The City of Saratoga established the Community Event Grant Program which gives local event organizers the opportunity to seek funding for their community events.
Donor Name: City of Saratoga
State: California
City: Saratoga
Type of Grant: Grant | Reimbursement
Deadline: 04/05/2024
Size of the Grant: Not Available
Grant Duration: 1 Year
Details:
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.
Secured and Competitive Grants
- Secured Grants
- The City Council may provide Community Event and Street Closure Grant Program Secured Funding to a specific event or to an event organizer. Secured Funding Program recipients are exempt from the competitive application process. Secured Funding Program recipients and allocation amounts are decided at the discretion of the City Council.
- Competitive Grants
- Competitive Community Event Grant allocations are limited to a maximum of $2,000 per event.
- 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.
Grant Period
July 1, 2024 through June 30, 2025.
Eligible Expenses and Grant Payment
- Grants are issued on a reimbursement basis.
- Grant funding may be used for permit fees, facility or park rentals, street closure as described below, event materials, supplies, vendors, and contract services.
- Grant funding may not be used by the grant recipient to pay staff or volunteers for time spent on event organization or coordination.
- Grant payments are issued on a reimbursement basis following the event.
- A Grant Reimbursement Request Form must be submitted to receive grant payment. The Reimbursement Request Form must include an itemized list and proof of payment for event expenses to be funded by the grant, total event costs, and estimated event attendance. Optionally, event photos may be submitted.
- Only one Grant Reimbursement Request Form may be submitted for grants issued for a single event. For grants issued to event organizers to be used for a variety of events that meet Eligibility Criteria, a Grant Reimbursement Request Form may be submitted after each event.
- In addition to the above list of Eligible Expenses & Grant Payment requirements, grant funding designated for street closures may only be used for Big Basin way road closure costs and must be used for permit fees, signage and barricades, notifications, City staff, and law enforcement officer costs associated with a road closure before it may used for other road closure expenses.
- A Grant Reimbursement Request Form must be submitted within the same fiscal year as the event to be eligible for reimbursement. For events held in June, a Grant Reimbursement Request may be submitted up to seven (7) days after the end of the fiscal year.
Eligibility Criteria
- Event must be organized and managed by volunteers.
- Event must be held in Saratoga.
- Event must be free to attend and open to the public.
- Event should showcase Saratoga’s character, diversity or history.
- Event should not be intended to celebrate or recognize a small group, such as reunions.
- Event must be an independent, standalone event. For example, it may not be an activity hosted as part of an event that has received separate funding under the Program.
- Event organizer must obtain a minimum of $1 million liability insurance coverage for the event. Events organized by individuals or an informal group of individuals, that are not a part of or related to any non-profit corporation or other legal business entity, may request City Council approval for event insurance to be provided by the City’s insurance program. City Council may authorize event insurance through the City’s insurance funding for Secured Funding Program recipients when providing direction on funding allocations.
For more information, visit City of Saratoga.
