Hi Drew,
I had my staff research related questions for me recently regarding special events specifically. I have not read through these yet, but this might be helpful:
Event Partnership/MOU Research – Research event partnership agreements and/or MOUs between a City and a non-profit to conduct a special event. I'm unaware of any specific cities with one, but I'm sure there must be something out there. Basically, what we are trying to accomplish is developing a standardized tool to assist us in clearly stating what commitments the city will make to a nonprofit in support of their special event.
Here is a list of cities that support special events for nonprofits:
Hayward:
https://www.hayward-ca.gov/sites/default/files/documents/Fee%20Waiver%20and%20Sponsorship%20Policy%20+%20Application.pdf
Newport Beach:
https://newportbeachca.gov/government/departments/recreation-senior-services/special-event-grants
Anaheim:
https://anaheim.net/3117/Special-Event-Support
Ventura:
https://www.cityofventura.ca.gov/DocumentCenter/View/31519/Special-Event-Grant-Program-Guidelines--Application-2022-23-PDF?bidId=
Santa Ana:
https://www.santa-ana.org/city-council-special-event-sponsorship/
Santa Paula:
https://spcity.org/DocumentCenter/View/2585/Santa-Paula---Sponsorship-Program-c1-EXHIBIT-A
San Jose:
https://www.sanjoseca.gov/home/showpublisheddocument/93024/638064544174870000
Riverside:
https://www.riversideca.gov/sites/default/files/City%20Sponsorship%20Program%20-%20Acceptance%20of%20guidelines%202019.pdf
Sacramento:
https://www.cityofsacramento.org/Convention-Cultural-Services/Special-Event-Grants
For here in Healdsburg:
As standard practice, all permit, facility, staffing, or any other fees associated with a specific event are waived for the event when the City is an official partner. Currently, at the request of local community organizations and by the direction of the City Manager or Community Services Director, the City typically
partners on special events hosted in Healdsburg under the following conditions:
• Organizations must be a Healdsburg-based non-profit, the non-profit holds a chartered chapter or operates out of a physical site in Healdsburg, or partners with a
governmental entity providing a service directly to the Healdsburg community.
• Organizations may not greatly profit from the event but may charge registration fees (fun runs), vendor fees (booths), VIP seating (theater/movies), etc., provided that funds raised supplement event costs or go direly back into the organization via scholarships, grants, local programs, local club activities, or are donated back into the community in some other framework.
• Staff capacity, calendar availability, and budget is available to support the partnership.
• The event is inclusive, accessible, family-friendly, and open to the public at minimal or no cost.
I am working on formalizing the above event definitions and criteria into our Special Event Policy to assist in a revised review and approval process as an eligibility requirement for partnership consideration. Applicants would submit their request for City partnership as part of a new program we're working on, which would partially include City Council approval. Again, I know this is very specific to special events, but there is some crossover that might be helpful department-wide.
Feel free to give me a call. I'm out tomorrow but have open availability on Friday.
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Matt Milde
Recreation Supervisor
City of Healdsburg Community Services
Healdsburg CA
(707) 431-3128
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