HomeMy WebLinkAboutRes 2019-77 - Community Event Sponsorships PolicySTAFF REPORT
CITY OF PALM DESERT
ECONOMIC DEVELOPMENT DEPARTMENT
MEETING DATE: September 26, 2019
PREPARED BY: Vanessa Mager, Management Analyst
REQUEST: Adopting a Resolution of the City Council of the City of Palm
Desert, California, Adopting a Policy on Community Event
Sponsorships (Exhibit "A")
Recommendation
Waive further reading and adopt Resolution No. 2019-77 ; Community
Event Sponsorships.
Strateqic Plan Obiective
Approval of this Resolution would help address the following priorities as specified in
the 2013-2033 Strategic Plan, Envision Palm Desert - Forward Together.
- Economic Development Priority 3: Create and attract entertainment and events
to enhance and expand the Palm Desert economy and lifestyle.
- Parks and Recreation Priority 3: Make recreational and exercise opportunities
available in all public spaces.
- Tourism and Marketing Priority 2: Grow existing events and develop new events
to enhance the desirability of Palm Desert as a year round destination.
Background Analysis
The City recognizes that sponsorships play an important role in supporting our
community, as well as to promote the tourism and economic development efforts of the
City. In addition, the City is committed to being a good steward of taxpayer money while
supporting events. This policy establishes guidelines for disbursement of discretionary
funds approved by the City Council, as well as in -kind services to sponsor special
events produced by qualified organizations.
The City of Palm Desert currently does not have a formal policy regarding community
event sponsorships and thus can be unclear to organizations on how to request
sponsorship, how sponsorship requests are evaluated, granted, and what is expected
once a request has been approved.
September 26, 2019 - Staff Report
Adopting a Policy on Community Event Sponsorships
Page 2 of 2
The attached policy is based on models from other communities. It establishes a
formalized sponsorship process including general requirements, eligibility criteria,
conditions, and the approval process. Approval of this resolution will help ensure that
the City can continue to support local organizations in a fair, transparent, and consistent
process.
Fiscal Analvsis
Currently, City -Sponsorship Events has an approved FY 2019/2020 budget of $567,500
in account 1104416-4306201. The adopting of this resolution does not have any fiscal
impact on this FY 2019/2020.
LEGAL REVIEW
Approved as to
Form
DEPARTMENT DEPARTMENT FINANCIAL ASSISTANT CITY
REVIEW REVIEW REVIEW MANAGER
Thomas Soule
Robert W.
Tourism and
Hargreaves
Marketing
City Attorney
Manager
Martin Alvarez
Director of
Economic
Development
City Manager, Lauri Aylaian:
Janet M.
Moore
Director of
Finance
N/A
Andy Firestine
Assistant City
Manager
ATTACHMENTS: 1. Resolution 2019-77
2. Policy on Community Event Sponsorships
3. Community Event Sponsorship Request Application
4. Large Community Event Sponsorship Request Application
RESOLUTION NO.2019-77
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA, ADOPTING A POLICY ON COMMUNITY
EVENT SPONSORSHIPS
WHEREAS, the City Council of the City of Palm Desert seeks to establish
guidelines through which the City will approval community event sponsorship requests;
and
WHEREAS, the City Council of the City of Palm Desert recognizes sponsorships
play an important role in supporting our community; and
WHEREAS, the City Council of the City of Palm Desert identifies sponsorships of
community events as a way to promote the tourism and economic development efforts of
the City; and
WHEREAS, the City Council of the City of Palm Desert is committed to being a
good steward of taxpayer money while supporting events; and
WHEREAS, the decision to grant a sponsorship is optional and shall be considered
on a case -by -case basis.
WHEREAS, the City Council of the City of Palm Desert, California, is the final
approval body for all sponsorship of City produced events;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Palm Desert, California, as follows:
Section 1. Adoption of Recitals. The City Council hereby adopts the
foregoing recitals as its findings in support of the following guidelines Community Event
Sponsorships.
Section 2. Adoption of Policv for Communitv Event Sponsorships. The
City Council hereby adopts the Policy for Community Event Sponsorships attached hereto
as Exhibit "A".
Page 1 of 7
RESOLUTION NO. 2019-77
PASSED, APPROVED, AND ADOPTED at a regular meeting of the Palm Desert
City Council held on this 26th day of September 2019, by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
SUSAN MARIE WEBER, MAYOR
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
Page 2 of 7
COMMUNITY EVENT SPONSORSHIP POLICY
PURPOSE
This policy establishes guidelines for disbursement of discretionary funds approved by
City Council, as well as in -kind services to sponsor special events produced by qualified
organizations. The City recognizes that sponsorships play an important role in
supporting our community, as well as to promote the tourism and economic
development efforts of the City, nevertheless the City is committed to being a good
steward of taxpayer money while supporting events.
SCOPE
This policy applies to all City sponsorship support of external events where the City
provides funds to an outside organization. This policy does not apply to table
sponsorship requests, nor does it apply to the third party sponsorships of City produced
events.
The granting of City funds or in -kind support is evaluated based on the proposed event's
impact on the community. Special attention is paid to sponsorships that promote Palm
Desert's attractiveness as a place to visit and/or live, celebrate the heritage of the City
and its environs, and enrich the character and quality of life of its residents and visitors.
The City is under no obligation to approve a requested sponsorship. The City Council
and City Manager reserve the right to deviate from the policy and criteria contained
herein when they believe it is the City's best interest to do so.
GENERAL REQUIREMENTS, ELIGIBITY CRITERIA AND CONDITIONS
Due to limited resources, not all special event sponsorship requests are funded. The
number of special events that the City sponsors varies annually. The City will evaluate
each request based upon available funds, satisfaction of eligibility criteria, and
compliance with the application requirements set forth below. Applicants for special
events sponsorships must meet all of the following requirements, eligibility criteria, and
conditions:
Applicants requesting event sponsorships in the amounts of $2,500 to $20,000
shall use the City's special event sponsorship application. Incomplete
applications will not be accepted. The City may require additional information, as
necessary, to evaluate compliance with this policy.
• Applicants requesting event sponsorships over $20,000 shall present their request
to the Hotel & Signature Events Committee for recommendation, prior to
presenting to City Council at a schedule Council Meeting.
• For sponsorship requests not exceeding $2,500, the City Council will authorize the
City Manager to establish a policy on accepting and approving such requests.
Page 3 of 7
COMMUNITY EVENT SPONSORSHIP POLICY
Event and promotion must take place within Palm Desert city limits with limited
exceptions. Reason(s) for not holding the proposed event or promotion in the
City of Palm Desert must be stated on the application. Exemption from this
requirement will be provided on a case -by -case basis and will favor activity
promoting the City of Palm Desert as a desirable place to live, visit and do
business.
• The event must align with the City of Palm Desert Strategic Plan.
• The applicant must also submit a Special Events Application/Agreement along
with this special events sponsorship request application.
• The applicant agrees to use the City's sponsorship funds exclusively for the
event represented in its application. Said funds are not designated for salaries or
salary reimbursements or budget subsidy.
• The recipient of sponsorship funds or in -kind services shall provide the City
recognition as a sponsor in exchange for the funds or in -kind services in a
method consistent with other sponsors. In no event shall the recognition for the
City's funds or in -kind services be less than that provided to other sponsors who
have contributed the same total financial or in -kind support.
• The applicant must be ready, willing and able to enter a contractual agreement
for sponsorship with the City and provide a certificate of liability insurance or
proof of self-insurance, if applicable.
• Special event sponsorship applications are limited to one per year, per taxpayer
identification number.
• Failure to hold event as depicted in application will result in forfeiture of
sponsorship funds.
• Sponsorships will be approved on a competitive basis and are not guaranteed.
Applicants should be aware that they may not receive the full amount of the
sponsorship requested.
• Sponsorship approvals are made on an annual basis and shall be considered as
a one-time approval. Approval for sponsorship in one year does not imply or
guarantee that the City will approve sponsorship for the same event or
organization in subsequent years.
• An official Post -Event Evaluation form must be submitted to City staff within (90)
days following the conclusion of a sponsored event.
• Application and all supporting documents are to be submitted to Vanessa Mager,
Economic Development Department, City of Palm Desert, 73-510 Fred Waring
Page 4 of 7
COMMUNITY EVENT SPONSORSHIP POLICY
Drive, Palm Desert, California 92260, to be considered for funding for FY
2019/2020. Applications must be submitted a minimum of six months prior to
event date.
INELIGIBLE ORGANIZATIONS AND ACTIVITIES OR PROJECTS
• An activity, program, project or service that promotes a political viewpoint, provides
for a political purpose or causes participants to engage in or otherwise affiliate or
express an endorsement of partisan political functions or activities.
• A private individual for his/her own use.
• A political, politically affiliated or political action organization.
• Outside Agency Funded Organizations, receiving funds concurrently (during the
same fiscal year)
ASSESSMENT CRITERIA
Criteria
C4nys#etton = Jlip
Innovation
The ability of the event to activate public spaces and
20%
attract/expand new audiences, and extend the
season
Economic Impact
The degree to which the event provides a
20%
measurable economic benefit to the City and
supports local business
Quality of Life
The degree to which the event assists in the
20%
development of a strong and resilient community
and increases participation in city life for people of all
ages, cultures, and means
Branding
The extent to which the event proposes to raise
20%
awareness of, or increase the profile of, Palm Desert
as a tourist destination
Financial Viability
The degree to which the event and/or organization is
20%
financially viable and sustainable with or without City
sponsorship
Total
100%
Page 5 of 7
COMMUNITY EVENT SPONSORSHIP POLICY
APPLICATION REVIEW FOR EVENTS WITH A REQUEST UP TO $20.000
• Economic Development Department staff overseeing Special Events will review
applications for completeness and verify that eligibility criteria have been met. As
appropriate, staff will make a recommendation to the City Manager prior to
sponsorship approval.
• Requests will be presented to the City Manager on a quarterly basis: July —
September; October — December; January — March; and April — June.
APPLICATION REVIEW FOR EVENTS WITH A REQUEST OVER $20.000
• Official request (on organizational letterhead), Special Events
Application/Agreement, and all supporting documents are to be submitted to
Vanessa Mager, Economic Development Department, City of Palm Desert, 73-
510 Fred Waring Drive, Palm Desert, California 92260, to be considered for
funding. All documentation should be submitted a minimum of six months prior
to event date.
• The applicant will be contacted by City staff to secure a presentation date with
the Hotel & Signature Events Committee. As well as be placed on the agenda
for the soonest City Council Meeting.
• City staff will present official request, Special Events Application/Agreement and
all supporting documentation to the Committee one week prior to the committee
meeting for review.
• Applicant will then present to the Hotel & Signature Committee.
• Committee will make a recommendation to either approve or deny the request.
That recommendation will be noted in the committee minutes and present to the
City Council at the scheduled Council Meeting.
• Once applicant has meet with the Hotel & Signature Events Committee, applicant
will then present to the City Council at a pre -scheduled City Council Meeting.
• At the City Council Meeting, staff will present applicants request, as well as the
Hotel & Signature Event Committee's recommendation. Applicant will then be
able to make their presentation to the City Council and members of the general
public in attendance.
• City Council will then vote on applicant's request.
Page 6 of 7
COMMUNITY EVENT SPONSORSHIP POLICY
ADMINISTRATION AND ENFORCEMENT OF POLICY
Review by the City Manager:
• The City Council designates the City Manager to administer the Sponsorship
Policy. This delegation is with the power of re -designation to appropriate staff.
• The City Manager or her/his designee shall review all Sponsorship applications
and determine compliance with this policy.
• On an as needed basis, the City Manager or her/his designee may refer any
controversial proposed sponsorship to the City Council for approval or rejection
with a majority vote.
• Sponsoring entity or individual must comply with all other applicable City, state
and federal laws and regulations
Page 7 of 7
COMMUNITY EVENT SPONSORSHIP REQUEST
Application
(Exhibit A)
Fiscal Year 2019/2020
City of Palm Desert
ECONOMIC DEVELOPMENT DEPARTMENT
73-510 Fred Waring Drive
Palm Desert, CA 92260
760-346-0611, Ext. 425
Fax: 760-341-4564
1
INTRODUCTION
The City is committed to being a good steward of taxpayer money while supporting events
that benefit our community.
The granting of City funds or in -kind support is evaluated based on the proposed event's
impact on the community. Special attention is paid to sponsorships that promote Palm
Desert's attractiveness as a place to visit and/or live, celebrate the heritage of the City
and its environs, and enrich the character and quality of life of its residents and visitors.
GENERAL REQUIRMENTS, ELIGIBILITY CRITERIA AND CONDITIONS
Due to limited resources, not all special event sponsorship requests are funded. The
number of special events that the City sponsors varies annually. The City will evaluate
each request based upon available funds, satisfaction of eligibility criteria, and compliance
with the application requirements set forth below. Applicants for special events
sponsorships must meet all of the following requirements, eligibility criteria, and
conditions:
1. Applicants requesting event sponsorships in the amounts of $2,500 to $20,000
shall use the City's special event sponsorship form. Incomplete applications will
not be accepted. The City may require additional information, as necessary, to
evaluate compliance with this policy.
2. Event and promotion must take place within Palm Desert city limits with limited
exceptions. Reason(s) for not holding the proposed event or promotion in the City
of Palm Desert must be stated on the application. Exemption from this requirement
will be provided on a case -by -case basis and will favor activity promoting the City
of Palm Desert as a desirable place to live, visit and do business.
3. The event must align with the City of Palm Desert Strategic Plan.
4. The applicant must also submit a Special Events Application/Agreement along with
this special events sponsorship request application.
5. The applicant agrees to use the City's sponsorship funds exclusively for the event
represented in its application. Said funds are not designated for salaries or salary
reimbursements or budget subsidy.
6. The recipient of sponsorship funds or in -kind services shall provide the City
recognition as a sponsor in exchange for the funds or in -kind services in a method
consistent with other sponsors. In no event shall the recognition for the City's funds
or in -kind services be less than that provided to other sponsors who have
contributed the same total financial or in -kind support.
The applicant must be ready, willing and able to enter a contractual agreement for
sponsorship with the City and provide a certificate of liability insurance or proof of
self-insurance, if applicable.
Page 2 of 10
8. Special event sponsorship applications are limited to one per year, per taxpayer
identification number.
9. Failure to hold event as depicted in application will result in forfeiture of
sponsorship funds.
10. Sponsorships will be approved on a competitive basis and are not guaranteed.
Applicants should be aware that they may not receive the full amount of the
sponsorship requested.
11. Sponsorship approvals are made on an annual basis and shall be considered as
a one-time approval. Approval for sponsorship in one year does not imply or
guarantee that the City will approve sponsorship for the same event or organization
in subsequent years.
12. An official Post -Event Evaluation form must be submitted to City staff within (90)
days following the conclusion of a sponsored event.
13. Application and all supporting documents are to be submitted to Vanessa Mager,
Economic Development Department, City of Palm Desert, 73-510 Fred Waring
Drive, Palm Desert, California 92260, to be considered for funding for FY
2019/2020. Applications must be submitted a minimum of six months prior to event
date.
INELIGIBLE ORGANIZATIONS AND ACTIVITIES OR PROJECTS
The City of Palm Desert WILL NOT award funding for:
1. An activity, program, project or service that promotes a political viewpoint, provides
for a political purpose or causes participants to engage in or otherwise affiliate or
express an endorsement of partisan political functions or activities.
2. An organization, activity, program, project or service that is discriminatory.
3. A private individual for his/her own use.
4. A political, politically affiliated or political action organization.
5. Outside Agency Funded Organizations, receiving funds concurrently (during the
same fiscal year)
Page 3 of 10
ASSESSMENT CRITERIA
Criteria
Consideration
Weighting
M
Innovation
The ability of the event to activate public spaces and
20%
attract/expand new audiences , and extend the
season
Economic Impact
The degree to which the event provides a
20%
measurable economic benefit to the City and
supports local business
Quality of Life
The degree to which the event assists in the
20%
development of a strong and resilient community
and increases participation in city life for people of all
ages, cultures, and means
Branding
The extent to which the event proposes to raise
20%
awareness of, or increase the profile of, Palm Desert
as a tourist destination
Financial Viability
The degree to which the event and/or organization is
20%
financially viable and sustainable with or without City
sponsorship
Total
100%
APPLICATION REVIEW
Economic Development Department staff overseeing Special Events will review
applications for completeness and verify that eligibility criteria have been met. As
appropriate, staff will make a recommendation to the City Manager prior to sponsorship
approval.
Requests will be presented to the City Manager on a quarterly basis: July — September;
October — December; January — March; and April — June.
Page 4of10
FILING INSTRUCTIONS
Please review these instructions carefully in order to completely and accurately file your
application:
1. PREPARE YOUR APPLICATION PACKET containing the following:
❑ One (1) application packet, single sided, 8 '/z x 11, white paper, unbound,
unstapled, unpunched. Color documents may be included if desired for clarity
and detail. Application packet will contain the following:
■ Application with original signature
• Attachments as necessary for further explanation of application content,
all 8'/2 x 11" or smaller in size
2. RETURN COMPLETE APPLICATION PACKET in a sealed envelope via mail
or hand delivery to:
City of Palm Desert
Economic Development Department
73510 Fred Waring Drive
Palm Desert, CA 92260
CONTENTS: SPECIAL EVENTS SPONSORSHIP APPLICATION —
Attn: Vanessa Mager
3. SUBMIT. Incomplete packets will not be considered until all required
information is received.
Page 5 of 10
Application
(Exhibit A)
1. GENERAL INFORMATION
Date of Request:
Amount Requested:
Name of Organization:
Organization Contact:
Mailing Address:
Physical Address:
Phone Number:
E-mail address:
Federal Taxpayer I.D. No:
Palm Desert Business
License No. (Required for
any work or service
performed in PD city limits)
Non -Profit Tax Status
(verification must be
attached):
FOR CITY USE ONLY
Date Received:
❑ Original Sponsorship Application
❑ Special Events Application/Agreement
❑ Sponsorship Request Letter
❑ Complete —
- OR -
❑ Incomplete — return to Applicant
501(c)3: Yes
Other class (specify):
Page 1 of 10
.n
2. STATEMENT OF PURPOSE
1. Description of services or event being provided to the city. (Describe the event/activity
and explain the impact you believe that it will have on the community. Will it generate
sales tax and/ or bed tax through retail sales or hotel stays? Will it educate and/or
provide quality of life to Palm Desert residents/visitors?):
2. How will the city's funds be used? (Provide specific details regarding your reason for
request and how those funds will be spent. Funds are considered per line item, and
appropriate information should be provided to assist the Committee's review and
decision. If necessary, attach a separate sheet):
3.
Item Description Amount requested
Example: Traffic control plan for street closure 2,000
Tops Barricades
3. Total number of persons that benefit from or will attend this program or event:
4. Of the total number benefitting, give an estimate of the percentage (%) of Palm Desert
residents that participate in said benefit:
Resident Non -Resident
Page 2 of 10
3. AGENCY BUDGET
1. Sources of Funding-.
A. Palm Desert Support: List any and
all funding requested from the City of Palm
Desert, including type of request (grant,
sponsorship, donation, fundraiser, etc.), the
amount your agency requested and the actual amount received, and a description of the
funding request-.
Type of Request FY 18/19 Funds
FY 19/20 Reason for and/or description of
Requested Received
Requested request
Amount
Amount
Example: $1,000
$1,500
Sponsorship
B. Community Support: List any and
all funding requested from other community
partners, including type of request (grant,
sponsorship, donation, fundraiser, etc.), the
amount your agency requested and the actual amount received, and a description of the
funding requested (If necessary, attach a separate sheet.)-.
Agency providing FY 18/19 Approved
FY 19/20 Description of Contribution (in -kind,
funds Requested Amount/
Requested sponsorship, event, grant)
Amount Funds
Amount
received
Example: $10,000 $5,000
$10,000 Education grant
Berger
Foundation
I
i
Page 3 of 10
Budget: Please provide event budget. (If necessary, attach a separate sheet.)
GRAND TOTAL OF EXPENDITURES: $
Page 4 of 10
4. SIGNATURE AUTHORIZATION
1. Identify the principal (owner, president, or equivalent) who is ultimately responsible for
the applicant's event:
NAME:
TITLE:
ADDRESS:
PHONE:
E-MAIL:
2. Signature of authorized official:
The undersigned does hereby confirm that the information herein is true and correct, that
the applicant agency meets the criteria set forth herein, and that the applicant agency
agrees to comply with all requirements.
Signature:
Date:
- END OF DOCUMENT -
Page 5 of 10
-----------------------------------------------------------------------------------------
LARGE COMMUNITY EVENT SPONSORSHIP REQUEST
Application
(Exhibit A)
Fiscal Year 2019/2020
City of Palm Desert
ECONOMIC DEVELOPMENT DEPARTMENT
73-510 Fred Waring Drive
Palm Desert, CA 92260
760-346-0611, Ext. 425
Fax: 760-341-4564
INTRODUCTION
The City is committed to being a good steward of taxpayer money while supporting events
that benefit our community.
The granting of City funds or in -kind support is evaluated based on the proposed event's
impact on the community. Special attention is paid to sponsorships that promote Palm
Desert's attractiveness as a place to visit and/or live, celebrate the heritage of the City
and its environs, and enrich the character and quality of life of its residents and visitors.
GENERAL REQUIRMENTS, ELIGIBILITY CRITERIA AND CONDITIONS
Due to limited resources, not all special event sponsorship requests are funded. The
number of special events that the City sponsors varies annually. The City will evaluate
each request based upon available funds, satisfaction of eligibility criteria, and compliance
with the application requirements set forth below. Applicants for special events
sponsorships must meet all of the following requirements, eligibility criteria, and
conditions:
1. Applicants requesting event sponsorships over $20,000 shall present their request
to the Hotel & Signature Events Committee for recommendation, prior to
presenting to City Council at a schedule Council Meeting.
2. Event and promotion must take place within Palm Desert city limits with limited
exceptions. Reason(s) for not holding the proposed event or promotion in the City
of Palm Desert must be stated on the application. Exemption from this requirement
will be provided on a case -by -case basis and will favor activity promoting the City
of Palm Desert as a desirable place to live, visit and do business.
3. The event must align with the City of Palm Desert Strategic Plan.
4. The applicant must also submit a Special Events Application/Agreement along with
all documentation requested by the Hotel & Signature Events Committee.
5. The applicant agrees to use the City's sponsorship funds exclusively for the event
represented in its request. Said funds are not designated for salaries or salary
reimbursements or budget subsidy.
6. The recipient of sponsorship funds or in -kind services shall provide the City
recognition as a sponsor in exchange for the funds or in -kind services in a method
consistent with other sponsors. In no event shall the recognition for the City's funds
or in -kind services be less than that provided to other sponsors who have
contributed the same total financial or in -kind support.
7. The applicant must be ready, willing and able to enter a contractual agreement for
sponsorship with the City and provide a certificate of liability insurance or proof of
self-insurance, if applicable.
Page 2 of 5
8. Special event sponsorship requests are limited to one per year, per taxpayer
identification number.
9. Failure to hold event as depicted in documentation submitted will result in forfeiture
of sponsorship funds.
10. Sponsorships will be approved on a competitive basis and are not guaranteed.
Applicants should be aware that they may not receive the full amount of the
sponsorship requested.
11. Sponsorship approvals are made on an annual basis and shall be considered as
a one-time approval. Approval for sponsorship in one year does not imply or
guarantee that the City will approve sponsorship for the same event or organization
in subsequent years.
12. An official Post -Event Evaluation form must be submitted to City staff within (90)
days following the conclusion of a sponsored event.
13.Official request (on organizational letterhead), Special Events
Application/Agreement and all supporting documents are to be submitted to
Vanessa Mager, Economic Development Department, City of Palm Desert, 73-510
Fred Waring Drive, Palm Desert, California 92260, to be considered for funding.
All documentation must be submitted a minimum of six months prior to event date.
INELIGIBLE ORGANIZATIONS AND ACTIVITIES OR PROJECTS
The City of Palm Desert WILL NOT award funding for:
1. An activity, program, project or service that promotes a political viewpoint, provides
for a political purpose or causes participants to engage in or otherwise affiliate or
express an endorsement of partisan political functions or activities.
2. An organization, activity, program, project or service that is discriminatory.
3. A private individual for his/her own use.
4. A political, politically affiliated or political action organization.
5. Outside Agency Funded Organizations, receiving funds concurrently (during the
same fiscal year)
Page 3 of 5
LARGE SPONSORSHIP REQUEST PROCEDURE
Official request (on organizational letterhead), Special Events
Application/Agreement, and all supporting documents are to be submitted to
Vanessa Mager, Economic Development Department, City of Palm Desert, 73-
510 Fred Waring Drive, Palm Desert, California 92260, to be considered for
funding. All documentation should be submitted a minimum of six months prior
to event date.
2. The applicant will be contacted by City staff to secure a presentation date with the
Hotel & Signature Events Committee*. As well as be placed on the agenda for the
soonest City Council Meeting.
3. City staff will present official request, Special Events Application/Agreement and
all supporting documentation to the Committee one week prior to the committee
meeting for review.
4. Applicant will then present to the Hotel & Signature Committee.
5. Committee will make a recommendation to either approve or deny the request.
That recommendation will be noted in the committee minutes and present to the
City Council at the scheduled Council Meeting.
6. Once applicant has meet with the Hotel & Signature Events Committee, applicant
will then present to the City Council at a pre -scheduled City Council Meeting.
7. At the City Council Meeting, staff will present applicants request, as well as the
Hotel & Signature Event Committee's recommendation. Applicant will then be able
to make their presentation to the City Council and members of the general public
in attendance.
8. City Council will then vote on applicant's request.
*The Hotel & Signature Events Committee meets once a month.
Page 4 of 5
FILING INSTRUCTIONS
Please review these instructions carefully in order to completely and accurately file your
request:
1. PREPARE REQUEST PACKET containing the following:
• Official sponsorship request (on organizational letterhead) with original
signature
■ Complete event budget
• Sponsorship benefits
■ List of past and current sponsors
• Explanation of how funding provided by the City will be utilized
2. RETURN COMPLETE PACKET in a sealed envelope via mail or hand
delivery to:
City of Palm Desert
Economic Development Department
73510 Fred Waring Drive
Palm Desert, CA 92260
CONTENTS: SPECIAL EVENTS SPONSORSHIP APPLICATION —
Attn: Vanessa Mager
3. SUBMIT. Incomplete packets will not be considered until all required
information is received.
Page 5 of 5