HomeMy WebLinkAboutCity Council Resolution 21-019 Community Event PolicyRESOLUTION NO. 21-019
RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF SARATOGA ESTABLISHING THE
COMMUNITY EVENT PROMOTION AND SPONSORSHIP POLICY
WHEREAS, community events help bring residents together, build community, and
establish an identity for the City; and
WHEREAS, some event organizers lack ability or resources to conduct their own event
outreach and periodically submit requests to the City to receive support promoting their event; and
WHEREAS, the attached City of Saratoga Community Event Promotion and Sponsorship
Policy outlines the types of events that the City may promote; and
WHEREAS, in addition to requests for promotion of community events, the City also
periodically receives requests to provide support for unexpected events that must occur quickly
and are intended to draw Saratoga residents together to support a common purpose or cause that
is of broad interest to the community; and
WHEREAS, the attached City of Saratoga Community Event Promotion and Sponsorship
Policy provides guidance for when these events may become City -sponsored and hosted as a City
event, thereby permitting use of City resources for the event;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga does
hereby adopt the attached Community Event Promotion and Sponsorship Policy.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 71h day of April 2021 by the following vote:
AYES: Mayor Yan Zhao, Vice Mayor Tina Walia, Council Members Rishi Kumar, Kookie
Fitzsimmons, Mary -Lynne Bernald
NOES:
ABSENT:
__k
Yan Zhao, Mayor
A
DATE:
ebbie Bretschneider, CMC
City Clerk
City of Saratoga Community Event Promotion and Sponsorship Policy
Adopted April 7, 2021 via Resolution No. 21-019
I. Introduction
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 community. The City
recognizes that some event organizers may not have the ability to promote their events through
their own means or through programs such as the City of Saratoga Median Banner Program. To
offer support, the City operates a Community Event Grant program each year to give local event
organizers the opportunity to seek funding for their events. Typical community events must go
through the Community Event Grant program process to receive support from the City, but the
City also acknowledges there may be times when community members feel the need for an event
to rally residents together around an unanticipated, time -sensitive cause or purpose of
community interest. In these instances, organizers may lack the resources needed to organize
the event, as well as the time needed to go through traditional process to request funding.
The following policy describes the City's criteria and procedures for how the City will
accommodate requests for promotion of events in Saratoga when City outreach channels are
available and the event promotes City of Saratoga values. City partners, including other public
agencies, non-profit lessees of City property, and recipients of significant City funding or support,
are eligible to be considered for City promotion of their events and the policy describes the
criteria for events sponsored by others to be considered for promotion. The policy also describes
criteria and procedures for requests for City sponsorship of unanticipated events hosted on City
property.
City initiatives and events will retain priority when conflicts arise, and the City retains full
discretion to deny event promotion or sponsorship requests. Event promotion will be conducted
in the same manner the City typically conducts outreach for City initiatives and events. This policy
shall be administered by the City Manager's Department.
II. Policy Goals
• Maintain integrity of City communications and outreach effort while also informing
residents of events in Saratoga that promote community identity and civic pride.
• Provide clear guidance on the City's practices related to promotion of community events.
• Provide procedures for considering requests of support for unanticipated events in the
City of Saratoga that are time -sensitive in nature and are intended to draw Saratoga
residents together for a common purpose or cause of broad interest to the community.
• Establish consistent practices related to promotion and sponsorship of events in Saratoga.
City of Saratoga Community Event Promotion and Sponsorship Policy I Page 1
Adopted April 7, 2021 via Resolution No. 21-019
III. Event Promotion
A. Eligibility for City Promotion of Events
All events hosted by City partners are eligible to be considered for City promotion. All other
events must meet the following criteria to be considered for promotion through City
communication channels:
1) Event must be located within the City of Saratoga.
2) Event is free and open to the public.
3) Event does not promote the sale of a good, service, or commodity.
4) Event celebrates Saratoga's character, diversity, history, or community, not a small group
of individuals.
5) Event is not considered a personal or campaign activity as defined by California
Government Code 8314.
B. Methods of Event Promotion
When eligible requests are received, the City will determine whether the event warrants
inclusion in City communications and the optimal approach for communication in alignment
with City communication practices.
C. Requests for Promotion
Requests for promotion of events shall be submitted to the City Manager's Department.
IV. Event Sponsorship
A. Definition of Event Sponsorship
Events that are approved for sponsorship will be hosted and organized by the City. As with
any other City event, such as ribbon cuttings or the Tree Lighting Ceremony, the City will
oversee event logistics and outreach. The resident(s) requesting the event must be willing to
volunteer during the event as well as recruit additional volunteers as needed and determined
by City staff to help support the event.
B. Eligibility for Sponsorship of Events
Events must meet the following criteria to be considered for City sponsorship:
1) Event is located on City property.
2) Event is free and open to the public.
3) Event does not promote the sale of a good, service, or commodity.
4) Event is proposed by resident(s) of Saratoga and proposing resident(s) must be willing to
volunteer to support the event and recruit additional volunteers as needed.
5) Event will draw residents together for a common cause or purpose that is of broad
interest to the community.
6) Event has not been considered for or received City of Saratoga Community Event/Street
Closure Grant Program funding.
7) Event must be held in a time -sensitive environment and consideration cannot be
postponed to the next annual City of Saratoga Community Event/Street Closure Grant
Program application process.
City of Saratoga Community Event Promotion and Sponsorship Policy I Page 2
Adopted April 7, 2021 via Resolution No. 21-019
8) Event is not considered a personal or campaign activity as defined by California
Government Code 8314.
C. Consideration of Requests for Sponsorship
Requests for sponsorship of events shall be submitted to the City Manager's Department. If
time permits, requests will be scheduled for City Council consideration at the next regular
City Council Meeting. If time does not allow for consideration to be placed on a City Council
Regular Meeting agenda and no City funds are needed to hold the event, the Mayor is hereby
authorized to approve or deny requests for event sponsorship.
City of Saratoga Community Event Promotion and Sponsorship Policy I Page 3
Adopted April 7, 2021 via Resolution No. 21-019