2026 Community Events Grant Program Applications Packet — Sunnyvale City Council, January 13, 2026

Community Events Grant Program Application
Calendar Year 2026, Fall Cycle
Application Deadline: Friday, October 10, 2025, 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, available here (need link to guidelines document).

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 10, 2025, by 5 p.m. Applicants will be notified of award decisions in Jan./Feb. 2026. 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:

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

Sponsoring Organization(s):

Is there a Co-Sponsor? If yes,
organization name.

Grant Amount Requesting from the City of Sunnyvale: $
(Amount cannot exceed 50 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:
:

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Event Details

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

2. Have you held this event before? If so, when and where? Attachment 3

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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?

Attachment 3

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Marketing & Promotion

4. Is your event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
4a. How many people do you expect to attend your event, how did you arrive at this estimate?

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

Organization Information

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

Attachment 3

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Event Logistics and Budget

7. What steps are you taking to ensure a well-planned, safe event? 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?
Have you completed and submitted a Special Event application to the City of Sunnyvale? If yes, when did you submit it. If not, why not?
Please attach a detailed 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 and the number of hours anticipated; 2. Multiply volunteer hours by $40.14, the California volunteer rate per IndependentSector.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).

How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
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Sunnyvale Community Events Grant Proposal -- Animal Assisted Happiness (AAH) AAH Cost Total per Event Total Per Year Budget for Open Hours
Weekly at AAH Smile Farm, Baylands Park -- 1pm - 5 pm, Tuesdays Staff Costs: One AAH Staff Member x5 hours 25/hour 125 6500 Monthly at AAH Smile Farm, Baylands Park 10 am - 4 pm (Second Sunday) Staff Costs: One AAH Staff Member x 8 hours 25/hour 200 2400 Volunteer Assistance for each event -- Tuesdays with about 5 volunteers x 4 hours = 20 Vol Hours 40.14/hr 802.8 41,745.60 AAH Volunteers share our Barnyard Buddies with General Public during Open Hours Volunteer Assistance for each event -- Sunday with about 50 volunteers x 2 hours = 100 Vol Hours 40.14/hr 4014 48,168.00 AAH Volunteers share our Barnyard Buddies with General Public during Open Hours 98,813.60
NOTE: We do not charge for Admission, do accept donations and recommend $5 per person, but it is hit and miss as to donations Attachment 3

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Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Forecast FYE YTDAct FYE Oct-24 Oct-24 Nov-24 Nov-24 Dec-24 Dec-24 Jan-25 Jan-25 Feb-25 Feb-25 Mar-25 Mar-25 Apr-25 Apr-25 May-25 May-25 Jun-25 June-25 July-25 Jul-25 August-25 Aug-25 Sep-25 & FC Sep Forecast Income
4100 Membership Income -$ -$ -$ -$ -$ 4105 New Members 373.42 2,000.00 116.08 4,873.42 1,468.50 4,873.42 1,377.47 4,500.00 977.10 4,500.00 1,437.02 4,500.00 3,155.15 2,209.63 2,750.00 719.80 2,750.00 231.56 2,750.00$ 1,461.45$ 3,000.00$ 3,000.00$ 16,527.18$ 39,496.84$ redu ced 4117 Membership Business & Policy 10,000.00 13,500.00 0.00 5,000.00 0.00 27,000.00 2,398.16 2,500.00 10,000.00 5,000.00 2,500.00 0.00 0.00 10,000.00 15,000.00 -$ 5,000.00$ -$ 54,898.16$ 53,000.00$ 4115 Membership Renewal 8,627.59 3,034.00 3,244.18 1,927.35 9,203.64 1,441.60 1,862.30 1,775.34 2,593.84 3,362.92 4,800.38 3,832.08 7,044.47 904.74 2,000.00 483.85 2,000.00 4,650.15 2,000.00$ 16,914.01$ 2, 000.00$ 2,000.00$ 62,329.15$ 25,373.29$ inc reased Total 4100 Membership Income $ 19,001.01 $ 18,534.00 $ 3,360.26 $ 11,800.77 $ 10,672.14 $ 6,315.02 $ 3,239.77 $ 33,275.34 $ 5,969.10 $ 10,362.92 $ 16,237.40 $ 13,332.08 $ 12,699.62 $ 0.00 $ 3,114.37 $ 4,750.00 $ 11,203.65 $ 4,750.00 $ 19,881.71 4,750.00$ 23,375.46$ 5, 000.00$ 5,000.00$ 133,754.49$ 117,870.13$ 4200 Activities and Event Income existing stretch goals 4218 Artists Participation 18,810.00
4291 Grants 12,000.00
4235 Event Tickets 1,935.40 3,863.86 6,601.43 2,810.01 2,231.43 2,240.00 165.85 47,499.19 88,656.00 0.00 -$ -$ -$ 58,514.31$ 97, 488.86$ 4275 Mixer Fees 113.82 250.00 66.62 250.00 76.79 250.00 113.95 250.00 0.00 250.00 0.00 250.00 151.36 250.00 37.50 250.00 37.84 250.00 170.73 250.00 113.52 250.00 250.00 1,132.13$ 3,000.00$ 4290 Sponsors 25,000.00 16,500.00 0.00 0.00 1,500.00$ 10,000.00$ -$ 10,000.00 6, 110.10 7,500.00$ 8,610.40$ 2,000.00 4, 000.00 9,389.05 19,277.20 4,089.22 2,000.00$ 79,975.97$ 46, 000.00$ Total 4200 Activities and Event Income $ 25,113.82 $ 16,750.00 $ 66.62 $ 250.00 $ 1,576.79 $ 10,250.00 $ 2,049.35 $ 10,250.00 $ 9,973.96 $ 14,351.43 $ 11,420.41 $ 4,481.43 $ 6,391.36 $ 250.00 $ 9,592.40 $ 250.00 $ 66,814.23 $ 88,906.00 $ 35,069.95 250.00$ 2,113.52$ 250.00$ 250.00$ 170,432.41$ 146,488.86$ Services 0.00 0.00 0.00 94.20 4,328.00 174.18 0 -$ -$ 4,502.18$ 94.20$ Unapplied Cash Payment Income 0.00 0.00 0.00 0 0 0 -$ -$ Total Income $ 44,114.83 $ 35,284.00 $ 3,426.88 $ 12,144.97 $ 12,248.93 $ 16,565.02 $ 5,289.12 $ 43,525.34 $ 15,943.06 $ 24,714.35 $ 27,657.81 $ 17,813.51 $ 19,090.98 $ 250.00 $ 12,706.77 $ 5,000.00 $ 82,345.88 $ 93,656.00 $ 55,125.84 $ 5,000.00 $ 25,488.98 $ 5,250.00 $ 5,250.00 308,689.08$ 264,453.19$ Gross Profit $ 44,114.83 $ 35,284.00 $ 3,426.88 $ 12,144.97 $ 12,248.93 $ 16,565.02 $ 5,289.12 $ 43,525.34 $ 15,943.06 $ 24,714.35 $ 27,657.81 $ 17,813.51 $ 19,090.98 $ 250.00 $ 12,706.77 $ 5,000.00 $ 82,345.88 $ 93,656.00 $ 55,125.84 $ 5,000.00 $ 25,488.98 $ 5,250.00 $ 5,250.00 308,689.08$ 264,453.19$ Expenses
5100 Personnel Related Expenses
5105 Contract Employees 3,754.15$ 4,000.00$ 4,729.85$ 13,537.50$ 5,761.60$ 13,537.50$ 3,912.30$ 4,000.00$ 3,979.30$ 4,000.00$ 3,847.55$ 4,000.00$ 8,220.82$ 4,000.00$ -$ 4,000.00$ 6,983.25$ 4,000.00$ 8,528.33$ 4,000.00$ -$ 4,000.00$ 4,000.00$ 53,717.15$ 67,075.00$ NOT E: Marketing contractor 5125 Bus. Insurances 380.50$ 398.00$ -$ 398.00$ 206. 75$ 398. 00$ 380.50$ 398.00$ -$ 398.00$ 214. 25$ 398.00$ 319.50$ 398.00$ -$ 398.00$ 1, 081.25$ 398.00$ 1,434.50$ 398.00$ -$ 398.00$ 398. 00$ 4,415.25$ 4,776.00$ 5135 Employees -$ -$ -$ -$ -$ -$ -$ 9,537.50$ 15,404.21$ 9, 537.50$ 9,191.66$ 9,537.50$ 9,491.66$ 9,537.50$ 13,787.48$ 9,537.50$ 9,191.65$ 9,537.50$ 9,191.65$ 9,537.50$ 9,191.65$ 9,537.50$ 9,537.50$ 84,987.46$ 85,837.50$ 5145 Payroll Service 63.93$ 67.00$ 63.93$ 67. 00$ 63. 93$ 67. 00$ 63. 93$ 67. 00$ 76.86$ 67. 00$ 94.93$ 67.00$ 94.93$ 67.00$ 109.10$ 67.00$ 119.93$ 67.00$ 135.93$ 67. 00$ 72. 00$ 67. 00$ 67. 00$ 1, 026.40$ 804.00$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Total 5100 Personnel Related Expenses $ 4,198.58 $ 4,465.00 $ 4,793.78 $ 14,002.50 $ 6,032.28 $ 14,002.50 $ 4,356.73 $ 14,002.50 $ 19,460.37 $ 14,002.50 $ 13,348.39 $ 14,002.50 $ 18,126.91 $ 14,002.50 $ 13,896.58 $ 14,002.50 $ 17,376.08 $ 14,002.50 $ 19,290.41 14,002.50$ 9,263.65$ 14,002.50$ 14,002.50$ 144,146.26$ 158,492.50$ 5200 General Office Expenses -$
5205 Association Membership Dues -$ 400.00 -$ 400.00 -$ 400.00$ -$ 400.00$ -$ 400.00$ -$ 400.00$ -$ 400.00$ -$ 400.00$ -$ 400.00$ -$ 400.00$ 925. 00$ 400. 00$ 400. 00$ 1,325.00$ 4,800.00$ 5210 Bank Service Fees 92.46$ 292.00$ 92.46$ 292. 00$ 92.46$ 292.00$ 77. 51$ 292.00$ 86. 51$ 292.00$ 86.51$ 292. 00$ 86.51$ 292. 00$ 126.51$ 292.00$ 108.51$ 292.00$ 274.72$ 292. 00$ 82. 71$ 291. 00$ 291. 00$ 1,497.87$ 3,502.00$ 5230 Office Supplies & Materials 147.14$ 458.00$ 134.00$ 458.00$ 163.20$ 458. 00$ 2,602.06$ 458.00$ 134.00$ 458.00$ 134.00$ 458.00$ 224.58$ 458.00$ 134.00$ 458.00$ 134.00$ 458.00$ 647.46$ 458. 00$ 134. 00$ 458. 00$ 458. 00$ 5,046.44$ 5,496.00$ 5240 Professional & Legal Fees 1,274.00$ 1,250.00$ 149.00$ 1,250.00$ 4,417.75$ 1,250.00$ 1,402.09$ 1,250.00$ 1,277.19$ 1,250.00$ 1,912.50$ 1,250.00$ 1,713.75$ 1,250.00$ 693.75$ 1,250.00$ 168.75$ 1,250.00$ 1,012.50$ 1,250.00$ 995.75$ 1,250.00$ 1,250.00$ 16,267.03$ 15,000.00$ 5245 Publications & Subscriptions 536.96$ 642.00$ 503.26$ 642.00$ 503.26$ 642. 00$ 503. 26$ 642. 00$ 503.26$ 642.00$ 503.26$ 642.00$ 503.26$ 642.00$ 503.26$ 642.00$ 503.26$ 642.00$ 503.26$ 642. 00$ 503. 22$ 642. 00$ 642. 00$ 6,211.52$ 7,704.00$ 5270 Chamber Advertisement -$ -$ -$ -$ -$ 1,000.00$ -$ 1,000.00$ -$ 1,000.00$ -$ 1,000.00$ -$ 1,000.00$ -$ 1,000.00$ -$ 1,000.00$ -$ 1,000.00$ -$ 1,000.00$ 1,000.00$ 1,000.00$ 10,000.00$ Total 5200 General Office Expenses $ 2,050.56 $ 3,042.00 $ 878.72 $ 3,042.00 $ 5,176.67 $ 4,042.00 $ 4,584.92 $ 4,042.00 $ 2,000.96 $ 4,042.00 $ 2,636.27 $ 4,042.00 $ 2,528.10 $ 4,042.00 $ 1,457.52 $ 4,042.00 $ 914.52 $ 4,042.00 $ 2,437.94 4,042.00$ 2,640.68$ 4,041.00$ 4,041.00$ 31,347.86$ 46,502.00$ 5300 Office Equipment Expenses
5320 Equipment Lease/Rental 0.00 94.20 0.00 0.00 -$ -$ -$ -$ -$ 94.20$ Total 5300 Office Equipment Expenses $ 0.00 $ 94.20 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 -$ -$ -$ -$ -$ 94.20$ 5400 Facility Expenses
5425 Lease Rent 89.89$ 100.00$ 89.89$ 100. 00$ 89. 89$ 100. 00$ 93. 93$ 100. 00$ 93.93$ 100. 00$ 93.93$ 100. 00$ 93.93$ 100. 00$ 93.93$ 100. 00$ 93.93$ 100. 00$ 165.64$ 100. 00$ 93. 93$ 100. 00$ 100. 00$ 1,192.82$ 1,200.00$ No office space 5440 Telephone -$ -$ 207.06$ -$ 31.03$ -$ 32.25$ 63.34$ -$ -$ 79.00$ 268.45$ 681.13$ -$ Total 5400 Facility Expenses $ 89.89 $ 100.00 $ 296.95 $ 100.00 $ 89.89 $ 100.00 $ 124.96 $ 100.00 $ 93.93 $ 100.00 $ 126.18 $ 100.00 $ 157.27 $ 100.00 $ 93.93 $ 100.00 $ 93.93 $ 100.00 $ 244.64 $ 100.00 $ 362.38 $ 100.00 $ 100.00 1,873.95$ 1,200.00$ 6200 Activities and Event Expenses $448.54 $414.06 $338.49 $0.00 $5,019.30 $12,331.66 $22,554.26 $16,244.70 $837.12 $155.00 $9,797.53 $654.74 $26,860.85 $47,472.71 $6,237.93 1,000.00$ -$ 1,000.00$ 1,000.00$ 73,828.76$ 79,538.13$ 6210 Awards $0.00 $2,904.61 $0.00 $976.50 $0.00 $1,010.02 $0.00 $0.00 $0.00 -$ -$ -$ -$ 1,010.02$ 3,881.11$ 6230 Cleaning Deposit Refund $0.00 $0.00 $0.00 $0.00 $0.00 ($3,828.08) $0.00 -$ -$ -$ -$ -$ (3,828. 08)$ 6305 Security/Public Safety $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 -$ -$ -$ -$ -$ -$ 6295 Sales Tax - CA State Board 4,821.25$ 4,821.25$ 6575 Paid Assistance $0.00 $2,500.00 $0.00 $0.00 $2,500.00 $0.00 $0.00 $0.00 $0.00 $0.00 -$ -$ -$ -$ -$ 5,000.00$ Total 6200 Activities and Event Expenses $ 448.54 $ 0.00 $ 414.06 $ 2,500.00 $ 338.49 $ 0.00 $ 0.00 $ 7,923.91 $ 12,331.66 $ 26,030.76 $ 16,244.70 $ 837.12 $ 1,165.02 $ 0.00 $ 9,797.53 $ 654.74 $ 26,860.85 $ 43,644.63 $ 6,237.93 $ 1,000.00 $ 4,821.25 $ 1,000.00 $ 1,000.00 79,660.03$ 84,591.16$ Total Expenses $6,787.57 $7,701.20 $6,383.51 $19,644.50 $11,637.33 $18,144.50 $9,066.61 $26,068.41 $33,886.92 $44,175.26 $32,355.54 $18,981.62 $21,977.30 $18,144.50 $25,245.56 $18,799.24 $45,245.38 $61,789.13 $28,210.92 $19,144.50 $17,087.96 $19,143.50 $19,143.50 257,028.10$ 290,879.86$ Net Operating Income $37,327.26 $27,582.80 ($2,956.63) ($7,499.53) $611.60 ($1,579.48) ($3,777.49) $17,456.93 ($17,943.86) ($19,460.91) ($4,697.73) ($1,168.11) ($2,886.32) ($17,894.50) ($12,538.79) ($13,799.24) $37,100.50 $31,866.87 $26,914.92 ($14,144.50) $8,401.02 ($13,893.50) ($13,893.50) 51,660.98$ (26,426. 67)$ Net Income $37,327.26 $27,582.80 ($2,956.63) ($7,499.53) $611.60 ($1,579.48) ($3,777.49) $17,456.93 ($17,943.86) ($19,460.91) ($4,697.73) ($1,168.11) ($2,886.32) ($17,894.50) ($12,538.79) ($13,799.24) $37,100.50 $31,866.87 $26,914.92 ($14,144.50) $8,401.02 ($13,893.50) ($13,893.50) 51,660.98$ (26,426. 67)$ Net surplus
forecast from
FY 23 =
$60,772
Sunnyvale Chamber of Commerce
Profit and Loss by Month
October 1, 2024 - September 30, 2025.

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Community Events Grant Program Application
Calendar Year 2026, Fall Cycle
Application Deadline: Friday, October 10, 2025, by 5 p.m.

Completed applicatio ns may be submitted in the following ways:

Mail or Drop Off in Person:

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

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

Sponsoring Organization(s):

Is there a Co-Sponsor? If yes,
organization name.

Title:

Organiza
tion:

Email:

Address:

Phone Number:

Spring Spectacular 2026
May 2026
The Autism Society San Francisco Bay Area
No
110,000.00
Director of Operations and Fundraising
The Autism Society San Francisco Bay Area
Jose, CA 95132
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Event Details

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

2. Have you held this event before? If so, when and where?

Our event, Spring Spectacular 2026, will be held in Sunnyvale, at one of the beautiful parks located in Sunnyvale. A joyful, sensory, awareness celebration made just for families with children on the autism spectrum. Breathe in the fresh spring air, feel the sunshine, and enjoy a day filled with inclusive fun, safe spaces, and community togetherness. Like our previous Spring Spectacular event we just had in May, we will have sensory zones & quiet spaces ( We know large gatherings can be overwhelming). We will have dedicated quiet areas with soft seating, shade, and calming activities—ideal for a break or recharge. Sensory friendly lighting and noise monitoring to keep things comfortable. We will have inclusive activities for ages, including music, and gentle structured games and crafts. Our food vendors will include local vendors, serving up great food for everyone to enjoy.

Yes, we just had this event in May, and was held at Shoreline Park, in Mountain View, CA.

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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 Spring Spectacular in the Park is more than just a seasonal event — it's a celebration of community, inclusion, and the vibrant identity of Sunnyvale. By centering families impacted by autism, the event highlights the city’s commitment to embracing diversity and fostering meaningful connections among all residents.

We want everybody in the general area, and surrounding area's to join us. The event brings together neurodiverse individuals and their families from across Sunnyvale and surrounding areas, creating a space where everyone feels seen, valued, and supported. The involvement of local organizations, businesses(from food vendors to artist), and volunteers further promotes community engagement and showcases the shared commitment to inclusion and empathy. We have chosen Sunnyvale this time, because we know Sunnyvale is known for its family-oriented, inclusive, and forward-thinking culture, and the Spring Spectacular amplifies these values by creating an event that is thoughtfully designed and accessible to all. Hosting the event in one of the city’s beautiful parks ties it directly to Sunnyvale’s identity as a community that values nature, connection, and public space. Having this event in Sunnyvale will bring vibrancy to the city’s cultural calendar, offering a joyful, purpose-driven gathering that enriches the emotional and social fabric of the community. We have chosen the city of Sunnyvale, not only because it's family-friendly, and inclusive, but our President of SFASA, Sara Kole, and her husband Michael Batek, are active Sunnyvale community members, and have resided in Sunnyvale for over 25 years. The inclusive nature of community events helps to break down barriers and reduce the stigma associated with autism. When individuals with autism are actively involved in community activities, they send a message of acceptance and inclusion to the broader community. This positive exposure can lead to greater understanding and support, creating a more welcoming environment for everyone.

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Marketing & Promotion

4. Is yo
ur event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
4a. How ma
ny people do you expect to attend your event, how did you arrive at this estimate?

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

Organization Information

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

Our event is citywide, and we will also be targeting all other areas of the Peninsula.

Using our previous estimates from our previous Spring Spectacular in May, we expect to see a turn out between 800-1000 people.

For our marketing plan for our Spring Spectacular, we will be approaching it from four fronts, as we did with our successful previous event in May. The four fronts will include: social media marketing, local media (online & print), community outreach, and email campaigns. Our first area, which is social media marketing will include, but not limited to: using platforms such as; Facebook, Instagram, and TikTok, to promote our event. We find when using these platforms, and then targeting it to local and nearby towns; interests in parenting, autism support, special education, and inclusive activities, we normally have a high turn-out rate. Our second platform we use is the local media (Online & Print). In the past, not only with our Spring Spectacular event, but with other events, we use the radio stations to promote our event, and local newspapers to promote our event. Our third platform we use for marketing is the community outreach. This normally includes posters, and flyers at local coffee shops, etc. Our fourth and final marketing platform we use is email campaigns. We use our email database, and send out personalized emails to all of our families, and ask them to send it to other families. We also send out emails to local autism support groups, previous event sign-ups, school district newsletters (with permission), and local non-profits. Because this even is being held in Sunnyvale next year, we are stressing the desire to reach all those in the Sunnyvale School District, which includes a lovely Hispanic community.

SFASA is a grassroots, volunteer-run nonprofit organization of parents, family members, friends, and professionals dedicated to strengthening the autism community for over 20,000 families in the Bay Area. Rather than acting as a direct service provider, our focus is on serving as a community hub, providing resources individuals with autism need to live fully. Our projects and programs highlight the unique aspects of autism for each person. These initiatives fall into one (or more) of the three categories: information, networking/education, and/or advocacy. SFASA shares autism information through our website, resource lists, and a referral service. The community stays updated via our newsletters, blogs, and social media. We foster a supportive community through events and conferences, combating isolation and providing a network for families.

Our advocacy efforts on grassroots and policymaker levels emphasize the urgent need for action in policy, research, and services.

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Event Logistics and Budget

7. What steps
are you taking to ensure a well-planned, safe event?

8. Describe controls you have in place to ensure your event will be cost-effective with strong financial management and effective overall event management? How has your organization demonstrated these qualities
in the past?

9. Have you completed and submitted a Special Event application to the City of Sunnyvale? If yes, when
did you submit it. If not, why not?

10. Please attach a detailed 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 and the number of hours anticipated; 2. Multiply volunteer hours by $40.14, the California volunteer rate per IndependentSector.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 excee d 40 percent of total expenses, including the value of in-k ind/donated services but e xcluding the value of volunteer time).

11. How will you obtain the remaining funding for your event? Why are you requesting grant funding from
the City?
As you know planning an event such as our, includes many steps. After each event we have, we learn and adapt, and apply those new measures to future events. Our committee, carefully chooses the most advantageous area for our event, not only for safety purposes, but to maximize the space we will use for our event. We clearly mark areas, using signs with visuals and simple words for restrooms, food, first aid, sensory zones, etc. We make sure everything is accessible ( ensuring pathways, restrooms, and seating are wheelchair accessible and stroller-friendly). For safety measures, we utilize a check-in/check-out system, trained volunteers, among other safety measures.

To ensure the event is cost-effective, with strong financial management and effective overall event management, we utilize the following financial tools:
detailed budget forecasting, contingency planning, quotes from various vendors, and donations and sponsorships. Yes, we have these type of controls for each event. Of course, no single event, is the same, and different financial tools are utilized.

No, we have not sumitted a Special Event Application to the city yet. We have not submitted it yet because the application is not due till 8 weeks before the event.

The remaining funding will come from various benefcators, grants, private donations, and fundraising. We are a non-profit, and will always apply for donations, if possible, to cover events that we have.

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ACTUALS BUDGET
Expense Details
Food and Beverage (all, ice, etc) 12,773.00$
Marcomm 2,689.00$
Arts and Crafts 3,050.00$
Entertainers 7,949.00$
Raffle 637.00$
Extra supplies- equipmentr required by county or city 2,825.00$ permit 768.00$
Volunteer(s) QTY:30 9,633.00$

15.00/HR
8 hrs
TOTAL 40,324.00$ $30,691
Attachment 3

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Attachment 3

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Registration and Merchandise Booth Main Food set up and serving Giant Jenga & Cornhole (free games) Station Manager: Anne Goff Station Manager: Leslie Davis 4pm to 6pm 4pm to 6pm 4pm to 6pm 1 Eileen Hipolito-Estilo
1 Anita Lusebrink 1 Carolina S 2 Robert Estilo
2 Anahita Dadham 2 Cory B 3 Joaquin D
3 Carol O'Hear 3 Dahlia U
4 Anushree Agarwall 4 Dawn S 6pm to 8pm
5 Aashi Agrawal 5 Ellen S 1 Phillipe Maliette
6 Elaine Pun 6 Elizabeth L 2 Janet C
(Elese Cheung B of A check in)
6pm to 8pm Main Food serving and clean up Bocce Ball (Free game) 1 Carol O'Hear Station Manager: Leslie Davis Station Manager: Michael Raman 2 Anushree Agarwall 6pm to 8pm 4pm to 6pm
3 Aashi Agrawal 1 Ethan R 1 Shon K
4 Elaine Pon (leaving early) 2 Mark Gerhardt 2 Shuwei O 3 Logan Gerhardt
4 Jodie Gerhardt 6pm to 8pm
Raffle Sales 5 Connor Gerhardt 1
Station Manager: Leslie Davis 2
4pm to 7pm
1 Connie Boyar Concession Stand-Snowcones/Cotton Candy/Popcorn 2 Susan Andrews Station Manager: Leslie Davis 7/11 Game 3 Joyce Cabrera 4pm to 6pm Station Manager: Michael Raman 1 Julissa G 4pm to 6pm
2 Jonathan C 1 Houda Z
Entertainment Assistance/Announcements3 Karmyn L 2 Shon K Station Manager: Gray Davis
Emcees: Greg Nemitz/Gray Davis 6pm to 8pm Station Manager: Michael Raman 1 Skylar N 6pm to 8pm
2 Al N 1 Debbie Wong
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3 Diane N 2 Tracie Pon
Beverage Station 1
Station Manager: Gray Davis
4pm to 6pm Spin Art Three In A Row Game
1 Tyler L / Jacob L Station Manager: Maggie Batek Station Manager: Michael Raman 2 Melissa K 4pm to 6pm 4pm to 6pm
1 Priya D 1 Christina C
Station Manager: Gray Davis 2 Erik E 2 Ethan R
6pm to 8pm
1 Maria M Station Manager: Maggie Batek Station Manager: Michael Raman 2 Keone R 6pm to 8pm 6pm to 8pm
6 Kavya Gopalla 1 Larry Pon
Beverage Station 2 7 Sonal Gopalla 2
Station Manager: Gray Davis
4pm to 6pm
1 Annie P Sand Art HoopShot (within the tent)
2 Lily P Station Manager: Maggie Batek Station Manager: Michael Raman 4pm to 6pm 4pm to 6pm
Station Manager: Gray Davis 1 Haseeb C 1 Erica C
6pm to 8pm 2 Zarak C 2. Isabel Val
1 Joaquin M
2 6pm to 8pm Station Manager: Michael Raman
6 Kayla Lee 6pm to 8pm
Roaming Photography 7 Kathryn Lee 1 Isabel Val
Station Manager: Mike Batek 2
4pm to 6pm
1 Mike Batek Suncatchers
Station Manager: Maggie Batek Pencil Toss (within the tent) 6pm to 8pm 4pm to 6pm Station Manager: Michael Raman
1 Mike Batek 1 Honestie C 4pm to 6pm
2 Su C 1 Zia Ardrey
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2 Alexa Ardrey
Photo Station/props/step & repeat Station Manager: Maggie Batek Station Manager: Grayson Davis 6pm to 8pm Station Manager: Michael Raman 4pm to 6pm 1 Shaan Smith 6pm to 8pm
1 Janet C 2 Jaidyn Blanton 1 Zia Ardrey
2 Madeleine Yang 3 Davianah Bell 2 Alexa Andrey
3 Jennifer Yang
4 Cordelia Yang Face Painting Cowboy Face Off (within the tent) Station Manager: Maggie Batek Station Manager: Michael Raman Station Manager: Grayson Davis 4pm to 6pm 4pm to 6pm
6pm to 8pm 1 Laura Lizarazo 1 Sage T
1 Gema B 2 Kristi Nyhus 2 Luis C
2 3 Kailyn Nyhus
4 Sarah Cheyette Station Manager: Michael Raman
5 Jacqueline Cheyette 6pm to 8pm
Drop off/Parking Attendants/Pick Up 1. Pato Neme
Station Manager: Grayson Davis Station Manager: Maggie Batek 2 4pm to 6pm 6pm to 8pm
1 Zhagfar Turehanova 1 Laura Lizarazo
2 Abdyrakhman Turehanova 2 Sarah Cheyette Bull Horn (within the tent) 3 Jacqueline Cheyette Station Manager: Michael Raman
Station Manager: Grayson Davis 4 4pm to 6pm
6pm to 8pm 5 1 Jade T
1 Sean Pipkins 2 Jadin T
2 Lucas Pipkins
Station Manager: Michael Raman
Bounce House 6pm to 8pm
Station Manager: Grayson Davis 1 Zhagfar Turehanova
4pm to 6pm 2 Abdyrakhman Turehanova

1. John Hegarty

2. Madison Hegarty
Attachment 3

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Station Manager: Grayson Davis
6pm to 8pm
2 Madeleine Yang
3 Jennifer Yang
4 Cordelia Yang
Attachment 3

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Attachment 3

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Community Events Grant Program Application
Calendar Year 2026, Fall Cycle
Application Deadline: Friday, October 10, 2025, by 5 p.m.

Completed applicatio ns may be submitted in the following ways:

Mail or Drop Off in Person:

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

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

Sponsoring Organization(s):

Is there a Co-Sponsor? If yes,
organization name.

Title:

Organiza
tion:

Email:

Address:

Phone Number:

Spring Concert
Sunday May 17, 2026, 3PM
Cupertino Symphonic Band
1639.39
Board Member
Cupertino Symphonic Band
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Event Details

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

2. Have you held this event before? If so, when and where?

Annual Spring Concert performed by the Cupertino Symphonic Band.

Scheduled/reserved for May 17, 2026, 3PM, Sunnyvale Community Center Ballroom
Yes. May 21, 2023, May 19, 2024, and May 18, 2025. Sunnyvale Community Center Ball Room.

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3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?

The Cupertino Symphonic Band (CSB) provides free concerts throughout the year in Cupertino, Sunnyvale, and other south bay area communities.

Our goals are to foster the musical talent and education of its members, encourage youth to learn and play musical instruments, and provide quality musical entertainment to the community.

CSB performances allow the entire community to listen and enjoy all types of live music. The concerts also allow the children in the community to see all the different wind and percussion instruments up close. This in turn may spark interests in youth to begin learning a musical instrument.

Everyone of all ages is invited to attend our concerts.

Attachment 3

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Marketing & Promotion

4. Is yo
ur event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
4a. How ma
ny people do you expect to attend your event, how did you arrive at this estimate?

Organization Information

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

This event is multi-city wide. CSB Concerts welcome everyone from the Peninsula and South Bay Areas. Everyone is invited.

Past concerts in Sunnyvale, San Jose, and Cupertino have had 150-300 attendees.

CSB posts concert announcements on the major social media sites, South Bay Area community newspapers run by the Bay Area News Group (San Jose Mercury News), i.e. the Sunnyvale Sun, Cupertino Courier, etc. Email announcements are sent to CSB email lists, band member's friends & family, etc.

We also run announcements on Sunnyvale, Cupertino, and Los Altos city cable TV Channels via KMTV15. Concert flyers are also posted at local public libraries and community centers.

About the Cupertino Symphonic Band:
• Originally founded by Cupertino High alumni in 1989. Open to all wind and percussion players, with members from many south bay cities. • 45 active members, from diverse backgrounds – teachers, engineers, designers, nurses, students, writers, and retirees.
• All volunteer members, board, and elected officers. Conductor is a school performing arts teacher.
• Free performances throughout the year in Cupertino and Sunnyvale including Cupertino Earth Day, Cupertino Summer Concert Series, Veteran’s & Memorial Day services in Santa Clara, July 4th Parade in Morgan Hill, and more.
• Non-profit, funded by member dues and donations.
• Annual CSB budget is typically $10K to $15K. FY2024 Financial budget summary is attached.
www.CupertinoSymphonicBand.org
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Event Logistics and Budget

7. What steps
are you taking to ensure a well-planned, safe event?

9. Have you completed and submitted a Special Event application to the City of Sunnyvale? If yes, when
did you submit it. If not, why not?

11. How will you obtain the remaining funding for your event? Why are you requesting grant funding from
the City?
We have already reserved (and paid for) the SCC Ball Room for the May 17, 2026 concert. Our concert coordinator will arrange any final details a few weeks before the performance, such as seating arrangements, etc. with the Ball Room staff.

CSB has been performing 4 or more concerts a year in Sunnyvale, Cupertino, San Jose, and other venues since 1989. CSB (a non-profit) has been mostly funded through donations, member dues, and occasional city grants. The band has an 8 person board of directors, with years of experience managing our concerts. Our finances are manages by our treasurer, overseen by the past treasurers, and elected board members. Our treasurer is also the treasurer of another non-profit organization in San Jose.

No, not required for the SCC Ballroom. SCC Ballroom reservation form and payment receipt attached.

CSB has allocated funds for the remaining costs for the May concert from our 2025-2026 annual budget. The Sunnyvale Grant request will help defray some of the May 2024 SCC Ball Room concert costs.

Attachment 3

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Application Section #10: Event Summary Expenses:

Attachment 3

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September 2025
Attachment 3

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Originally founded by Cupertino High alumni
in 1989. Open to all wind, brass, and percussion
players, with members from many South Bay cities.
45 active members from diverse backgrounds
teachers, engineers, designers, nurses, students,
writers, and retirees.

All volunteer members, board, and elected officers.

Conductor is a Performing Arts school teacher.

Free concert performances throughout the year,
including July 4th parade.

Non-profit, funded by member dues and donations. Summer Concert, Memorial Park Amphitheater
Attachment 3

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Sunnyvale Community Center Ballroom
Attachment 3

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Community Events Grant Program Application
Calendar Year 2026, Fall Cycle
Application Deadline: Friday, October 10, 2025, by 5 p.m.

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:

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

Sponsoring Organization(s):

Is there a Co-Sponsor? If yes,
organization name.

Title:

Organization:

Email:
:

Attachment 3

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Page 3 of 6 ends

Event Details

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

2. Have you held this event before? If so, when and where? Attachment 3

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Page 4 of 6 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?

Attachment 3

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Page 5 of 6 ends

Marketing & Promotion

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

Organization Information

Attachment 3

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Event Logistics and Budget

How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
Attachment 3

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Total Expenses 55,500 47,500
Cultural Program Organizing 3,000 7000
City Permits 4,000
Event LED 4,000
Event Facilities Management (tents, equipment, stage,
portable, generator rental) 20,000 15000
Signs and Banners 3,000 repeat in row 18 below
Stage Audio/Sound, Lighting 3,500
Volunteer Management 1,500
Security and other pros 3,500
Waste management 2,500 paid by City
Insurance 2,500 3000 paid by City
Marketing (banners, ads, flyers) 6,000
Micellaneous / Admin costs 2,000
8000
Total Revenue 55,500
Generated Revenue 29,500
Budget for 2026 Sunnyvale Diwali Celebration
A 501©3 Sunnyvale based resident-organized nonprofit to promote diverty and inclusion South Asian Cultural Association of Sunnyvale (SACAS)
Attachment 3

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Local Business Sponsorship 16,000 10000
Vendor booths 11,000 12000
Individual donations (with corporate matching) 2,500 3000 Donations and City contribution 26,000
Donations - In-kind 2,000
Funding requested from the City 20,000 City community grant Estimate of the City Services Required (As grant recipient) 4,000 Facilities, staff hours SACAS Volunteers Contribution Hours $ (@ $40.14/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 3

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Community Events Grant Program Application
Calendar Year 2026, Fall Cycle
Application Deadline: Friday, October 10, 2025, by 5 p.m.

Completed applicatio ns may be submitted in the following ways:

Mail or Drop Off in Person:

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

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

Sponsoring Organization(s):

Is there a Co-Sponsor? If yes,
organization name.

Title:

Organiza
tion:

Email:

Address:

Phone Number:

Ellis International Festival
May 8, 2026
Ellis Elementary School PTA
N/A
2500
PTA President
Ellis Elementary School PTA

9 Attachment 3

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Event Details

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

2. Have you held this event before? If so, when and where?

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 (15+):

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

Community Performances (10+):

Parents and students put on short performances (3-6 min) reflecting their heritage, e.g. dances, fashion shows, singing.

Passports + Prizes:

Children are given passports to the event. As they visit the booths, they can earn passport stamps for answering questions about the countries represented at the event. Completing a passport entitles the child to an event-themed prize.

Yes, at Ellis Elementary School, on May 9, 2025, May 3, 2024, April 28, 2023, and for several years 2019 and prior. The hiatus was due to COVID.

Attachment 3

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3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?

This event fosters community unity through a celebration of cultural diversity and shared values of inclusivity and respect for all cultures. Sunnyvale is known for its rich cultural diversity, and the Ellis community in particular is especially representative of the diversity of Sunnyvale. The Ellis International Festival wants to echo this. It provides a platform for students and families to showcase and share their cultural heritage with fellow school families and the surrounding community, creating an atmosphere of cultural exchange and understanding. Through cultural performances, exhibits, food and interactive activities, the festival highlights the mosaic of cultures that enrich our community.

Attachment 3

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Marketing & Promotion

4. Is yo
ur event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
4a. How ma
ny people do you expect to attend your event, how did you arrive at this estimate?

Organization Information

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

The event is open to the Sunnyvale community, and is typically attended by families and community members near Ellis in the Heritage district. In previous years we have advertised via flyering in the community and downtown, as well as via school flyers in the Sunnyvale School District.

The approximate attendance of the 2024 and 2025 events were 800 - 1000. We aim to stay at ~1000 attendees as we plan to follow a similar level of publicity used in recent year's events. City funding allows us to support an event of this size, reaching a greater fraction of the community.

We advertise on school social media platforms including Facebook, Class Dojo (district teacher/parent tool, Peach Tree (Sunnyvale School district wide email platform) and on the new school marquee outside the school. We will also promote the event at local businesses (coffee shops, etc) and flyering in the school and neighborhood.

The PTA's mission is to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children.

We currently have 130+ members at Ellis PTA representing 750 students and their families.

See attached budget PDF.

Website: https://sites.google.com/ellispta.org/web/
Facebook: https://www.facebook.com/EllisElementary/
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Event Logistics and Budget

7. What steps
are you taking to ensure a well-planned, safe event?

9. Have you completed and submitted a Special Event application to the City of Sunnyvale? If yes, when
did you submit it. If not, why not?

11. How will you obtain the remaining funding for your event? Why are you requesting grant funding from
the City?
The event has a senior project lead with experience running events hosting 800-1000 people, as well as teacher leads, parent country leads and dozens of experienced volunteers. Food Safety: Providing safe food handling supplies for the volunteers, and dedicated tents for country food sampling. Family Safety:

The event is coordinated with the school staff to ensure school safety concerns and rules are followed, to prepare the grounds ahead of time, ensure there are ample bathroom access, waste-disposal options, clean up afterwards.

The PTA board proposes a budget and release of funds to the PTA association which votes to approve these measures. Reimbursements require signed approval of the PTA president and secretary, and checks must be signed by the Treasurer and Financial Secretary. All previous events have kept within budget.

Yes, for grant years 2024 and 2025. The application for 2024 (submitted Oct 2023) was approved for a CEGP grant.

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 culture with 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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Ellis International Night Budget

ELLIS PTA 2025-2026 Income and expenses................................................................................... 2 Event Budget and Volunteer Estimates............................................................................................ 3 Volunteer assistance.......................................................................................................................... 4

Attachment 3

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ELLIS PTA 2025-2026 Income and expenses

Attachment 3

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Event Budget and Volunteer Estimates

Total expenses - $5,050
Anticipated revenue (if applicable) - none
Net cost (total expenses less anticipated revenue) : $5,050

Expense Budget:

Food related:

Servingware (plates/napkins) for 1000 attendees: $200 Beverages for 1000 attendees: $300
Booth supplies (posters, tape, etc) for 10 countries: $400 Food/appetizers for 15 countries @$150/ea: $2250
--------------------------------------------------------------------------------------------------------- $3150

Decorations/Prizes:

Decorations (tablecloths, flags, etc): $200
Passport printing 500ct: $200
Passport stamps 10ct: $100
Prizes (stickers, international treats) 300ct: $400 --------------------------------------------------------------------------------------------------------- $900

Infrastructure:

Tables (5): $300
10x10 tents (5): $600
--------------------------------------------------------------------------------------------------------- $900

Total Budget: $5050
Volunteer assistance

Volunteer Roles
● Event Lead: 60 hrs 4 hrs/wk for 10 weeks + 20 hrs in event lead-up) ● Planning volunteers: 50 hrs (5 helpers x 2 hrs/wk for 5 wks) ● Country Parent Leads: 200hrs (20 leads, 10 hrs/lead)
● Setup: 20 hrs (10 volunteers x 2 hrs)
● Tear down: 10 hrs (10 volunteers, 1 hr)
● Table volunteers: 180 hrs (20 tables x 3 volunteers/table x 3 hrs) ● Day-of coordinators: 15 hrs (3 people x 5 hrs)
● Performances : 100hrs (20 performances x 10 hrs prep/performance) Attachment 3

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Total volunteer hours: 635
Total volunteer value ($40.14): $25488.90

In-kind donations

Previous years have included in-kind donations via borrowing equipment such as tents (~10), tables (~5), and a stage from a local events organizer., approximate value $500.

Funding Request
Event Summary:

Budget: $5050
Volunteer: $25488.90

Funding amount being requested from City of Sunnyvale: $2500

Attachment 3

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Community Events Grant Program Application
Calendar Year 2026, Fall Cycle
Application Deadline: Friday, October 10, 2025, by 5 p.m.

Completed applicatio ns may be submitted in the following ways:

Mail or Drop Off in Person:

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

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

Sponsoring Organization(s):

Is there a Co-Sponsor? If yes,
organization name.

Title:

Organiza
tion:

Email:

Address:

Phone Number:

International Pet Appreciation Celebrateion
June 6th, 2026, 11:00 am - 2:00 pm
Duo Duo Animal Welfare Project
No
1500
Executive Director
Duo Duo Animal Welfare Project
Attachment 3

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Event Details

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

2. Have you held this event before? If so, when and where?

We like to organize an International Pet Appreciation Celebration event to show the world that dogs and cats deserve respect, protection, and a place in our hearts, and how the pets make our lives better every single day.

Yes, June 1, 2025 in the Las Palmas park.

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3. How does your event encourage a celebration of community, including the character, diversity, and quality of Sunnyvale? How does it provide vitality and identity to the community?

We encourage all the Sunnyvale pet lovers to come to our event.

Attachment 3

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Marketing & Promotion

4. Is yo
ur event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
4a. How ma
ny people do you expect to attend your event, how did you arrive at this estimate?

Organization Information

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

No, we welcome people who love dogs and cats from all the neighborhood to join us.
50 based on the past experience.

We will promote our event via social media. We also hosted Sunnyvale Pet Parade in the past and we will promote our event to all the parade attendees.

Duo Duo Project is based in Sunnyvale. Our mission is to end animal cruelty around the world. Our focus currently is to end the brutal dog and cat meat trade in China. We’re making real progress and working all year-round to ensure that dogs and cats are seen as family rather than food.

We are an all volunteers organization. Our volunteers are from all over the bay area and our Youth team is lead by a Sunnyvale high school student.

Attachment 3

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Event Logistics and Budget

7. What steps
are you taking to ensure a well-planned, safe event?

9. Have you completed and submitted a Special Event application to the City of Sunnyvale? If yes, when
did you submit it. If not, why not?

11. How will you obtain the remaining funding for your event? Why are you requesting grant funding from
the City?
We will have people RSVP to have a correct head count. It's an indoor event in one of Sunnyvale's Recreation facility.

We have a strong young volunteer team and our social media and Eventbrite accounts have many followers accumulated for many years.

We have organized successful Pet Parade events and gala in Sunnyvale.

Not yet because we are not sure which venue to reserve at this time.

We believe this event will be another popular event for Sunnyvale pet lovers. And we like to let our participants know Sunnyvale City is part of it.

We will get the remaining funding from donations.and from sponsors.

Attachment 3

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2026 Sunnyvale Pet Appreciation Celebration Budget

Organizer: Duo Duo Project
Name of Contact:

Date of Event: 6/6/2026
How many people expected: 50
Hours: 11:00 am to 2:00 pm
Expenses: $3,000:

Venue fee: $400
Services (Entertainment/photography, etc): $800
Marketing and printing: $300
Food and drinks: $1000
Prizes and awards: $500

Attachment 3

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Community Events Grant Program Application
Calendar Year 2026, Fall Cycle
Application Deadline: Friday, October 10, 2025, by 5 p.m.

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:

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

Sponsoring Organization(s):

Is there a Co-Sponsor? If yes,
organization name.

Title:

Organization:

Email:
:

Attachment 3

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Event Details

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

2. Have you held this event before? If so, when and where? Attachment 3

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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?

Attachment 3

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Marketing & Promotion

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

Organization Information

Attachment 3

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Event Logistics and Budget

How will you obtain the remaining funding for your event? Why are you requesting grant funding from the City?
Attachment 3

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Expenses Items Anticipated Cost
Event Permit $1,000
Portable Bathrooms $1,500
Event Signage $1,500
Marketing Flyers and postcard $1,000
Equipment Rental $2,000
Entertainment $2,000
Volunteer Food and Drinks $500
Entertainment Food and Drink $500
Total Monetary Expenses $10,000.00
In-kind Radio Advertisement $10,000.00
In-kind Television Advertisem $10,000.00
In-kind Transit Advertisement $10,000.00
Total In-kind Expenses $30,000.00
Revenue
Free event 0
Net Cost $40,000
Volunteer Assistance
Roles Hours Multiply Volunteer Hours
Set up 2 80.28
Clean up 2 80.28
Kids Area attendant 4 160.56
Pick up equipment 2 80.28
Funding request
Grant Funding Request $5,000
Attachment 3

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Community Events Grant Program Application
Calendar Year 2026, Fall Cycle
Application Deadline: Friday, October 10, 2025, by 5 p.m.

Completed applicatio ns may be submitted in the following ways:

Mail or Drop Off in Person:

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

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

Sponsoring Organization(s):

Is there a Co-Sponsor? If yes,
organization name.

Title:

Organiza
tion:

Email:

Address:

Phone Number:

SUNNyvale Community Block Party
Saturday, August 29, 2026 11am-2pm
Sunnyvale Swim Club
No
5760
Ways & Means Director
Sunnyvale Swim Club
Attachment 3

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Event Details

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

2. Have you held this event before? If so, when and where?

Sunnyvale Swim Club (SUNN) is a nonprofit organization (501c) that mainly serves the residents of Sunnyvale and the surrounding communities. We are a competitive swim club sanctioned by the USA Swimming Association and our members are all student athletes, ranging in age from 5 to 18 years, with some collegiate alumni.

SUNN plans to host a community event that has a 'county fair' like environment, featuring free food, games, and interactive information booths for residents of the City of Sunnyvale, student athletes of SUNN Swimming, and participants of our Summer Splash Program.

The event will be held outdoors at a Sunnyvale city park, from 10 AM to 3 PM on a weekend day in August 2026. SUNN plans to provide free pizza, ice cream/popsicles, snacks and drinks, while supplies last.

Informational and activity booths will be created and hosted by SUNN's student athletes and volunteers. Student athletes will research the topic of interest and how the guests can benefit from the experiences and take advantage of the opportunities provided by the City of Sunnyvale to live healthy lives and be more productive and positive residents of Sunnyvale.

We will recruit a representative from the Red Cross, the City of Sunnyvale Aquatics, 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 representatives will be posted at educational booths.

We will also include other key aspects of Sunnyvale such as the Sunnyvale Public Library, Sunnyvale Downtown, Sunnyvale Farmers Market, etc. We plan to invite other Sunnyvale-based organizations to also provide informational booths. (See attachment for additional information.)

Yes, we held this event on Saturday, September 20, 2025 from 11am-2pm at Washington Park. We estimated between 600-700 guests attended based on crowd size and amount of food served. We had a mix of SUNN families and non-member residents of Sunnyvale, allowing many friends and families to get together and have fun while learning about Sunnyvale and the importance of water safety.

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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 goals of the event are to celebrate the achievements of the student athletes, fulfill SUNN's core value of being a "pillar of the local community" by bonding with non-member residents of Sunnyvale, introducing them to the sports of swimming and how it can build a healthy lifestyle and the life skills to be productive and successful members of the community, which is our Mission Statement.

The SUNNyvale Community Block Party will be open to all residents of Sunnyvale, the athletes of SUNN Swim Club, the Summer Swim Team, and the Summer Splash Program, and their families.

We will run ice-breaker or team building games to introduce our guests to each other, and hopefully start the process of building friendships and just to have fun! This is how you start learning about the identity of individuals in Sunnyvale, thus the City of Sunnyvale itself.

Guests will have an opportunity to visit our education booths. Our "Neighbors and History of Sunnyvale" booth will bring to light Sunnyvale's cultural diversity. It will show the differences and similarity of our culture and demographics. Educated, we can then all celebrate each other's culture.

Our audience for the "Water Safety" booth is young kids and their families. The objective of the booth is to teach how to be safe around water, the first step towards supporting life or“vitality”in the community.

Our next audience will be school age children who may benefit from the sport of competitive swimming. Our booth, “SUNN Swim Club and Summer Splash Achievements", will show our guests how participating in competitive sport 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 outdoors as a spectator. We will also show that swimming teaches discipline, grit and other life skills that can lead to personal success.

Our last booth, "Aquatic Activities: Youth and Adults”, will introduce the idea of sport as a lifelong journey to maintain overall health for young adults to seniors.

We will essentially advertise the opportunities offered by our own city of Sunnyvale so that our guests can take advantage of these opportunities.

SUNN Swim Club's goal is to create or bolster the identity of being an active, healthy person, from childhood to adulthood, as an identity for the Sunnyvale residents. Through learning about each other, and playing team oriented games, we hope to build a stronger sense of community amongst our neighbors.

Our free raffle drawing will encourage participants to learn from the booths.

Participants earn a ticket by visiting all the booths. A set of raffle tickets will be picked at random to win free prizes.

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Marketing & Promotion

4. Is yo
ur event citywide or targeted to a particular neighborhood, demographic or geographic area? If targeted, describe your target audience?
4a. How ma
ny people do you expect to attend your event, how did you arrive at this estimate?

Organization Information

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

Our target audiences are school age children and their family and friends/neighbors in Sunnyvale. Education about water safety and the health benefits through aquatics should be available to the entire community, and we believe SUNN can be this vehicle. (See attachment for additional information.) We expect 500-700 people to attend, based on our 2025 attendance record for the event held in September 2025.
(See attachment for additional information.)
Our main method of advertisement is to engage the non-member residents of Sunnyvale through our relationships with the community. We will ask every athlete to do their best to bring at least one friend or neighbor from the community as a personal guest.

In addition, to target marketing to residents of Sunnyvale, we will advertise through flyers and posters posted online (via social media, PeachJar, etc.) and physical locations (based on permission from local library, schools, churches, businesses). (See attachment for additional information.) Sunnyvale Swim Club (SUNN) is a nonprofit organization (501c) that mainly serves the residents of Sunnyvale, established in 1979. We are a competitive swim club sanctioned by the USA Swimming Association.

SUNN mission is to foster a safe and positive culture where athletes develop the essential life skills to be productive and successful people.

Our core values are that we lead with integrity, encourage responsibility in our members, embody passion for our sport, and have a strong work ethic beyond the end result.
(See attachment for additional information)
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Event Logistics and Budget

7. What steps
are you taking to ensure a well-planned, safe event?

9. Have you completed and submitted a Special Event application to the City of Sunnyvale? If yes, when
did you submit it. If not, why not?

11. How will you obtain the remaining funding for your event? Why are you requesting grant funding from
the City?
SUNN Swimming is used to organizing large events, running swim meets, graduation, and picnics safely. These events may have as many as 500 participants and spectators. To ensure the event runs well and safely, SUNN has two board members, the Meet Director and the Ways and Means Director, who supervises a team of parent volunteers to run these events. The team provides monitors to ensure appropriate safe behaviors on pool decks. We also have a designated person to direct traffic. (See attachment for additional information)
Please see attachment for detailed response.

No; we have not yet submitted because our steering committee was still confirming available date and venue in August 2026, but plan to submit the Special Event application once the details and park reservations are finalized.

We will obtain the remaining funding for our event through SUNN's general fund.

We are requesting grant funding from the City because this event benefits the residents of Sunnyvale. We received the grant in 2025 and held our event, which was positively received by all attendees, vendors, and trash/recycling staff. We are requesting the grant funding from the City to continue our ability to provide Sunnyvale residents this free community event and opportunity to experience and learn.

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Balance Sheet
SUNN Swimming
As of August 31, 2025
Distribution account Total
Assets
Current Assets
Bank Accounts
Cash Boxes 0.00
Charles Schwab Investment 195,592.87
US Bank Checking 62,279.76
US Bank Money Market 1,103.63
Total for Bank Accounts $258,976.26
Accounts Receivable
Accounts receivable 0.00
Total for Accounts Receivable $0.00
Other Current Assets
Prepaid Expenses 12,563.47
Undeposited Funds 0.00
Total for Other Current Assets $12,563.47
Total for Current Assets $271,539.73
Fixed Assets
Accumulated Depreciation 0.00
Equipment 0.00
Total for Fixed Assets $0.00
Other Assets
Payroll Clearing 0.00
Total for Other Assets $0.00
Total for Assets $271,539.73
Liabilities and Equity
Liabilities
Current Liabilities
Accounts Payable
Accounts payable 0.00
Total for Accounts Payable $0.00
Credit Cards
Other Current Liabilities
Accrued Expenses 41,647.75
Total for Other Current Liabilities $41,647.75
Total for Current Liabilities $41,647.75
Long-term Liabilities
PPP Loan 0.00
Total for Long-term Liabilities $0.00
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Total for Liabilities $41,647.75
Equity
Opening Balance Equity 95,051.08
Unrestrict (retained earnings) -70,328.97
Net Income 205,169.87
Total for Equity $229,891.98
Total for Liabilities and Equity $271,539.73
Cash Basis Tuesday, October 07, 2025 07:53 PM GMTZ
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Attachment 3

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Attachment 3

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ATTACHMENT TO CEGP APPLICATION 2026
(Event Name: SUNNyvale Community Block Party)

RESPONSE TO QUESTION 1 (Continued):

Additionally, we will offer other fun activities such as bounce house, face painting, and organized games.

The following are list of our proposed activity or educational booths (there will probably be more):

Booth 1 Water Safety:

Educational in nature, we will have posters demonstrating the hazards of the waters, whether the pool or beach. We will inform the guest about the rate of drowning, the common scenario of drowning, the concept of dry drowning - the symptoms to watch for, and hazards of digging beach sandpits.

We will provide information to Sunnyvale's classes, private or public, that teach basic swim lessons to be water safe, such as Sunnyvale’s SafeSplash classes held at Fremont Swim Complex or the British Swim School at the 24 Hrs Fitness in Sunnyvale. We will acquire permission from these entities prior to the event. https://www.safesplash.com/
https://britishswimschool.com/palo-alto/24-hour-fitness-sunnyvale/ SUNN does not provide basic swim lessons, but this skill is very important to the community, and so we want to provide free advertisement for these programs.

Booth 2. Aquatic Activities, Youth and Adults:

This booth will feature Sunnyvale’s Aquatic offerings: swim lessons, recreation swim, water fitness, and lifeguard training. The booth will show how living active lives through swimming can be healthy.

Living a healthy life through aquatic sports is not just through competition for the young, but rather a lifelong journey for all ages. We will use the following

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ATTACHMENT TO CEGP APPLICATION 2026
(Event Name: SUNNyvale Community Block Party)

Sunnyvale City website as our primary source.
https://www.sunnyvale.ca.gov/recreation-and-community/classes-and-activities/ aquatics
Booth 3: SUNN Swim Club and Summer Splash Achievements
SUNN swimmers achieve in the pool, as well as in the classroom. Our student athletes are top athletes, from being ranked in the community to state competitions. Our students are also academically successful, with multiple seniors swimmers admitted to top universities in the country. Our students also play active roles in the community by volunteering. We plan to celebrate their achievements in this booth, showing our commitment to our mission of developing our student athletes to “become productive and successful people”.

We want to show to the community that the sport of swimming can bolster life skills that can lead to successful lives. SUNN also offers scholarships for academic achievement as a commitment to this mission.

Booth 4: Neighbors and History of Sunnyvale
SUNN strives for diversity. Sunnyvale is a diverse community and our team reflects our residents. The sport of swimming requires a significant cost due to pool rentals fees. We understand that not all households can afford to participate. SUNN offers scholarships based on financial need. We plan to celebrate our diversity by showing off the history of Sunnyvale and how it has changed in the last 45 years that SUNN has been a part of the community. We plan to use Sunnyvale Demographic Data USA to provide some demographic data.
https://datausa.io/profile/geo/sunnyvale-ca/
Booth 5: Food and Drinks Station:

SUNN intends to provide free food and drinks for the event. We plan to purchase prepared food and drinks to hand out to guests.

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ATTACHMENT TO CEGP APPLICATION 2026
(Event Name: SUNNyvale Community Block Party)

Games:

One goal of this picnic celebration is to bring the community together. Many of the guests will be non-SUNN members from the community. We plan several team oriented games to break the ice and create conversations between strangers.

RESPONSE TO QUESTION 4 (Continued):

While SUNN's membership is diverse, we hope to target flyers to lower income communities citywide, such as churches and community centers, as we do provide financial based scholarships.

RESPONSE TO QUESTION 4a (Continued):

Before we held our September 2025 event, our goal was to reach at least 550 guests for our event. With a membership of 400 active student athletes and an average of 75 participants for Summer Splash, a conservative goal from these groups is 50%, resulting in about 240 athletes. These athletes will be accompanied by at least one parent, resulting in about 480 participants.

Our main method of advertisement is to engage the non-member residents of Sunnyvale through our relationships with the community. We will ask every athlete to do their best to bring at least one friend or neighbor from the community as a personal guest. Assuming a 25% success rate, we should increase our number by 60 guests, resulting in a total of 540 participants Through widespread advertisements through flyers and posters and community events, we hope to draw about 50 additional guests, which will bring the total participants to 590 guests.

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ATTACHMENT TO CEGP APPLICATION 2026
(Event Name: SUNNyvale Community Block Party)

RESPONSE TO QUESTION 5 (Continued):

We will also advertise through tabling at the free speech section at community events, such as the Sunnyvale Farmer's Market. We will include event details on our team's webpage, https://sunn.org. We also plan to put up a banner at Butcher's Corner.

Within SUNN, we inform our team via the club's event calendar on our website, and also communicate to our team through coach announcements, emails and weekly newsletters, and ask that they share the event via word of mouth.

Our goal this year is to finalize all marketing documents and have them posted no later than 1 month before the event.

RESPONSE TO QUESTION 6 (Continued):

The final core value that we want to emphasize is that “SUNN is a fundamental pillar of the local community. Our team is united to provide an inclusive and positive environment for our athletes. The SUNN family not only provides a safe place to practice, but also creates a fun atmosphere where classmates, friends, and mentors all grow as people.” Nearly all of our student athletes are residents of the City of Sunnyvale. Thus, engaging with our community to bring a positive effect to the residents of Sunnyvale is important for us. This event allows us to do just that.

Our team hosts daily practices at pools in the City of Sunnyvale: Fremont Swim Complex, Sunnyvale Middle School, Columbia Middle School, and Washington Park Pool. Every year, we organize and host 3-4 swim meets that are sanctioned by the USA Swimming at the Fremont Swim Complex. These events may have as many as 300 participants and 200 spectators. During these swim meets, we provide food, and a support environment to ensure a well run and safe event.

Our total membership is currently over 400 student athletes.

Each year, SUNN hosts the SUNN Summer Swim Team, a 10 weeks swim program aimed at novice swimmers to help improve their swim skills, their confidence in the water, and to meet new friends across the Sunnyvale community. The goal is to introduce the sport of competitive swimming to the participants and to improve their level of safety in the water. On average, we have about 75 participants for this program yearly.

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ATTACHMENT TO CEGP APPLICATION 2026
(Event Name: SUNNyvale Community Block Party)

Our organizational budget annual budget for 2024-2025 was $1,206,000. For this year, we had a net gain of $7713.

Please see attached, Sunnyvale Swim Club’s most recent financial and bank statements.

For more information regarding SUNN, please visit our webpage:
https://www.sunn.org/page/about-sunn

RESPONSE TO QUESTION 7 (Continued):

We plan to hold the event at Washington Park or another Sunnyvale park or outdoor sporting facility. We will follow any requirements related to special event permitting and code of conduct for these facilities. For this event, we will provide a similar monitoring system to ensure safe behavior. The monitors wear a bright orange safety vest for easy identification.

We will identify several possible parking options for our guests at the venue and nearby. Our Meet Director or their surrogates will have access to a loudspeaker system to communicate to the guests. Direction can be given to the guest through this system to guide them throughout the day or if there is an emergency.

To ensure food safety, we will provide ingredient information, including allergy warnings.

During the summer, the weather can be dangerously hot outdoors. We will provide multiple event tents for shade and multiple water stations. We will aim to set up most of our activity under the shades of trees or tents.

Finally, will we provide a first aid station to provide basic care or triage.

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ATTACHMENT TO CEGP APPLICATION 2026
(Event Name: SUNNyvale Community Block Party)

RESPONSE TO QUESTION 8:

Established 46 years ago, SUNN has been financially solvent and has steadily growing membership over the years. The business side of SUNN is run by our Board of Directors, which is voted by the membership on an annual basis. Our Board of Directors includes our head coach, Bob Hill, a pillar in the Bay Area swim community, who has been in his position for 12 years. Our current Board of Directors is currently headed by individuals who are in management of local Fortune 500 companies, and have experience in accounting.

Our organization managerial strength was demonstrated by our response to COVID-19 in 2020. COVID-19 resulted in severe restrictions to many businesses, including our own. Operational costs skyrocketed, yet restrictions decreased participation and thus revenue. Many local swim clubs became bankrupt and folded. However, SUNN survived COVID through increasing membership dues, application for government grants, donations, as well as careful management of our cost. We were able to stay financially solvent through two years of restricted activities related to COVID-19. Despite these challenges, we were still able to offer safe swim activities and maintain full employment of our staff through the COVID years.

While many swim clubs in the Bay Area folded or reduced in size, SUNN not only survived COVID, but expanded by 30% in the following few years.

For this event, the cost to SUNN will mostly be related to supplying food and beverages, advertisement costs, staffing and venue rental related fees. We plan to purchase food and drinks from local wholesalers, such as Costco, to keep costs down.

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ATTACHMENT TO CEGP APPLICATION 2026
(Event Name: SUNNyvale Community Block Party)
RESPONSE TO QUESTION 10: Proposed Budget
Proposed Event Budget for 2026 SUNNyvale Community Block Party Service/Item Quantity Pay Rate/Cost Cost ($)
Facility Rental 6 hours $100/hr 600
SUNN Staffing 10 Staff members x 5
hours
$30 per staff per hour 1500
Food/Snacks 575 people $10/person 5750
Fun Activities:

Bounce House, Face
Painting, Crafting,
Photobooth
1 Bounce House
4 Face painters
2 Crafts
1 Photobooth
1 x $ 500
$100/hr x 3 hours
$25/hr x 3 hours
1 x $400
1350
Raffle Drawing Prizes 5 prizes $200 200
Game Prizes stickers/toys $100 100
Event Supplies $100 100
Balloons/ Decoration $200 200
Marketing Banner cost and
placement fee,
printing flyers,
Peachjar Advertising
$1300 1300
Canopies, Tables, Chairs Club Own: 0 0
City/County Event
Permits & Fees
Special Event Permit,
Temporary Food
Permit
$1500 1500
Trash/Recycling Service $1000 1000
Event Insurance 1 day $800 800
Volunteers 10 x 6 hours $40.14 2408
Total Cost 16,808
Net Cost (Total -
Volunteer Cost)
14,400
Sunnyvale Grant 40% of Net Cost (minus
volunteer cost)
5,760
$12,600
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ATTACHMENT TO CEGP APPLICATION 2026
(Event Name: SUNNyvale Community Block Party)

Attachment 3

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Sunnyvale City CouncilJanuary 13, 2026

Sunnyvale City Council
January 13, 2026