Only registered nonprofit organizations in good standing with the Internal Revenue Service or a government agency that serves the Elk Grove community are eligible to apply. For profit entities and individuals are not eligible.

The applicant organization must be in good standing with the California Secretary of State and the California Attorney General’s Registry of Charitable Trusts, if required by law to be registered.

Eligible events can be held in-person, virtually, or a combination of in-person and virtually. In-person events must take place within the Elk Grove City limits.

Events must have citywide significance and be open to all Elk Grove residents.

The event must not be organized around political or religious purposes.

The event can be a one-day event, a multi-day event occurring on consecutive days, or a related series of events over an extended period of time.

Events with a fundraising component will be eligible only if all net proceeds will be provided to a nonprofit that serves primarily Elk Grove residents.

The applicant organization must be the primary organizer and financial administrator for the event.

The applicant organization must comply with all applicable public health restrictions imposed by any federal, state, or local government agency and all other applicable state and local laws for conducting the event including but not limited to, acquiring all necessary event permits.

Events that discriminate on the grounds of race, color, national origin, ancestry, age, gender, or disability will not be eligible. All events must comply with applicable requirements of the Americans with Disabilities Act.

APPLICATION POLICIES

Applications are required for all organizations seeking event sponsorship from the City. Organizations may apply for more than one event, but each event requires a separate application.

Applications are required annually. An award in one fiscal year is not a commitment to fund the event in future fiscal years.

Applications will be reviewed and evaluated according to the eligibility requirements, level of request and matching funds, and the ability to advance the City’s goals and enrich the quality of life for City of Elk Grove residents. Prior-year performance, public feedback, and demonstrated fiscal responsibility will also be considered.

Approval for event sponsorship is subject to the availability of funds.

The City reserves the right to negotiate grant award amounts.

Requests will be considered by the City Council.

As a reminder, please note that not all grant requests will be honored. Effort will be made to provide event sponsorships to as many applicants as possible. To do so, the number of grants to a specific applicant during a single fiscal year may be limited. Partial funding of sponsorship requests may be granted.

In the event that a City Council Member is associated with an applying organization in such a manner as to present a conflict of interest, that council member will withdraw from the approval process of that application.

Mid-year requests for funding will not be considered, except on a case-by-case basis for new events for which planning began after the application deadline.

• Mid-year requestors must complete the Event Sponsorship Application, plus provide an explanation of why their organization could not have met the regular application deadline.
• Subject to the availability of funds, the City Manager may approve direct funding and/or in-kind assistance requests up to $5,000. Larger direct funding and in-kind service requests and any request requiring road closures may be heard by the City Council.
• Events will be considered “new events” if they have not been held within the City during the previous five fiscal years.

EVENT SPONSORSHIP GRANT PROGRAM CONDITIONS

All Grantees must enter into an agreement with the City prior to the event date. If the event occurs before an agreement is fully executed by the Grantee and the City, all funding awarded may be forfeited.

Insurance shall be required of all Grantees. The nonprofit must submit a certificate of liability insurance meeting the City’s requirements (or proof of self-insurance, if applicable) upon request, and in all cases at least 30 days prior to the event.

Grantees approved for use of rentable City facilities must comply with all requirements of the City Facility Use Policy.

Grantees are responsible for securing all necessary permits to legally operate the event. Please visit the Event Permits page of the City’s website to determine what City permits may be applicable to the event.

Grantees are responsible for complying with all applicable public health restrictions imposed by any federal, state, or local government agency.

Grantees must pay all user, application, and administrative fees required to accommodate the event, unless the fees are specifically waived in coordination with approval of the event sponsorship.

Grantees must include the City’s name and/or logo in all materials identifying any person or entity as being a sponsor of, donor, or contributor to the event or the grantee. If any additional benefits are given to other sponsors, the City’s support is also to be treated as any other sponsor in terms of recognition and benefits. In instances where Grantee receives funding related to the arts, such communications are also required to display the logo for the Elk Grove Arts Commission.

Grantees must notify the City in advance of any substantial changes to the event, including platform for event (in-person or virtual), date and location changes, and/or cancellations. Substantial changes made to an event after preliminary awards have been determined may result in a change of funding, use of City facilities, and/or in-kind-services awarded.

Within 60 days of the event, grantees shall provide narrative and financial reporting in a format to be provided by the City. Grantees must provide the City with their year-end financial reporting within 6 months of the close of the Grantee’s fiscal year. The year-end financial reporting must account for the Grant Funds provided and documentation must be provided to the City’s satisfaction.