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The City of Saratoga recognizes the value of community events and their role in bringing residents together, building community, and establishing an identity for the City. Consequently, the City has established a process by which event organizers can seek funding to support coordination of community events in Saratoga.
Events must be held in the City of Saratoga and be open to the public to be considered for funding. Applicants should demonstrate the ability to produce a well-planned and safe event, including the ability to effectively manage costs, attract event attendees, and obtain necessary permits, clearances, insurances, and event authorizations in a timely manner.
Grant funding may be used for event materials, supplies, contract services, permits, City-related fees (such as park rental or permit costs), and other hard costs. Grants are issued upon a reimbursement basis, with the exception of City fees. Funding sources in addition to the grant are encouraged.
Saratoga-based non-profit organizations holding events in Saratoga will be given first priority. Non-profit organizations coordinating events in Saratoga will be given second priority. Organizations that have previously coordinated events in Saratoga will be given preference over organizations that have not.
The City of Saratoga will hold an annual application process for event grants from January 18, 2017 to March 1, 2017. Applications may also be submitted to the Saratoga City Manager's Office throughout the year if event organizers are unable to participate in the annual application process. Applications for event funding must be received no less than 60 days before the scheduled event. Applications will be considered by the City Council at a regular Council meeting. Applicants will be asked to attend the Council meeting to answer questions regarding their event grant funding request.
2017 ANNUAL APPLICATION PROCESS
Applications are due to Saratoga City Hall by 5:00 p.m. on March 1, 2017. Events must be held between July 1, 2017 and June 30, 2018. Applications will be brought before the City Council on March 15, 2017 for consideration and decision. Applicants should plan to attend the March 15, 2017 City Council meeting to answer Council questions.
All event organizers who receive funding through the Community Event Grant Program and Street Closure Grant Program must obtain event liability insurance coverage in the amount of at least $1 million. The insurance coverage will name the City of Saratoga, its officers, officials, employees, agents and volunteers as additional insured. Event organizers must provide a “Certificate of Insurance” with “Additional Insured Endorsement” to the City prior to holding the event.
To be considered for funding, the application must be submitted to the Saratoga City Manager’s Office before the deadline. Applications may be dropped off in person, faxed, mailed, or emailed. For more information, please contact Administrative Analyst I Lauren Pettipiece at firstname.lastname@example.org or (408) 868-1275.
Community Event Grant Application
Community Event Grant Reimbursement Request Form
STREET CLOSURE GRANT
The Saratoga City Council also sets aside funding to help a local organization pay for the cost of closing down Big Basin Way for a community event. This Street Closure Grant is separate from the Community Event Grant and is awarded to only one organization. Each year, this grant has been awarded to the Saratoga Chamber of Commerce for the Classic Car Show. Additionally, funding was allocated for Saratoga’s 60th anniversary parade in FY 2016/17. This year, the City Council has reserved the Street Closure Grant funding for the Chamber of Commerce.
For more information:
Saratoga City Manager’ Office
13777 Fruitvale Avenue
Saratoga, CA 95070