wednesday, along with customers that ar I

5. Please describe your marketing plan, includingthetype of advertisementsto be used and wherethey will be placed. Please attach additional sheetsas needed to fully describeyour marketing plan.

Thre will be posters and entertainment line-up schedules distributed throughout Downt a
Organization Information

6. Please describe your organization's mission and goals, aswell as information about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization). Please attach your organization's most recent financial statements if available.

The Sunnyvale Downtown Association (SDA) is a non-profit, membership based, orga

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Event Logistics and Budget

7. What stepsareyou takingto ensure awell-planned, safe event? We have 3 security guards and up to 2 Department of Public Safety officers that patrol this eve

8. Describe controlsyou have in placeto ensureyour event will be cost-effectivewith strong financial management and effective overall event management? How hasyour organization demonstrated these qualitiesin the past?
This event generates revenue from our beverage booth, in addition to sponsors, city funds, ar I

10. How will you obtain the remainingfundingfor your event? Why areyou requestinggrant fundingfrom the City?
Summer Series Music and Market provides a beverage boothto generate revenue from non-a

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2025 Community Event Application - Jazzand Beyond

3. How doesyour event encourage acelebration of community, including the character,diversity,and quality of Sunnyvale? How does it provide vitality and identity to the community? This event bringsthe community together by hosting a live music show,aswell as provide local vendors, sponsors, and restaurantswith a place to showcase their offeringsto the community. It invites everyone in the community the chance to unite and celebrate Sunnyvale at thisfree outdoor event. Many people come yearly for reunions, date nights, and celebrate with people they have not seen since our previous year'sevent! Bands come from all over the Bay Area to perform in front of adiversecrowd.

Marketing & Promotion

4. Isyour event citywide or targeted to aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
We welcome everyone to the Summer Seriesand Market. While wetargett he Sunnyvale community, many from the surrounding citiesand beyond come to enjoy the music! 4a. How many people do you expect to attend your event, how did you arrive att hisestimate? We anticipate crowdsof 600+ people every Wednesday, along with customersthat are already in downtown experiencing Sunnyvale. We basethis number off the previousyear's attendance.

S. Please describe your marketing plan, includingthe type of advertisementsto beused and wherethey will be placed. Please attach additional sheets as needed to fully describe your marketing plan.

Thre will be postersand entertainment line-up schedules distributed throughout Downtown Sunnyvale prior to the 7-week series. Postersand postcardsare distributed to city establishmentsand other city businesses. Our website, www.sunnyvaledowntown.org, will have updates and band schedules, along with variousvendor information. We will amp up the promotionswe do through social medias, aswell as post with any updates and reminderson Facebook and lnstagram. We also reach out to local apartment communitiesand apartment communitiesto spread the word.

Organization Information

6. Please describe your organization'smission and goals, aswell as information about your membership and total organizational budget, if applicable (feel free to attach literature about your organization).

Please attach your organization'smost recent financial statements if available.

TheSunnyvale Downtown Association (SDA) isa non-profit, membership based, organization whose mission isto promote, advocate, and enhance the vitality of Downtown Sunnyvale.The association is funded by the BusinessImprovement District (BID)fees, sponsorships, city funds, and revenue producing events. The SDA serves asthe voice of the downtown by advocating for policies, programs, and events that support economic growth oft he Downtown.TheSDA performsasthe marketing arm and ambassador for the Downtown and the City of Sunnyvale. We produce broad-appeal eventsthat supplementt he individual businesses marketing efforts.This collaboration brings attention and community engagement to the SDA BID. Please find the most recent financial statementsin the BID Renewal 2024.

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2025 Community Event Application - Jazzand Beyond
Event Logistics and Budget

7. What steps areyou taking to ensure awell-planned, safeevent? We have 3security guards and up to 2 Department of Public Safety officersthat patrol this event weekly.

All carry walk-talkiesto keep in communication if an issue arises. We also use an event timeline and identify alljob tasksthat are needed to produce asafe and successful event.Thisevent will require the same level of detailed planning and production that all of our events receive.Volunteersreturn each year because they enjoy the eventsthemselves and wantt o continue to be apart of it.The SDA has demonstrated over 20 yearsof delivering fun community events. Our goal isto exceed expectationsat evey corner!

8. Describe controlsyou have in place to ensureyour event will becost-effectivewith strongfinancial management and effective overall event management? How hasyour organization demonstrated these qualities in the past?
This event generates revenue from our beverage booth, in addition to sponsors, city funds, and community grants.The SDA has configured an event timeline, detailed budget, and astaff task grid that identifiesall of thejob tasksneeded to produce asafeand successful event.

10. How will you obtain the remainingfundingfor your event? Why areyou requesting grantf unding from the City?
Summer Series Music and Market providesa beverage booth to generate revenue from non-alcoholic and alcohol sales in addition to city funding, BIDfees, and community sponsorships. Each year as prices continue to go up for thisevent, we continue to workto secure new corporate, community or city support, aswell as community grants. We also offer vendorsthe opportunity to purchase avendor space to generatefunds. Community and corporate sponsorships are never guaranteed. We work to ensure financially funded eventseach season.

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NY
o o
%pK
V
State of the Downtown
for 2023/2024 -2024/2025
What is a BID?
A BID (Business Improvement District, authorized by State of California law) provides funding for promoting and improving a specific area.All business license holders inside the said district are self-assessed with an annual fee based on anticipated benefits they receive from the BID.

The BID is reauthorized yearly by the City Council at the request of the businesses' Board of Directors.A BID is used by over 200 business areas in California, including Mountain View, Palo Alto, Santa Clara, Morgan Hill, and San Jose. The BID has legal requirements to be reauthorized. Specifically,the City Council must approve the Annual Budget and adopt a Resolution of Intent (ROI) to reauthorize the BID for another year. Once the ROI is adopted, a public hearing must be held during a Council meeting.

Each year after the city has reauthorized the BID, businesses receive an invoice from the city finance department for BID fees. The city collects thefees annually,and businesses are invoiced at the beginning of June for the next fiscal year.Once received, funds can only be used for projects within the BID boundaries. The BID maintains complete control of all BID funds collected.

Assessments are levied on businesses based on relative benefits from annual activities.All assessment funds collected by the City are returned to the BID through annual contract agreements. The city does collect afeefor administrative costs associated with this service. The price is reviewed and adjusted annually as needed.

By state law,we use the BID funds to support community business activities, promote public events, decorate public places, and provide entertainment within the BID. In addition, BID funds include advertising, marketing materials, digital guides, operational expenditures, websites, e letters, street/holiday lighting, and events.

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Our BID fees are a self-imposed tax on the downtown businesses, outside of paying their standard fees, taxes, and license fees associated with owning and operating a business in our downtown district.

The Mission of the Sunnyvale DowntownAssociation {SDA)
SDA is a non-profit membership-based organization whose mission is to promote, advocate and enhance the vitality of downtown Sunnyvale. The SDA is funded by BID fees, city grants, sponsorships, and revenue-producing events.

The current SDA Board of Directors includes Chair -- Dr.Gary Gold of Dr. Gary Gold & Associates, Secretary- Leigh Odum of Leigh's Favorite Books, Treasurer -Amit Rajgarhia of Dish Dash, and MembersAt Large - Katie Voong of Mayan Kitchen/K'Tea Cafe, Justin Breining of Whole Foods Market,AmalAllan of City National Bank and Salvatore Foresta of Sweet Sicily.

The SDA also serves as the voice of downtown Sunnyvale by:
• Advocating for policies, programs, and events that support the economic growth of the downtown.
• Acting as the downtown marketing arm, voice, and ambassador for the City of Sunnyvale.
• Producing attractive events for the community.
• Promoting downtown as a premier venuefor other groups to produce events. • Working with other community-based organizations that share downtown Sunnyvale's growth and continued vitality.

Budget
2023/24 BID fees collected from the businesses totaled $35,000 (approximately 9.8% of our Income), andthe City of Sunnyvale's contributions combined with community grants of $67,500 (19% of our Income) acts as SDAfoundational funding. The rest of SDA revenue comes from a combination of developer support, corporate sponsorships, sales/concessions, and event participant fees.

As always stated, we cannot guarantee that wewill have this same level of developer, community and/or corporate sponsorship support in any given year. So, we rely on all support channels to ensure fiscal accountability.

On February 14, 2024, the SDA Board of Directors approved the BID 2023/2024 budget.

Below we have included a brief overview of some significant expense areas:

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2023/2024 2024/2025
Actual Projected
INCOME
BID Funds 35,000.00 43,500.00
City Contributions 60,000.00 60,000.00
Community Grants 7,500.00 10,000.00
Developer Support 120,000.00 55,000.00
EventsRevenue (Sponsorshipsand Sales) 133,331.33 166,500.00

TOTALINCOME

EXPENSES
355,831.33 335,000.00
Personnel Related Expenses
Office/GenerealAdmin Expenses
Event Expenses
350,986.18 360,250.00_______________..TOTALEXPENSE
TOTALPROFIT/LOSS 4,845.15 -25,250.00
Last fiscal year,we delivered twenty-six events. This fiscal year,the SDA increased the 2023/24 season to thirty-two events, including partnering events in 2023. Eighteen of these seasons' events generated "No sales revenue" and supporting the community,the city,and downtown businesses.

Events for 2023/2024
• 16 Events: Dining and Dancing - EveryWednesday &Thursday - May and June. No sales revenue is generated at these events. *New event for 2023/2024 • 1Day Event:Taste of the World Wine Stroll - May 11th
• 7 Events: Summer Music Series - EveryWednesday - July andAugust. • 7 Events: Jazz & Beyond - Every Saturday - July and August. • 1Day Event: Rides for Donations (in partnership with the Sunnyvale DPS) -November.

No sales revenue is generated at this event.
• 1-Day Event: Holiday Tree Lighting. No sales revenue-generating event.

These events attract new visitorsfrom all over the Bay Area to our vibrant andgrowing downtown community.

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** The event expenses onlyr eflect general marketing and promotional material, day of staffing, wine, beer,performers, and some equipment. It does not includepre-event preparation costs for staff labor to follow up with vendors, host location coordination, design time for marketing products, booking bands, volunteer coordination, poster/flyer design, social media outreach & website, ticket sales, beverage sales, and various other tasks required to deliver the SDA events annually
Overview
The 2023/24 year proved successful despitethe many challenges the SDA has experienced.

We delivered sixteen Dining andDancing on Murphy events, the Taste of the World Wine Stroll, seven Summer Music concerts, seven Jazz & Beyond concerts,theAnnual Holiday Tree Lighting Celebration, and other partnering events. This year,our Dining and Dancing events have enhanced the dining experience, while new partnerships with other community events have expanded our downtown footprint.

We also want tothank all the downtown Sunnyvale businesses that make this possible with their continued participation and support. We appreciate the sacrifices our BID members have endured with thechanges in our downtown's new developments. We are excited and optimistic about the future and its possibilities. Downtown Sunnyvale continues to expand with many new commercial and retail businesses, and entertainment destinations.

Future
Keeping the BID fee assessment in conjunction with the city's contribution provides the foundational funding for our organization. The SDA's goal is to continue producing quality events and promoting downtown Sunnyvale as a great place to shop, dine, work, and live. In addition, these events attract new visitors to our vibrant and growing downtown with community pride.

This year the SDAwill continue to focus on connecting more current and new businesses to our website to provide additional visibility with promotions, events, andjob listings. We have also been reaching out to banking, financial planning, IT Services, social media experts, and other services based on business-specific requests. In addition, we offer a conference room and training room so our members can have an area to meet with clients and vendors and train their staff.The new construction is ongoingfor the next few years; many new businesses are looking for direction and support in their new community;the SDA is hereto assist them in navigating our city and downtown.

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We appreciate the continued support of the SDA's BID, and we do not take the support for granted. The SDA continues to be good stewards of all funds, grants, and sponsorships we receive andconsiders this partnership with the common goals for avibrant downtown.

Executive Director
Sunnyvale DowntownAssociation
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Tree 4500
Photo Booth 1500
DJ 500
Otherexp 2500
Insurance 1000
Revenue
Sales o
CityContributions 6000
Net Cost -4000
Asking 5000
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Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank you for your interest in the Community EventsGrant Program. Pleasethoroughly review the grant guidelinesand eligibility criteriato determine if your group qualifiesfor funding.

Grant decisions are based upon acompetitive review process; thisapplication and any attachmentsare intended to be the primary subject of evaluating your grant proposal. The City will accept applicationsthrough Friday, October 18, 2024, by 5p.m. Applicantswill be notified of award decisions inJan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.
"""V,.. at
o
Sunnyvale
Completed applications may be submitted in the following ways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr., Sunnyvale CA94087
Email: [email protected]
Event Name: Fall Festival
Date(s)/ Time(s) of Event: Saturday, Oct 25, 2025 4:00-6:30 Sponsoring Organization(s): Sunnyvale Heritage Park Museum ,2,400Grant Amount Requesting from the City of Sunnyvale:
(Amount cannot exceed 40 percent of total expenses,including the value of in-kind/ donated servicesbut excluding the value of volunteer time.)
Authorized Representative Information
Name: Kim Thurgate
Title: Event Manager
Organization: Sunnyvale Heritage Park Museum
Email:

Phone Number:

Mailing Address:

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Event Details
l. Please describeyour event (you may attach additional detailsor supporting documentation).

We would like tocelebrate the Fall Season by offering a fun event for the whole family and for all ages and abilities. We plan to offer FREE admission and many free activities: Musical entertainment, games, etc. Wewill have an Enchanted stroll with mini vinettes with dressed up characters and fun stories to share. We have some additional ideas that we would like to pursue with aCity representative. Our intent is to involve students from our local High School and outreach to other private schools as well.

We hope to invite a few other museums and organization to participate by having a booth and offering a fun fall craft or activity. We hope to have a Fall scene set up with our museumfor visitors to get their photos taken. This will help to promote the Museum andour city.

2. Have you held this event before? If so, when and where? No,this will be the first Fall Festival for our Museum.

I have organized other Community Events for the museum that demonstratethat we put on enjoyable and successful events (Anniversary Event 2018 and Walk Through Time 2022). Our museum staff and volunteers come together to plan and implement wonderful community events.

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Marketing & Promotion

4. I syour event citywide or targetedto aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
The event will be advertised citywide. We hope to attract both Sunnyvale and neighbo1 a
4a. How many people do you expectt o attend your event, how did you arrive at thisestimate? Based on past events held by the museum, we hope to have close to 700 visitors duri EI
S. Please describe your marketing plan, includingthetype of advertisementsto beused and wherethey will be placed. Please attach additional sheetsas needed to fully describe your marketing plan.

We will advertise the Festival on our website, nextdoor, local calendar sites, and Facet Organization Information

6. Please describe your organization's mission and goals, aswell as information about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization). Please attach your organization's most recent financial statementsif available.

See page 6

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Event Logisticsand Budget

7. What steps areyou takingto ensure awell-planned, safe event? We have a Event Manager that will lead the planning and implementation of this event. She wil

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2025 Community Event Application - Fall Festival

3. How doesyour event encourage acelebration of community, including the character, diversity,and quality of Sunnyvale? How does it provide vitality and identity to the community? The Fall Festival will bring Sunnyvale neighborstogether to celebratethe season, play together and hopefully make new acquaintances. Community eventsthat are held at the museum introduces everyone to the diverse and enriching eventswe have on aregular basis.Theatmospherewill be festive, set on the beautiful museum grounds.The museum will be open for an evening tour where people can connect to the amazing history of Sunnyvale.,
Marketing & Promotion

4. Isyour event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
Theevent will be advertised citywide.We hope to attract both Sunnyvale and neighboring cities. 4a. How many people do you expect to attend your event, how did you arrive at this estimate? Based on past eventsheld by the museum, we hope to have close to 700 visitorsduringthe 2.5 hr event.

S. Please describe your marketing plan, includingthe type of advertisementsto be used and wherethey will be placed. Please attach additional sheetsas needed to fully describe your marketing plan.

We will advertise the Festival on our website, nextdoor, local calendar sites, and Facebook Events.We will post Fliers att he library, community center,chamber of commerce and any local Calendar posting siteswe can find. Our museum newletter will also have many advertisementsand articlesabout the event during the months leading up to the event.

Organization Information

6. Please describe your organization'smission 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'smost recent financial statementsif available.

The Sunnyvale Historical Society and Museum Associations Mission statement reads asfollows The Mission of the Society isto make known to the residentsof Sunnyvale and neighboringcommunities of the heritage and history of Sunnyvale through the actionsof Preservation, Promotion, Education and Coordination.

Our Preservation mission will befulfilled through ongoing collecting, identifying and recording heritage resources.

Our Promotion mission will befulfilled through the reaching of the greatest possible audience by supporting aquality historical museum with dynamic exhibitsand educational programs.

Our Educational mission will bedirected to all agesand will be fulfilled through providing research resourcesand supporting dynamic programsfor public enrichment and publishing. Extensive hands-on history classeswill be provided free of charge to all local school children.

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Question 6
The Sunnyvale Historical Society and MuseumAssociations Mission statement reads as follows
The Mission of the Society is to make known to the residents of Sunnyvale and neighboring communities of the heritage and history of Sunnyvale through the actions of Preservation, Promotion, Education and Coordination.

Our Preservation mission will be fulfilled through ongoing collecting, identifying and recording heritage resources.

Our Promotion mission will be fulfilled through the reaching of the greatest possible audience by supporting a quality historical museum with dynamic exhibits and educational programs.

Our Educational mission will be directed to all ages and will be fulfilled through providing research resources and supporting dynamic programs for public enrichment and publishing. Extensive hands-on history classes will be provided free of charge to all local school children.

Our Coordination mission will be fulfilled through collaboration with interested individuals and organizations on heritage preservation concerns at the local, regional state and national levels.

This event will fulfill every one of those components and all of our residents who have made this city the wonderful one it has become will celebrate its achievements.

The SHS is a non-profit organization with full 501c3 status. It is also a 100% volunteer organization with over 600 members. The museum has opened its doors to over 28,000 visitors since opening in September of 2008. We also provide a 2.5 hour history class to over 1600 third grade students each school year.All programs, events, visitors, tours andclasses are open to the public free of charge.
6 Attachment 4

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2025 Community Event Application - Fall Festival
Our Coordination mission will befulfilled through collaboration with interested individualsand organizationson heritage preservation concernsatt he local, regional state and national levels.

Thisevent will fulfill every one of those componentsand all of our residentswho have made thiscity the wonderful one it has become will celebrate itsachievements.

The SHS isa non-profit organization with full 501c3 status. It isalso a 100%volunteer organization with over 600 members.The museum has opened itsdoorsto over 28,000 visitorssince opening in September of 2008. We also provide a2.5 hour history classto over 1600 third grade studentseach school year.All programs, events, visitors, toursand classes are open to the public free of charge.

Event Logisticsand Budget

7. What stepsareyou taking to ensure awell-planned, safe event? We have a Event Manager that will lead the planning and implementation of this event. She will help lead ateam of other museum volunteersin the variouselementsof the event to ensurethat every aspect of the event has been thought about and that the safety of our visitorsis kept in upmost importance.

8. Describe controlsyou have in place to ensureyour event will becost-effective with strongfinancial management and effective overall event management? How hasyour organization demonstrated these qualities in the past?
The event budget has been prepared and is based on past experience.TheSHShas an excellent record of financial management and hasworked closely with the City with site development. We have previously hosted very successful and community enjoyed events. Our eventsinvolve detailed planningfrom conception to the final implementation of the event.. We do not receive any city,county or state funding.

10. How will you obtain the remaining funding for your event? Why areyou requesting grantf unding from the City?
We will research Grant opportunities, seek out sponsorship, and pursue ln-Kind donations. Acouple of the activitieswill have a minimal chargeto help cover the cost of that activity.

Attachment 4

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Community Event Grant Funding Budget Worksheet
Event: Fall Festival
Date: Saturday, Oct 25, 2025 Time: 4:.00- 6:30
Submitt ed by: Kim Thurgate - Event Manager for Sunnyvale Heritage Park Museum FOOD/HOSPITALITY COST/ Loan or Donated=
DOLLAR (In-KIND)
SEENOTE1

ACTUALCOST
Food at event $200 Hot Drinks and treat
Cart/ Vender
Fresh Popcorn $30 Popcorn, bags
Water Station for Visitors $30 Refill Station only 5gal Igloo Ice
Food Total $260

EQUIPMENT COST/ IN-KIND/ ACTUAL
DOLLAR
Pop-up Awnings $55x 10 $550
Tables/Chair Rental $900
Event Item pickup and drop off- Truck use $100
Hay bales $200
Pumpkins $150
Equipment Total $1900
EVENTAND BOOTHSUPPORT COST/ IN-KIND/ ACTUAL SEENOTE2
DOLLAR
Craft Supplies $400
Games and token awards $200
Enchanted Forest Setup - Screens and $200
props
Kraft Paper - table protection at craft s $50
1 Attachment 4

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Booth set up and educational displays $100
Master Gardeners, Orchard Display
Craft Booth Venders
Total $950

ENTERTAINMENTANDSPECIAL COST/ IN-KIND/ ACTUAL

ATTRACTIONS DOLLAR
MUSIC4:00- 5:00 and 5:20 -6:20 $100
Story Teller/Puppet Show 5:00- 5:20
Enchanted Stroll (walk a maze to mini
vignettesof enchanted charactersand
$100scenes. No scary scenes...just fun and
magical)
Need to research:

Hay Ride - neighborhood, parking area, $200
orchard? Flat bed pulled by atruck or
tractor
Entertainment Total $400
PRINTING COST/ IN-KIND/ ACTUAL NOTE3
DOLLAR
Publicity: 'Save the Date' cards, Fliers, $100
poster
Street Sign TOPPERS $280
9 double-sided 9x20
Event Informational signs $300
Acknowledge/Thank you poster $70
2 Attachment 4

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Printing Total $750
PROMOTION COST/ IN-KIND/ ACTUAL NOTE4
DOLLAR
Artist/ Graphicsdesigner fees $500
"Save the Date" cards 500 3.5"x5" See Printing above
Fliers 100 See Printing above
Paid Advertisement $300
Webmaster Fees $200
Sponsor Outreach- email, phone $100
Promotional Total $1,100

MISCELLANEOUS COST/ IN-KIND/ ACTUAL NOTES
DOLLAR
Event Application Fee $175
Refuse disposal and recycling $0 Will use our own trash cans during the event. Will pick up3
recycling set-ups
Annex bathroomswould be available -
Public Safety $300 If needed for Hay Ride or other
activities
Photographer $200
Insurance $180
Janitorial service $190
Decorations $100
Vehicle driver ...tractor, wagon etc $400
MiscellaneousTotal $1370
LABOR/ VOLUNTEERHOURS IN-KIND/ ACTUAL Actual Hourswill be provided infinal report.

COST per hour $33.49
3 Attachment 4

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Number of People engaged in planning this event: 15
10 months of planning meeting: 3 hrs a month plus l0hrs each the month of the event Total Planning hours: approx. 600
Number of People needed to implementt his event: 70
Total Hour to set up (4) +event (2.5) + clean up (4) =735 Number of combined hours: 1,335
Value of Volunteer hours: $44,709.15
TOTALEXPENSES $6,730
Sum of all expenses listed above
Note: Requested City community event grant
fundscannot exceed 40%of thisnumber)
PROJECTED REVENUE $600 Museum Salesduringthe event
and small amount from thefewList and quantify any projected revenue activitieswith fees.

NETCOST $6,130
Total ExpenseslessProjectedRevenue
FundingRequest from City $2400
Community Event Grant Program
40%of Net Cost
4 Attachment 4

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BUDGETAND EXPENSENOTES
NOTE 1 - Refreshments for guests
We plan to hire a BistroVender.We will offer coffee, hot coco,tea and some type of fall treat, like waffles or donuts. We will also have popcorn to enjoy.

NOTE 2 - Event and Booth Support:

We will invite other museums and organizations to run a craft booth or games at the event. This will help promote other museums and organizations while providing activities for visitors. The more our various Bay Area museums network together the better it is for our community. This also helps to enrich our museum.

We hope to attract: Sunnyvale Master Gardener, History San Jose, Community Services, Chamber of Commerce, Orchard Heritage Community, Waldorf School of the Peninsula, our local Boy Scout Troop, Sunnyvale High School students and more.

Note 3& 4
Signage Printing would be provided by Bay Print Solutions, San Jose with a non-profit organization discount. Wewill also use a Sunnyvale Printer for any fliers or handouts. • Publicity: Save the Date cards, Flyers, Poster
• Street Sign Topper - Fit above our street signs to highlight the event. These signs have arrows to help direct visitors to the event
• Large sign with map and activities
• Thank you, board to acknowledge service and donations Organization
5 Attachment 4

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Financial Statement

SEPTEMBER BALANCE SHEET HIGHLIGHTS
• Cash o
o Cash is comprised of: (1) $92K of operating cash used for general expenses; (2) $102K of cash & CDs for restricted use towards the extension: and (3) $306K of "rainy day" reserves invested in cash & CDs o $15K of CDs at CEFCU matured in September and were deposited into Cash, Unrestricted (Reserved)
o $85K of CDs at Chase are scheduled to mature in October, and $105K of CDs at CEFCU are scheduled to mature in December - Future cash flow strategy to be discussed at 10/22 Finance Committee meeting • Investments (Other Assets)
o $1.9M of Other Assets is comprised of the endowment fund - $87K increase from the beginning of the FY'25 is primarily due to change in market value of the portfolio
StatementolFinancial Position
AsatSeptenber32. 2024
TOTAL
A5 SEP33.2c24 ASCFU N30.2024 1PP
ASSETS
Current Asses
BarkAooouns
Cash.Hasnctd [Et ars/con 23.045.92 21,838.38
Cash. Unrestr icted (pe ratirgl 92.094.19 99,672.83
Cash. LJnestrictedIBse rvd } 16.298.52 994.73
Car #cate o!Deoi t. Fe ricted 80.000.00 80,000.00
Canticat sodDoposits Ur est i:td 289.230.73 302,786.40
Ta l BankAccounts $600.669.36 $905,189.31
Aoo ures Hsçoiat e $0.00 $0.00
CherCurrent Assets $400 00 $0.00
Total Current Assets $501.069.36 $505.189.31
Fixeds et $1,911,475.72 $1.911,475.72
Erd wme t Fund $1,873.246.38 $1,786,161.43
TOTALASSETS $4,286.790.44 $4.202,826.46
LIABILITIES ANDEOu»TY
Liablrte s $1.286.00 $469.00
Eauty $4,284.5065.44 $4.202,367 .46
TOTAL LIABILITESANDEQUIT $4,285.790.44 $4.202,826.46
7 Attachment 4

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SEPTEMBER INCOME STATEMENT HIGHLIGHTS
• Revenue
o Sept revenue was higher than Aug primarily due to the $1Kof restricted donations for the extension; current year Q1was lower than last year, but excluding restricted donations,total Q1 revenue was higher than last year o Current year Q1 actual revenue was higher than budget due tohigher than anticipated brick sales in July •
• Expenditures
o Investment management fees category was moved down to Other Expenditures section - These are not true operating expenses andare more comparable to Interest Income, which is in the Other Revenue category o Year-over year, current year Q1 expenses were higher than last year due to:
$1.1Kin GaylordArchival expense, $1Kincrease in business insurance (higher premium rates in 2024), $800 in power washing expense (approved by the Board), and $800 in Class Consulting costs (also approved by the Board) • • Other Expenditures
o Year-over-year, current Q1 Investment management fees were higher than last year due tolarger asset base in 2024, contributing to higher fees; in addition, May &June 2024 fees were charged in July
SummaryComparative Profit and Loss {Fiscal YearBasis)
5spterte r 2024
TOTAL
-- -SEP2 ?« J G2Q4 4Pey $£P 2z3 P Y} Ju4.- SEP.« (To y Ju -s ,223 YT Favano
Biks wndTiles 230 c0 84750 1,375 00
Dna tcs 351.0C 100.C0 18 1.0 1.78452 2,287.00
Ee t Hrta l /ru m 410.9¢ 1.03500 2 '4500 1.,010.00
Evert Hevee 544.22 453C0 0. 1,'1222 0.00
Memers Du9s 20575 20000 170 0 83308 508.31
Muso»umn 3tor 821.09 87458 98334 239 48 2.982.08
Fi tcd E«tr6 iconFunding 1100.9C 118737 1' 000 ·2.820.12 /vwg # Hari ng In;o m 00 0 00
S ng core 00
Teti Hen9 » $3432.0£ $2.752 58 $4.02171 $17.79030 $21,0598.09 Cost otGood Sod $201.44 $1,99921 $1./30.12 $2644.50 $1,947.43 FOS SPROFIT $3230.62 $1,183 35 $2.29159 $15.15480 $19,108.68 E«pen ture
Aho rtisig &Marti ng 33.3£ 2252 66T2 7. 56
urchreesTern Expwere 296 %. 110 % 1+163% 119 9
m purar ATeloom E»panse 1582.34 32 58 175.0 2687 72 2,260.92 Fwot f pre 120.57 17825 '2057 32103
Fce: E pere 681.3 2.51969 573.30 3 735 79 2,7 . r0
Gor al Admiris trattvo 1210.3£ 3,400.81 2,194.93 595983 5,156.64 at p 46n 0 pp0es 74 4 1 74 4 1
Labor Erse 2042.4 2,095 47 2325.27 8 '4134 7,384.29
Or Misolenou sSevi Cal 313 74 313 74
Ta el Espene 20 0
Teul Esprd i.ree $6051.16 $9708 55 $5.903 00 $2193 173 $18,401.87 NT OP£PATNG VE NUE $-2820.4 $4 52520 $-36 11.4' $6 77693 $/06.79 otr Ferve.ua»
t ete In or 627.23 62134 102 33 7 18 48 49 2.094.1
t arot Income En±awmont 8 21.9 2042 '6 6 44308 1379468 +1,317 96 t erestIco re - Eterio 11.3 11S 113 ' 1 65
Tcta Otha F vonua $9 460.4% $2,663 70 $7.484.0 $156 54.48 $14,023.72 h erE«perd nr es $2409.91 $1,44 /8 $130 .47 $8.'6529 $3,990.97 NET OTHER REV ENUE $7000.5s $1,217.92 6 ,179.13 $7.489.19 $10,078.75 NT E VENUE $4180.o4 $-730728 $2.6 7.r2 $71226 $10,/ 83.54 8 Attachment 4

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SEPTEMBER BUDGET VS. ACTUAL HIGHLIGHTS
TOTAL
ACTUAL euG Er OVERBUDGET s OFI DGET
Fevenue
Bricks and Tle 8,475.00 600.00 7.875.00 1,41250 %
Donations 1,784.52 2,202.00 4 17.48 8104 %
Evert Rantal lnm 2,145.00 1,050.00 1.095 00 20429%
Event Revenue 1,112.22 0.00 1.112.22
Membarsnt DOuos 83308 1,299 00 -465 92 6413%
MuseumStore 2,349.48 2,949.00 -599.52 7967 %
Online Sales•Donated htems 126 00 ·126.00
Rostnctd -Et ensonFunding 1,100.00 2,499 00 ·1,399.00 4402% snipping Income 000 00C
Total Pavn ue $17,799.30 $10,725.00 $7,074.30 16596 %
Cot otGoodsSold $2,644.50 $1,548.00 $1,006.50 17083 %
GROSS PROFIT $16,1654.80 $9,177.00 $6.,977.80 166.14 %
Epe n itunes
Adver sing &Marke ng 66.72 75 00 8.28 8896 %
Arch #es Team Expenses 1,116.35 5100 1.,065 35 2,18892 % Arttact Meirtenarcs u ppiees 9900 -99 0C
Cornputeer &Telecom Expenee 2,687.72 3,498.00 -810.28 7684 % EvontExp8n9os 129.57 201.00 -71.43 6446 %
Exhibits Expense 2400 -24 00
Fecli lies Expense 3,735.79 2,925.00 810.79 12772%
General à Mdmn istrstive 6,969.83 3,924.00 2.035.83 151.88 % Gt Stop StoreSupplies 74.41 74.41
Labr Expensa 8,141.34 7,002.00 1,139.34 11627 %
O hr Miscellaneous SoriceCost 99 00 99.00
5c/00 l Program Expense 150 00 -150 0C
Travel Experse 2000 20 0C
LUncaatgori zd Expensa 2,499.00 ·2 499.00
ToalExpenditures $21,931.73 $20,547.00 $1,384.73 10674% NET OPERATING RE'VENLE $6 ,776.93 $-11,370.00 $4.593.07 69.60 % Other Fevenue
Interestlra re 1,848.49 1,725.00 123.49 107 16%
lntoret lraare - Endowmnert 13,794.68 12,324.00 1,470.68 111.93 % lntst lna me· Et ersion 11.31 113 1
Toal Other Hovenue $15,654.48 $ 14,049.00 $1.605.48 11143 % Ohwr Epend itures
Cash(Ovo'/shor-Gif Shop 2982 126 00 -97 18 2287%
Investme nt ManagementFess 8,136.47 3,651.00 4,485 47 22296% Total Ottor Expenditures $8,165.29 $3,777.00 $4.388.29 216.18 % NET OTHER REVENUE $7,4089.19 $10,272.00 $-2782.81 7291% NET HEVENUE $712.26 $-1,098.00 $1.810.26 648 7 %
9 Attachment 4

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Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by Sp.m. ::$'" -~
V
Sunnyvale
Thank you for your interest in the Community EventsGrant Program. Pleasethoroughly review the grant guidelines and eligibility criteriato determine if your group qualifiesfor funding. Grant decisionsare based upon acompetitive review process; this application and any attachments are intended to be the primary subject of evaluating your grant proposal. The City will accept applicationsthrough Friday, October 18, 2024, by 5 p.m. Applicantswill be notified of award decisions in Jan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applications may be submitted in the following ways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr., Sunnyvale CA 94087
Email: [email protected]
Event Name: SUNNyvale Community Welcome Home Party
Date(s)/ Time(s) of Event:August 2025
Sponsoring Organization(s): Sunnyvale Swim Club
Grant Amount Requestingfrom the City of Sunnyvale: $4000 (Amount cannot exceed 40 percent of total expenses, including the value of in-kind/donated servicesbut excluding the value of volunteer time.)
Authorized Representative Information
Name: Orion Phan and Bob Hill
Title: Orion Phan (SUNN Athlete Representative) and Bob Hill (Head Coach/ Board Member) Attachment 4

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Organization: Sunnyvale Swim Club
Email: and
Phone Number:

Mailing Address: P.O. Box A, Sunnyvale, California, 94087 Event Details
l. Please describe your event (you may attach additional details or supporting documentation).

SUNN Swim Club (SUNN) isanonprofit organization (S0l c)that mainly servesthe residentsof Sunnyvaleand the surrounding communities. We areacompetitiveswim club sanctioned by the USASwimming Association and our membersare all student athletes, ranging in agefrom 5to 18 years,with some collegiate alumni.

SUNN plansto host acommunity picnic that hasa "county fair' like environment, featuring free food, games, and interactive information boothsfor residentsoft he City of Sunnyvale, student athletesof the SUNNSwim Club, and participantsof our Summer Splash Program.

The event will be held outdoors, att he Sunnyvale Community Center or aSunnyvale City park, from 10AM to 3 PM on aweekend day in August 2025. SUNNwill provide food through catering servicesor provided by SUNN'svolunteers.

Informational and activity boothswill be created and hosted by SUNN's student athletesand volunteers. Student athleteswill research the topic of interest and how the guestscan benefit from the experiencesand take advantage oft he opportunities provided by the City of Sunnyvale to live healthy livesand be more productive and positive residentsof Sunnyvale.

Wewill recruit arepresentativefrom the Red Cross, the City of Sunnyvale Aquatics, Attachment 4

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our coaches, our high school athletes, our college athletes, and some of our parents that swim to talk about swimming for safety,sport and lifetime fitness.These representativeswill be posted at educational booths (see below).

Additionally,we will offer other fun activitiessuch asbounce house, face painting, and artsand crafts.

To encourage participation in these activities, we will have (free) raffle ticketsthat also serve asameal ticket.Theticket will be givento all participantsfor free. The ticket will have aquiz printed on itt hat will test the participantson their knowledge gained from activities.Throughout the day,anumber oft icketswill berandomly chosen, the highest scoreswinning prizes.

The following are list of possible activity or educational booths:

Booth 1Water Safety:

Educational in nature, wewill have postersdemonstratingthe hazardsoft he waters, whether the pool or beach. Wewill inform the guest aboutt he rate of drowning, the common scenario of drowning, the concept of dry drowning- the symptomsto watch for, and hazards of digging beach sandpits.

Wewill provide information to Sunnyvale's classes, private or public, that teach basic swim lessonsto be water safe, such asSunnyvale'sSafeSplash classes held at Fremont Swim Complex or the British Swim School att he 24 HrsFitness in Sunnyvale. Wewill acquire permission from these entities prior to the event. http ://wwwsafesplash_com/
https:// britishswimschool.com/palo-alto/24-hour-fitness-sunnyvale/ SUNN does not provide basic swim lessons, but thisskill isvery importantt o the community,and so wewant to provide free advertisement for these programs.

Attachment 4

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Booth 2. AquaticActivities.Youth and Adults:

This booth will featureSunnyvale'sAquatic offerings: swim lessons, recreation swim, water fitness, and lifeguardtraining.The booth will show how livingactive lives through swimming can be healthy.

Living a healthy life through aquatic sports is not just through competition for the young, but rather a lifelongjourney for all ages. Wewill usethe following Sunnyvale City website asour primary source.
https://www.sunnyvale.ca.gov/recreation-and-community/classes-and-activities/aqu atics
Booth 3: SUNN Swim Club and Summer Splash Achievements
SUNN swimmersachieve in the pool, aswell as in the classroom. Our student athletes aretop athletes, from being ranked in the community to state competitions. Our studentsare also academically successful, with multiple seniors swimmersadmitted to top universities in the country. Our studentsalso play active rolesin the community by volunteering. We plan to celebrate their achievements in this booth, showing our commitment to our mission of developing our student athletesto "become productive and successful people". Wewantt o show to the community that the sport of swimming can bolster lifeskillsthat can lead to successful lives. SUNN also offersscholarshipsfor academic achievement asacommitment to this mission.

Booth 4: Neighborsand History of Sunnyvale
SUNN strivesfor diversity.Sunnyvale isadiverse community and our team reflectsour residents.The sport of swimming requiresasignificant cost dueto pool rentalsfees.

We understand that not all households can affordto participate. SUNN offers scholarships based on financial need. We plan to celebrate our diversity by showing off the history of Sunnyvale and how it haschanged in the last 45 yearsthat SUNN has been a part of the community. We plan to use Sunnyvale Demographic Data USA Attachment 4

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to provide some demographic data.
https://datausa.io/profile/geo/sunnyvale-ca/
Booth 5;FoodandDrinksStation:

Sunn intendsto providefreefood and drinksfor the event. We plan to cater food from local stores, vendors,or through avolunteer barbecue.Wewill provide an appropriate number of water and ice stationsto cool off duringthe summer heat.

Games:

One goal of this picnic celebration isto bring the community together. Many of the guestswill be non-SUNN membersfrom the community.We plan several team oriented gamesto break the ice and create conversations between strangers.

2. Have you held this event before? If so, when and where? We have not held this event before as proposed, but we plan to hold asimilar gathering on October 20, 2024that will gear towardsSUNN members.Thisevent will feature some oft he proposed ideasstated above.

3. How doesyour 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 goalsof the event areto celebratethe achievementsoft he student athletes, fulfill SUNN'score value of being a "pillar of the local community" by bonding with non-member residentsof Sunnyvale, introducing them tothe sportsof swimming and how it can build ahealthy lifestyle and the lifeskillsto be productive and successful membersoft he community,which isour Mission Statement.

Guestsof the picnic will beopen to any residentsof Sunnyvale, the athletesof SUNN Swim Club and the Summer Splash Program, and their families.

Attachment 4

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Wewill run ice-breaker or team building gamesto introduce our gueststo each other, and hopefully start the process of building friendshipsandjustt o havefun! This ishow you start learning aboutt he identity of individuals in Sunnyvale, thusthe City of Sunnyvale itself.

Guestswill have an opportunity to visit our education booths. Our "Neighborsand History of Sunnyvale" booth will bring to light Sunnyvale'scultural diversity. It will show the differencesand similarity of our culture and demographics. Educated, we can then all celebrateeach other's culture.

Our "Water Safety" booth'saudience isyoung kidsand their families.Theobjective oft he booth isto teach how to besafearound water,thefirst steptowards supporting lifeor "vitality" in the community.

Our next audience will be school age children who may benefit from thesport of competitive swimming. Our booth, "SUNN Swim Club and Summer Splash Achievements",will show our guests how participating in competitivesport such as swimming will not only increase over all health and vitality of our children, but also that of the parents, who participate by volunteering with SUNN and just from being outside in the outdoorsasaspectator.Wewill also show that swimmingteaches discipline, grit and other lifeskillsthat can lead to personal success.

Our last booth, "AquaticActivities: Youth and Adults", will introduce the idea of sport asalifelongjourney to maintain overall health for young adultsto seniors. Wewill essentially advertisethe opportunitiesoffered by our own city of Sunnyvale so that our guestscan take advantage of these opportunities.

SUNNSwim Club'sgoal isto create or bolster the identity of being an active, healthy person, from childhoodto adulthood, asan identity for the Sunnyvale residents.

Through learning about each other, and playingteam oriented games, we hopeto build a stronger sense of community amongst our neighbors.

Our raffle will encourage participantsto learn from the booths.The raffle tickets Attachment 4

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(quiz cards) will havequestions relatedto these booths.Aset of raffleticketswill be picked at random, and the highest scoresfrom these chosen will win free prizes. Of note, purchases are not required to obtain these tickets.

Marketing & Promotion

4. Is your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience? Our target audience areschool age children and their family and friends/neighbors.

While SUNN'smembership is diverse, we understand that belongingto a swim club requiresahigh level of financial accessthat is not availableto many of our residents in Sunnyvale.Therefore, we hope to target our flyersto lower income communities in Sunnyvale, such as in churchesor community centers. Education about water safety, and the health benefitsthrough aquaticsshould be available to the entire community, and we believe SUNN can be thisvehicle. Of note, SUNN offers scholarshipsto students based on needs.
4a. How many people do you expect to attend your event, how did you arrive at this estimate?
SUNN'sgoal isto reach at least 550 guestsfor our event. With amembership of 400 active student athletesand an averageof 75 participantsfor Summer Splash, a conservative goal from these groupsis50%, resulting in about 240 athletes.These athleteswill beaccompanied by at least one parent, resulting in about 480 participants.

Our main method of advertisement isto engagethe non-member residentsof Sunnyvale through our relationshipswith the community.Wewill askevery athlete to do their bestt o bring at least one friend or neighbor from the community as a personal guest.Assuming a25%successrate, we should increase our number by 60 guests, resulting in atotal of 540 participants
Attachment 4

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Through widespread advertisementsthrough flyersand postersand community events, we hopeto draw about 50 additional guests, which will bringthetotal participantsto 590 guests.

S. Please describe your marketing plan, including the type of advertisementsto be used and where they will be placed. Please attach additional sheetsas needed to fully describe your marketing plan.

Our main method of advertisement isto engagethe non-member residentsof Sunnyvale through our relationshipswith the community.Wewill ask every athlete to do their bestt o bring at least one friend or neighbor from the community asa personal guest. Assuming a25%success rate, we should increase our number by 60 guests, resulting in atotal of 540 participants.

Our other method of advertisement isthrough postersand flyers. Wewill target summer classesand publicforums. Wewill target low-income communities in our advertisingeffortsto be inclusive. Wewill askwithin the advertisement for the potential guestt o register with SUNNthough an email so we can have an accurate counting of the number of guests.

Organization Information

6. Please describe your organization's mission and goals, aswell 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.

Sunnyvale Swim Club (SUNN) isanonprofit organization (501c) that mainly serves the residentsof Sunnyvale, established in 1979. We areacompetitive swim club sanctioned by the USASwimmingAssociation.

SUNN mission isto foster asafe and positive culturewhere athletesdevelop the essential lifeskillsto be productive and successful people. Our corevaluesarethat we lead with integrity, encourage responsibility in our members, embody passion for our sport, and have astrong work ethic beyond the end result.

Attachment 4

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Thefinal corevalue that wewant to emphasize isthat "SUNN isafundamental pillar oft he local community.Our team is united to provide an inclusive and positive environment for our athletes.The SUNNfamily not only providesasafeplaceto practice, but also createsafun atmospherewhereclassmates, friends, and mentors all grow as people." Nearly all of our student athletesare residentsof the City of Sunnyvale.Thus, engaging with our community to bring a positive effect to the residentsof Sunnyvale is important for us. This event allows usto do just that.

Our team hostsdaily practicesat pools in theCity of Sunnyvale: Fremont Swim Complex, Sunnyvale Middle School, Columbia Middle School, and Washington Park Pool. Every year,we organize and host 3-4 swim meetsthat aresanctioned by the USASwimming at Fremont Swim Complex.These events may have as many as300 participantsand 200 spectators. Duringthese swim meets, we providefood, and a support environmentt o ensureawell run and safeevent. Our total membership is currently over 400 student athletes.

Each year,SUNN hostsSUNN Summer Splash, a10 weeksswim program aimed at novice swimmersto help improve their swim skills, their confidence inthe water, and to meet new friendsacrossthe Sunnyvale community.Thegoal isto introducethe sport of competitiveswimmingto the participantsand to improvetheir level of safety in the water.On average, we haveabout 75 participantsfor thisprogram yearly.

Our organizational budget annual budget for 2023-2024 was $1,196,000. For this year, we had anet lossdue to rising pool costsand payroll related to arapidly expanding club membership. We have resolvedthis losswith arecent voteto raise membership dues, which projects apositive net income for the 2024 fiscal year.

Please see attached, Sunnyvale Swim Club'smost recent financial and bank statements.

For more information regarding SUNN, pleasevisit our webpage:
https://www.gomotionapp.com/team/sunn/page/about-sunn
Event Logisticsand Budget
Attachment 4

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7. What steps are you taking to ensure a well-planned, safe event? SUNNSwim Club is usedto organizing large events, running swim meets, graduation, and picnicssafely.These events may have as many as500 participantsand spectators.To ensurethe event runswell and safely,SUNN hastwo board members, the Meet Director and the Waysand Means Director,who supervises ateam of parent volunteersto run these events.Theteam providesmonitorsto ensure appropriate safe behaviorson pool decks. Wealso have adesignated person to direct traffic.

Wewill workwiththe City of Sunnyvale to find avenue for our event, ideally at a Sunnyvale park or outdoor sportingfacility. Wewill follow any requirements related to special event permitting and code of conduct for thesefacilities.

For this picnic, we will provide asimilar monitoring system to ensuresafe behavior.

The monitorswear abright orange safety vest for easy identification.

Wewill identify several possible parking optionsfor our guests att he venue and nearby.

Our Meet Director or their surrogateswill have accessto aloudspeaker systemto communicateto the guests. Direction can begiven to the guest throughthissystem to guide them throughout the day or ift here isan emergency.

To ensurefood safety,wewill provide ingredient information, including allergy warnings.

Duringthe summer,the weather can be dangerously hot outdoors.Wewill provide multiple eventt entsfor shade and multiple water stations.Wewill aim to set up most of our activity under the shadesoft rees.

Finally, will we provide afirst aid stationto provide basic careor triage.

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SUNNSwim Club wasestablished 45 yearsago.Sincethen, we have been financially solvent and our membership has steadily grown over the years.The business side of SUNN is run by our Board of Directors,which isvoted by the membership on an annual basis. Our Board of Directors includesour headcoach, Bob Hill, apillar in the Bay Areaswim community,who has been in hispositionfor 11years. Our current Board of Directorsiscurrently headed by individualswho are in management of local Fortune 500 companies, and have experience in accounting.

Our organization managerial strength was demonstrated by our responseto COVID-19 in 2020. COVID-19 resulted in severe restrictionsto many businesses, including our own. Operational costs skyrocketed, yet restrictionsdecreased participation and thus revenue. Many local swim clubs became bankrupt and folded.

However,SUNN survived COVIDthrough increasing membership dues, application for government grants, donations, as well as careful management of our cost. We were ableto stay financially solvent throughtwo yearsof restricted activities related to COVID-19. Despitethese challenges, wewerestill ableto offer safeswim activities and maintain full employment of our staff throughthe COVIDyears.

While many swim clubsin the Bay Areafolded or reduced in size, SUNN not only survived COVID, but expanded by 30% in the followingfew years.

For thisevent, the costt o the SUNN will mostly berelated to supplyingfood and beverages, and venue rental. Using aregistration system for our guests, wewill be able to approximatetheturnout number, and thus, will not over purchasefood. We will purchasefood from local wholesalers, such asCostco, to keep costsdown.

9. Please attach a detailed budget for your event, including:

Proposed Budget
Service/ Item Quantity Pay Rate/ Cost Cost ($)
Facility Rental 6 hours $100/hr 600
SUNN Staffing 10 Staff $30 per staff per hour 1500
membersx5
hours
Food/Snacks 575 people $10/person 5750
Attachment 4

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Fun Activities Bounce House $500 1300
Bounce House,
Face Painting, Face painter $100/hr
Crafting
craft (2) $25/hr
Raffle Items 1st - 3rd Prize $175 200
Event Supplies $100 150
Balloons/ $200 200
Decoration
Marketing $300 300
Canopies, Tables, Club Own: O o
Chair, BBQ
equipment
Volunteers 10x6hours $37.32 2240
Total Cost 12,240
Net Cost (Total - 10,000
Volunteer Cost)
Sunnyvale Grant 40% of Net Cost 4,000
(minusvolunteer
cost)
The summary isas below
• Total expenses :$12,240,
• Anticipated revenue (if applicable): None
• Net cost (total expenses lessanticipated revenue): $12,240 • Volunteer assistance (1. List volunteer roles/tasksand the number of hours anticipated; 2. Multiply volunteer hoursby $37.32, the Californiavolunteer rate per lndependentSector.org) 10 x 6 hoursx 37.32: $ 2,240
• Any expensesyou expectt o be donated/in-kind (include an estimated dollar value of each donated/in-kind expense in your budget): None
• Funding amount being requested from City of Sunnyvale (cannot exceed 40 percent of total expenses, includingthe value of in-kind/donated servicesbut excludingthe value of volunteer time): $4000
Attachment 4

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10. How will you obtain the remaining funding for your event?Why are you requesting grant funding from the City?
Wewill obtain the remainingfundingfor our eventt hrough SUNN'sgeneral fund.

We are requesting grant fundingfrom the City becausethis event benefitsthe members of SUNN Swimming, who arevastly residentsof Sunnyvale. In addition, wewill be opening up this event to non-membersof SUNN, who are all residentsof Sunnyvale.Thus, we requestt he City to aid us in our endeavor to provide the residentsof Sunnyvale this service and opportunity to experience and learn.

Attachment 4

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Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank you for your interest in the Community EventsGrant Program. Please thoroughly review the grant guidelines and eligibility criteria to determine if your group qualifies for funding.

Grant decisions are based upon a competitive review process; thisapplication and any attachments are intended to be the primary subject of evaluatingyour grant proposal. The City will accept applications through Friday, October 18, 2024, by 5 p.m. Applicants will be notified of award decisions in Jan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applicationsmay be submitted in the followingways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation Services Administration
550 E. Remington Dr., Sunnyvale CA 94087
Email: [email protected]
"",.._,
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

SponsoringOrganization(s):

Lunar New Year Celebration of 2025
3/1/2025
US China Chamber of Commerce Silicon Valley
Grant Amount Requestingfrom the City of Sunnyvale: 8 000.0 0 (Amount cannot exceed 40 percent of total expenses, including the value of in-kind/ donated services but excluding the value of volunteer time.)
Authorized Representative Information
Name:

Title:

Organization:

Email:

Phone Number:

MailingAddress:

Marian Chaney
President
uscccsv
Attachment 4

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Event Details
l. Please describe your event (you may attach additional details or supporting documentation).

It's a community outreach celebration for Lunar New Year 2025. There will beculture performances, and vendor showcasing culture elements merchandise.

2. Have you held this event before? If so, when and where? Yes, March 9, 2024

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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?
Lunar new year is the biggest holiday among Chinese, Vietnamese and other Pacific Islander ethnic groups. From food to costume to culture performances, the event will bring many unique cultural elements from Asian community to the city of Sunnyvale.

From elderly to young children, everyone can find something fun to enjoy and to learn from other cultures

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Attachment 4

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Marketing& Promotion

4. I s your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
citywide, for all ages and culture background
4a. How many people do you expect to attend your event, how did you arrive at this estimate? 2000, based on last year's attendence
S. Please describe your marketing plan, including the type of advertisementsto be used and where they will be placed. Please attach additional sheetsasneeded to fully describe your marketing plan.

City banner, Chamber website, partner websites, social media Organization Information

6. Please describe your organization's mission and goals, aswell 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.

To provide networking platform for Chinese Business owners in Silicon Valley; to be enhance communications among business owners from different communities.

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Attachment 4

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Event Logisticsand Budget

7. What steps are you taking to ensure a well-planned, safe event? We already started weekly planning meetings and have a workforce for carry out the plans.

10. How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
from corporate sponsorship. grants will help us to provide more materials at the event and help us focus to prepare the programs rather than fundraising.

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Attachment 4

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i oottoo
Re: Event GrantsClose TOMORROW!
From Marian Chaney
Date Fri 10/18/2024 3.16 PM
To EventsAP <[email protected]>, >
} 2attachments (2 M)
C GPAppla t on pdf Spec.al Event Application 2025 pat
WARNING -This email came from an EXTERNAL source. Confirm the sender and its contents are safe before responding, opening attachment orlinks.

Dear Carmen,
Please see attached application for Lunar New Year Celebration 2025, aswell as the City Grant! I believe Lisa Li has submitted an application. USCCCSV would like to consolidate two events aswe plan to co-host.

Ialso attached our expenses for last year's event.

Expense
County heallth permit
Toilet Rental
Tent Rental
Horseride,jumping house rental
City Staffing
Liability Insurance
Audio Equipment
Stage Supplies
Supply Shipping
water
Credit cardfee
Total:

Please contact either me or Lisa for any questions!
$5,430.00
$826.01
$5,645.12
$2,086.93
$147.00
$689.00
$1,224.00
$3,489.74
$1,990.00
$30.26
$26.28
$21,584.34
Thank you so much and we are excited to work with you again! Sincerely,
Marian Chaney
On Thu, Oct 17, 2024 at 6.26PM EventsAP <[email protected]> wrote.

Good evening Event Organizers,
We havetwo grants available for eventsand they close TOMORROW, Oct. 18! The City awards up to $48,000 each year ($24,000 per grant) for the Community Eventsand Neighborhood Grant program. • Grant purpose: Eventsand projectstaking place between Jan. 1through Dec. 31, 2025 • Grant status: 2025 application cycle isopen Sept. 9 to Oct. 18.

Head overthe City website, City_Grantsand Loans page, to review eligibility and complete your applications before the deadline.

Attachment 4

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Happy event planning!

SPECIAL EVENTS PERM IT TEAM
Carmen Villegas and Isabela Zuniga
Department of Library and Recreat on Services
City of Sunnyvale
Phone 4 08-730-7345
Attachment 4

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Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank you for your interest in the Community EventsGrant Program. Pleasethoroughly review the grant guidelinesand eligibility criteria to determine if your group qualifiesfor funding.

Grant decisions are based upon acompetitive review process; this application and any attachmentsare intended to be the primary subject of evaluating your grant proposal. The City will accept applicationsthrough Friday, October 18, 2024, by 5p.m. Applicantswill be notified of award decisions inJan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applications may be submitted in the followingways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr., Sunnyvale CA 94087
Email: [email protected]
S""Vb,
i
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

Sponsoring Organization(s):

Ellis Community International Festival
May 16, 2024, 4:30-7:00PM
Ellis Elementary School PTA
Grant Amount Requesting from the City of Sunnyvale: ,1680 (Amount cannot exceed 40 percent of total expenses, including the value of in-kind/ donatedservicesbut excluding the value of volunteer time.)
Authorized Representative Information
Name:

Title:

Organization:

Email:

Phone Number:

Mailing Address:

Emily Thimbleby
PTA President
Ellis PTA
Attachment 4

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Event Details
l. Please describe your event (you may attach additional detailsor supporting documentation).

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 (1O+):

Volunteers from the Sunnyvale Ellis community share elements of their heritage through informational posters and food samples on adedicated country booth.

Community Performances (1O+):

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.

2. Have you held this event before? If so, when and where? Yes, at Ellis Elementary School, May 3, 2024, on April 28, 2023, and for several years 2019 and prior.

The hiatus was due to COVID.

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Attachment 4

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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 knownfor 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 platformfor 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.

Page3 of5
Attachment 4

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Marketing & Promotion

4. Isyour event citywide or targeted to aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
The event is open to the Sunnyvale community. It is typically attended by surrounding families near Ellis andthe Sunnyvale downtown. 4a. How many people do you expect to attend your event, how did you arriveat this estimate? The approximate attendance of the 2024 event was 800 - 1000, asignificant growthfrom the 2023 event attendance of -500. We expect the event to stay in the -1000 attendee range as we plan tofollow the same publicity used in last year's event. City funding allows us to support an event of this size, reaching a greater fraction of the Sunnyvale community.

S. Please describe your marketing plan, includingthe type of advertisementsto be used and wherethey will be placed. Please attach additional sheetsas needed to fully describeyour marketing plan.

We advertise on school social media platforms including Facebook, Class Dojo (district teacher/parent tool, Peach Tree (Sunnyvale School district wide email platform) andon the new school marquee outside the school.

Wewill also promote the event at local businesses (coffee shops, etc) and flyering in the school and neighborhood.

Organization Information

6. Please describe your organization's mission and goals, aswell as information about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization). Please attach your organization's most recent financial statements if available.

The PTA's mission is to make every child's potential a reality by engaging and empowering families andcommunities to advocatefor 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/EllisElementa

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Attachment 4

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Event Logistics and Budget

7. What stepsareyou takingto ensure awell-planned, safeevent? The event has a senior project lead with experience running events hosting 800-1000 people, as well asteacher leads, parent country leads and dozens of volunteerswho participate to make this event happen. Food Safety: Providing safefood handling supplies for the volunteers and food storagefor countryfood sampling. Family Safety: The event is coordinated with the school staff to ensure school safety concerns and rules arefollowed, to preparethe grounds ahead of time, ensure there are ample bathroom access, waste-disposal options, clean up afterwards.

8. Describe controlsyou have in placeto ensureyour event will be cost-effectivewith strong financial management and effective overall event management? How hasyour organization demonstrated these qualities in the past?
The PTA board proposed a budget andrelease of funds to the PTA association which votes to approvethese 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.

10. How will you obtain the remainingfundingfor your event? Why areyou requesting grant funding from the City?
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 enable us to increase the subsidies provided to the families sharing their culturewith the community through food and decorations. 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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Attachment 4

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ELLIS PTA 2024-2025 Income and expenses 2
Event Budget and Volunteer Estimates 3
Volunteer assistance 3
Attachment 4

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ELLIS PTA 2024-2025 Income and expenses
Attachment 4

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ESTIMATED INCOME 2024-25
Interest $500.00
Membership Dues $750.00
Other Income $30.00
Other Income -Volunteers $1,200.00
A-thon fundraiser $47,000.00
Direct Appeal $25,000.00
Eat for Ellis $2,500.00
Events $500.00
Online Auction $1,500.00
Spirit Wear $500.00
Raffle $0.00
Grant Income $0.00
Funds Not Belonging: $0.00
TOTALINCOME $79,480.00
ESTIMATED EXPENSES 2024-25
A/V or other equipment $2,000.00
Admin. Costs $500.00
Finance fees $750.00
Charity registration $50.00
Facility/ Rent expenses- Facilitron $500.00
Hospitality (Appreciations, MeetingSnacks..-) $2,500.00 Other Expense (Unallocated Reserve) $500.00
PTAInsurance $400.00
Spirit Supplies(banners, decorations, etc.) aka Misc $500.00 Supplies- Emergency Fund $500.00
Tax Preparation & Raffle Reg. $500.00
Worker'sCompensation $200.00
A-thon fundraiser $21,350.00
Direct Appeal Fundraiser $800.00
Events (Concession Items) $1,500.00
Online/ Staff auction $250.00
After School $10,000.00
Assemblies $12,000.00
Field Trips $25,000.00
PTA run Programs $13,850.00
Scholastic News& Science Spin/ Enrichment Pubs $6,500.00 School Programs $2,750.00
Attachment 4

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Event Budget andVolunteer Estimates
Total expenses - $4,200
Anticipated revenue (if applicable) - none
Net cost (total expenses less anticipated revenue) :$4,200 Expense Budget:

Food related:

Servingware (plates/napkins) for 1000 attendees:

Beverages for 1000 attendees:

Booth supplies (posters, tape, etc) for 10 countries:

Food/appetizers for 10 countries @$150/ea:

Decorations/Prizes:

Decorations (tablecloths, flags, etc):

Passport printing 500ct:

Passport stamps 10ct:

Prizes (stickers, international treats) 300ct:

Infrastructure:

Tables (5):
10x1Otents (5):

Total Budget:

Volunteer assistance
$200
$300
$400
$1500
$2400
$200
$200
$100
$400
$900
$300
$600
$800
$4200
Volunteer Roles
• Event Lead: 40 hrs (2 hrs/wk for 10weeks + 20 hrs in event lead-up) • Planning volunteers: 50 hrs (5 helpers x2 hrs/wk for 5wks) • Country Parent Leads: 200hrs (20 leads, 10 hrs/lead)
• Setup: 20 hrs (10 volunteers x 2 hrs)
• Tear down: 10 hrs (1Ovolunteers, 1hr)
• Table volunteers: 180 hrs (20 tables x 3volunteers/table x 3 hrs) • Day-of coordinators: 15 hrs (3 people x 5 hrs)
• Performances : 100hrs (20 performances x 10 hrs prep/performance) Attachment 4

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Total volunteer hours: 615
Total volunteer value ($37.32): $22951.80
Funding amount being requested from City of Sunnyvale: $1,680 Attachment 4

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Community EventsGrant Program Application
Calendar Year 2025
Application Deadline: Friday, October 18, 2024, by 5 p.m.

Thank you for your interest in the Community Events Grant Program. Pleasethoroughly review the grant guidelinesand eligibility criteriato determine if your group qualifiesfor funding.

Grant decisions are based upon acompetitive review process; thisapplication and any attachmentsare intended to be the primary subject of evaluatingyour grant proposal. The City will accept applicationsthrough Friday, October 18, 2024, by 5p.m. Applicantswill be notified of award decisions in Jan./Feb. 2025. For questions, email [email protected] or call 408-730-7599.

Completed applications may be submitted in the following ways:

Mail or Drop Off in Person:

Sunnyvale Community Center (Recreation Center Front Desk) Attn: Recreation ServicesAdministration
550 E. Remington Dr., Sunnyvale CA94087
Email: [email protected]
""V,• t
..,
Sunnyvale
Event Name:

Date(s)/Time(s) of Event:

Community Block Parties
June, Oct, Dec
Sponsoring Organization(s):

Grant Amount Requesting from the City of Sunnyvale: 3,000___;_ _ (Amount cannot exceed 40 percent of total expenses, including the valueof in-kind/donated servicesbut excluding the value of volunteer time.)
Authorized Representative Information
Name:

Title:

Organization:

Email:

Phone Number:

Mailing Address:

Jennifer Delara
Chair
Murphy District Associatiog
Attachment 4

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Event Details

1. Please describe your event (you may attach additional detailsor supporting documentation).

Summer Block Party:A vibrant celebration to foster community spirit and provide family-friendly activities at Murphy Park.

Spookyvale Halloween Party:A festive event to promote safety and camaraderie within the neighborhood, featuring Halloween-themed games, crafts, and treats at the Murphy Park community building.

Holiday Neighborhood Party:Ajoyous gathering to celebrate the holiday season, featuring festive decorations, food, and activities at the Murphy Park community building.

These events aim to strengthen community bonds, promote local businesses, and provide enriching experiences for all residents.

2. Haveyou held this event before? If so, when and where? Yes, this past July. Our First Summer Block party
Page2 of 5
Attachment 4

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Marketing& Promotion

4. Isyour event citywide or targeted to aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
We would love to make it citywide, we wouldjust need a bigger budget 4a. How many people do you expectt o attend your event, how did you arrive at this estimate? 300-500
S. Please describe your marketing plan, includingthe type of advertisementsto be used and wherethey will be placed. Please attach additional sheetsas needed to fully describe your marketing plan.

1. Social Media: Platforms: Facebook, lnstagram, Nextdoor Content: Event details, pr Organization Information

6. Please describeyour organization's mission and goals, aswell as information about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization). Please attach your organization's most recent financial statements if available.

We don't have a membership.

Page4 of 5
Attachment 4

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Event Logisticsand Budget

7. What stepsareyoutakingto ensure awell-planned, safeevent? To ensure awell-planned and safe event,we will implement the following measures: Planning

8. Describe controlsyou have in placeto ensureyour event will be cost-effectivewith strong financial management and effective overall event management? How hasyour organization demonstrated these qualitiesin the past?
Our organization has a proven track record of managing events efficiently and cost-effectively

10. How will you obtain the remainingfundingfor your event? Why areyou requesting grant fundingfrom the City?
We would ask the community to pitch in and contribute.

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Attachment 4

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2025 Community Event Application - Community Block Parties ~

3. How doesyour event encourage acelebration of community, includingthe character, diversity,and quality of Sunnyvale? How does it provide vitality and identity to the community? How Our Proposed EventsFoster Community Community Celebration: Inclusive Events: Our proposed events, including the Summer Block Party,Spookyvale Halloween Party,and Holiday Neighborhood Party, are designed to be inclusive and welcomingto all residents. By offering avariety of activities and entertainment, we aim to create asense of belonging and foster ashared sense of community.Diverse Representation: We will actively seek to incorporate elementsthat reflect the diverse cultural backgrounds and interestsof our community.This might include featuring local musicians, offering multicultural cuisine, or organizing cultural performances. Highlighting Sunnyvale's Unique Character:

Our eventswill celebrate the unique character of Sunnyvale by incorporating local landmarks, history, and traditions. For example, we could highlight Sunnyvale's aerospace heritage or itsthriving artsscene.

Vitality and Identity: Community Building: By providing opportunitiesfor residentsto interact, socialize, and participate in shared activities, our eventscontribute to avibrant and dynamic community.They help to strengthen social connections and foster asense of belonging. Enhanced Quality of Life: Our eventsoffer avariety of benefitsto the community, including improved mental health, increased physical activity,and agreater sense of well-being. By creating apositive and engaging atmosphere, we aim to enhance the overall quality of lifefor our residents.Strengthened Community Identity: By celebrating our shared experiencesand values, our events help to reinforceastrong community identity.They provide opportunitiesfor residentsto come together and feel proud of their neighborhood.re Marketing & Promotion

4. Isyour event citywide or targeted to aparticular neighborhood, demographic or geographic area? If targeted, describe your target audience?
We would love to make it citywide, we would just need a bigger budget 4a. How many people do you expect to attend your event, how did you arrive att hisestimate? 300-500
S. Please describe your marketing plan, including the type of advertisementsto be used and wherethey will be placed. Please attach additional sheets as needed to fully describeyour marketing plan.

1.Social Media: Platforms: Facebook, lnstagram, Nextdoor Content: Event details, promotional images, callsto action, and community engagement postsStrategies: Paid advertising, targeted groups, and organic reach through community engagement Example: Create a Facebook event for each event, inviting the community to RSVPand sharewith friends. 2. Email Marketing: List: Compile alist of email addressesfrom community surveys, website sign-ups, and social mediafollowers. Content: Event announcements, reminders, and exclusive offers. Strategies: Personalized subject lines, attractive email templates, and clear callsto action. Example: Send out a pre-event email with event details, amap, and a link to RSVP.3. Community Newsletters: Distribution: Partner with local community newslettersto promote the events. Content: Event highlights, registration information, and callsto action. Example:

Submit anarticle to the Sunnyvale Community News highlighting the upcoming events.4. Flyersand Posters: Distribution: Place flyersand postersin local businesses, community centers, and public spaces.

Design: Eye-catchingvisuals, clear information, and astrong call to action. Example: Create flyerswith event details, dates, times, and aQRcode for easy registration. S. Partnerships: Local Businesses:

Attachment 4

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2025 Community Event Application - Community Block Parties Collaborate with local businessesfor event sponsorships, promotions, and cross-marketing opportunities. Community Organizations: Partner with community organizationsto reach awider audience and share resources. Example: Partner with local restaurantsfor food vendorsat the eventsor with a local sportsteam for aspecial appearance. 6. Word-of-Mouth: EncourageSharing: Encourage attendeesto share their experienceson social media and with friendsand family.Community Ambassadors: Recruit community membersto help spread the word aboutt he events. Example: Create a hashtag for the eventsand encourage attendeesto useit when sharing photos and videos.

Organization Information

6. Please describe your organization'smission and goals, aswell as information about your membership and total organizational budget, if applicable (feel freeto attach literature about your organization).

Please attach your organization'smost recent financial statements if available.

We don't have a membership.

Event Logisticsand Budget

7. What stepsareyou takingto ensure awell-planned, safeevent? To ensure awell-planned and safeevent, we will implement the following measures: Planning and Organization RiskAssessment: Conduct athorough riskassessment to identify potential hazards and develop mitigation strategies. Emergency Plan: Develop adetailed emergency plan, including procedures for evacuation, first aid, and communication. Permits and Approvals: Obtain necessary permits and approvalsfrom local authorities.Volunteer Training: Provide volunteerswith training on safety procedures, crowd control, and first aid. Safety MeasuresSecurity: Hire security personnel to monitor the event and addressany potential safety concerns. First Aid: Have adesignated first aid station with trained medical personnel on site. Crowd Control: Implement crowd control measures, such as barricadesand signage, to manage the flow of people. Emergency Equipment: Ensure availability of emergency equipment, such asfire extinguishers, defibrillators, and first aid kits.Weather Preparedness:

Develop a plan to addresspotential weather-related issues, such as rain or extreme heat.

8. Describe controlsyou have in place to ensureyour event will be cost-effectivewith strong financial management and effective overall event management? How hasyour organization demonstrated these qualities in the past?
Our organization has a proven track record of managing events efficiently and cost-effectively. In the past, we have: Achieved Financial Goals: Consistently met or exceeded financial targetsfor our events.

Optimized Resource Utilization: Efficiently allocated resourcesto maximizeimpact while minimizing costs. Implemented Cost-Saving Measures: Successfully implemented strategiesto reduce expenses without compromising the quality of the events. Received Positive Feedback: Received positive feedback from attendeesand stakeholdersregardingthe quality and value of our events. Event Management Planning and Organization: Develop adetailed event plan outlining all activities,timelines, and responsibilities. Resource Allocation: Efficiently allocate resources, including personnel, equipment, and supplies, to minimize costs. Risk Management: Implement risk management strategiesto identify and mitigate potential financial risks. Evaluation and Improvement: Conduct post-event evaluationsto assess the event'ssuccess, identify areasfor improvement, and inform future planning.

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2025 Community Event Application - Community Block Parties

10. How will you obtain the remaining funding for your event? Why areyou requesting grant funding from the City?
We would askthe community to pitch inand contribute.

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Sunnyvale City CouncilJanuary 14, 2025

Sunnyvale City Council
January 14, 2025