2887 - Event Sponsorship Grant 2024-2025
Funding Opportunity Details

Event Sponsorship Grant

Final Application Deadline: Feb 23, 2024 11:59 PM

Funding Information

• The City of Elk Grove is now accepting applications for Event Sponsorship Grant (ESG) funding for the 2024-2025 Fiscal Year. This application covers events taking place between July 1, 2024 through June 30, 2025. Applications must be submitted no later than 11:59pm on Friday, February 23, 2024. The application will automatically close at that time and no late applications will be accepted. Applications can only be submitted if complete and all required documents have been uploaded, so please allow adequate time prior to the deadline.
  The purpose of the ESG program is to provide assistance to Elk Grove-based nonprofit organizations that wish to host a special event that benefits the Elk Grove community. Assistance may be provided in the form of direct funding, use of rentable City facilities, in-kind services (police, public works, integrated waste, and/or marketing support), or a combination of all three. Organizations may apply for more than one Event Sponsorship Grant; however, separate applications must be submitted for each event.
  Please read the information below prior to starting your application.

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  APPLICATION TECHNICAL ASSISTANCE AND PUBLIC MEETING WEBINAR
  City staff will host an optional technical assistance and public meeting webinar on Tuesday, January 23, 2024 from 12:30-2:30pm. The webinar will include an overview of eligibility requirements and application process for each program as well as offer opportunities for technical assistance to prospective applicants. Interested community members are encouraged to attend the webinar to provide input on what programs. services, and activities are most needed in Elk Grove. Participants must register in advance to participate in the live webinar. Visit the City’s website at www.elkgrovecity.org/grants for participation information including a link to register. An archived recording of the webinar will be made available on the website after the event.
  ELIGIBILITY
  Organizations eligible to apply include nonprofits that are corporations, associations, agencies, or faith-based organizations with a 501(c)(3) or 501(c)(6) nonprofit status under the Internal Revenue Service Code or local government entities that serve residents of the city of Elk Grove, California. For-profit entities and individuals are not eligible.
  PUBLIC RECORD
  Unless otherwise exempt under applicable law, applications and application materials are public records. All information received from an applicant, whether received in connection with a grant application or in connection with any grant-funded activities performed, are subject to disclosure pursuant to the California Public Records Act, unless otherwise exempt.
  APPLICATION TIPS
  ► City staff is available to provide technical assistance and answer questions about the application requirements, eligible activities, or the funding process. Please contact Jodie Moreno at 916-478-3632 or jmoreno@elkgrovecity.org with questions.
  ► Applicants should review the required attachments list early in the submission process. Some of the documents may take time to pull together. Organizations will not be able to submit an application unless all required documents have been uploaded. If the organization does not have a required attachment please contact City staff for further instructions.
  ► Carefully review the application for completeness prior to submission. Once the application is submitted, it will be locked from editing.
  GENERAL FUNDING REQUIREMENTS
  Please read the following requirements before applying:
  ► The applying organization must be registered and remain in good standing with the California Secretary of State and the California Attorney General’s Registry of Charitable Trusts during the grant term, if required by law to be registered.
  ► Grant recipients must provide proof of insurance to the satisfaction of the City's Risk Manager prior to the receipt of any funding. Grantees must submit a certificate of liability insurance meeting the City’s requirements (or proof of self-insurance, if applicable) at least 30 days prior to the event.
  ► Grant recipients must comply with all applicable public health restrictions imposed by any federal, state, or local government agency and all other applicable state and local laws for conducting the event including but not limited to, acquiring all necessary event permits. The City understands the challenges of trying to plan an event if health mandates change and will be open to changes that may need to be made to the application or event.
  ► Applications are required annually. An award in one fiscal year is not a commitment to fund the event in future fiscal years.
  ► Applications will be reviewed and evaluated according to the eligibility requirements, level of request and matching funds, and ability to advance the City’s goals and enrich the quality of life for Elk Grove residents. Prior-year performance, public feedback, and demonstrated fiscal responsibility will also be considered.
  ► Funding requests will be considered by the City Council. In the event that a City Council Member is associated with an applying organization in such a manner as to present a conflict of interest, that council member will withdraw from the approval process of that application.
  ESG INFORMATION
  Please read the following guidelines before applying for ESG funding:
  ► The ESG program is designed to fund events with citywide significance and be open to all City of Elk Grove residents.
  ► Eligible events must take place within the Elk Grove City limits.
  ► The event must not be organized around political or religious purposes. If for religious purposes, it will be to educate the community and relate to Diversity, Equity and Inclusion and being a City Welcome to All.
  ► The event can be a one-day event, a multi-day event occurring on consecutive days, or a related series of events over an extended period of time.
  ► Events with a fundraising component will be eligible only if all net proceeds will be provided to a nonprofit that serves primarily Elk Grove residents.
  ► The applicant organization must be the primary organizer and financial administrator for the event.
  ► Depending on the nature of the event, organizations may be required to apply for one or more City permits to legally operate the event as well as permits from other agencies. Please review the Event Permits page of the City’s website to determine what permits may be applicable to the event. https://www.elkgrovecity.org/events/event-permits
  ► Grantees approved for use of rentable City facilities must comply with all requirements of the City Facility Use Policy.
  ► Grantees must pay all user, application, and administrative fees required to accommodate the event, unless the fees are specifically waived in coordination with approval of the event sponsorship.
  ► Grantees must include the City’s name and/or logo in all materials identifying any person or entity as being a sponsor of, donor, or contributor to the event or the grantee. If any additional benefits are given to other sponsors, the City’s support is also to be treated as any other sponsor in terms of recognition and benefits. In instances where Grantee receives funding related to the arts, such communications are also required to display the logo for the Elk Grove Arts Commission.
  ► Grantees must notify the City in advance of any substantial changes to the event, including platform for event (in-person or virtual), date and location changes, and/or cancelations. Substantial changes made to an event after preliminary awards have been determined may result in a change of funding, use of City facilities, and/or in-kind-services awarded.
  ► Within 60 days of the event, grantees shall provide narrative and financial reporting in a format to be provided by the City. Grantees must provide the City with their year-end financial reporting within 6 months of the close of the Grantee’s fiscal year. The year-end financial reporting must account for the Grant Funds provided and documentation must be provided to the City’s satisfaction.
  ► Mid-year requests for funding for new events for which planning began after the application deadline will be considered on a case-by-case basis. No other mid-year requests will be considered. Events are defined as “new events” if they have not been held within the City during the previous five fiscal years. To be eligible for consideration, requestors will be asked to complete an Event Sponsorship Application and provide a detailed explanation of why their organization could not have met the regular application deadline. Subject to the availability of funds, the City Manager may approve direct funding and/or in-kind assistance requests up to $5,000. Larger direct funding and in-kind service requests, including any request requiring road closures, may be heard by the City Council. 
  APPLICATION REVIEW
  City staff will review applications to determine whether the proposed event meets the threshold eligibility criteria. Staff may conduct interviews with qualifying applicants, request additional information, and/or provide the applicant the opportunity to clarify their application and advise the City of any additional factors that may be relevant. Based on the type of support requested, the City may schedule a separate meeting with applicants to determine need.
  APPLICATION REVIEW CRITERIA
  The following criteria, in addition to eligibility requirements, will be used in evaluating applications: 
  ► Event descriptions will be evaluated for feasibility of implementation and the ability to advance the City’s goals and enrich the quality of life for City of Elk Grove residents.
  ► Budgets will be reviewed to determine level of request and matching funds.
  ► Applicants must demonstrate the ability of the organization to carry out the event. Each applicant will be evaluated on experience, administrative capacity, and financial management.
  ► Consideration will also be given to prior-year performance and public feedback.
  ► In the event that a City of Elk Grove elected or appointed official is associated with an applying organization in such a manner as to present a conflict of interest, that council member will withdraw from the approval process of that application.
  ► The City reserves the right to use other criteria in its selection process, if deemed necessary.
  IF FUNDED
  Grant awards will be made in the form of an agreement executed between the applicant and the City prior to the event date. The grant period, scope, allowable budget, and reporting requirements will be outlined in a contract between the applicant organization and the City. If the event occurs before an agreement is fully executed by the Grantee and the City, all funding awarded may be forfeited.
  As a reminder, please note that not all grant requests will be honored. Effort will be made to provide event sponsorships to as many applicants as possible. To do so, the number of grants to a specific applicant during a single fiscal year may be limited. Partial funding of sponsorship requests may be granted. The City reserves the right to negotiate grant award amounts.
  NON-DISCRIMINATION
  Each agency receiving funds from the City is required to assure that it will conduct its business in compliance with the non-discrimination requirements of the City, State, and Federal governments, as applicable. Equal Opportunity in Employment policies will be required. Events that discriminate on the grounds of race, color, national origin, ancestry, age, gender, or disability will not be eligible. All events must comply with applicable requirements of the Americans with Disabilities Act.
  DISCLAIMER
  The amount of funding available reflects an estimate of the amount granted last year through the ESG program. Actual amounts awarded are subject to City Council approval through the annual budget process. Approval for event sponsorship is subject to the availability of funds. No applicant is guaranteed funding or in-kind support in any amount.
  FUNDING TIMELINE
  The City anticipates the following schedule for reviewing submitted applications and determining funding awards:

  Jan 12	Release of Application
  Jan 23	Technical assistance workshop and public meeting webinar (12:30-2:30pm)
  Feb 23	Application deadline (11:59pm)
  Mar 4 – Apr 5	Review period
  Apr 24	Funding recommendations present to City Council (preliminary awards)
  May/June	City Council approves annual budget (final awards)
  July 1	Funding year begins

   

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