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05-18 Resolution No. 05-18 RESOLUTION ADOPTING SPECIAL EVENT CO-SPONSORSHIP GUIDELINES FOR THE CO-SPONSORSHIP OF EVENTS BY THE CITY BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that it hereby adopts the Special Event Co-Sponsorship Guidelines dated January 26, 2005 as the city's guidelines for the co-sponsorship of events by the city, a copy of which is attached. s/Ed Schock Ed Schock, Mayor Presented: January 26, 2005 Passed: January 26, 2005 Omnibus Vote: Yeas: 6 Nays: 0 Recorded: January 27, 2005 Published: Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk ,t OAF Et. Ci City of Elgin Special Event Co-Sponsorship Guidelines January 26,2005 I. Introduction II. Eligible Participants III. Eligible Projects IV. Ineligible Projects V. Application Process VI. Review of Applications VII. Agreements VIII. Payment for City Services IX. Other Requirements X. No Vested Rights I. Introduction The City of Elgin requires a Special Event Permit for all special events sponsored and conducted by nonprofit corporations or associations, with a public body, or sponsored and conducted by other persons conducting non-commercial civic,religious,recreational or patriotic events. Any organizing agency or group requesting financial assistance with the production of their event may apply for co-sponsorship assistance from the City. Please Note: Final consideration of a Co-sponsorship Agreement is contingent upon the following items: •l Final approval of Special Events Application J Availability of funding for event J Final approval of Co-Sponsorship Agreement by City Council II. Eligible Participants Eligible participants shall include any agency or group meeting each of the following requirements: 1. The event organizing agency/group or business must be based in, or have an office within, the City of Elgin's corporate limits. 2. The event organizing agency/group or business must actively seek involvement from area residents and/or businesses and the event must be open to the general public. III. Eligible Projects Any activity that results in a product or event that provides a direct benefit and promotes the Elgin community. When applicable, the following conditions shall also apply: 1. Activities associated with the event shall be located on publicly owned property. 2. All activities associated with the event must benefit and be free and open and accessible to the general public. 3. All activities associated with the event must be compatible with adopted City plans and policies. 4. A Special Event Permit from the City of Elgin must be approved for all activities associated with the event. IV. Ineligible Projects The following activities or projects are not eligible for funding: 1. Political campaigns 2. Religious events 3. Individuals 4. On-going operating expenses for the hosting agency or group 5. Research or planning of the event 6. Endowments 7. Scholarship Funds V. Application Process An application form is attached for your use. 1. Fill out application form: Applicants shall be required to complete an application form and attach supporting documentation as necessary. It is recommended that you contact the Special Events Coordinator to schedule a pre-application meeting to discuss the -2- proposed event. While this is not required,the meeting may help provide assistance and answer questions regarding the application form,supporting documentation,and type of project proposed. 2. Attach supporting documentation: • Written description of project. • Detailed list of support requested from the City. • Detailed budget for the event, including all other sources for funding. • Work Plan detailing specifics of on-site coordination of event including set-up and clean-up. • Evidence of economic impact to City (i.e. letters of support from area businesses directly impacted by event) VI. Review of Applications On receipt of the application form, the proposed projects or activities will be evaluated by a committee comprised of staff from departments or divisions within the City to determine compliance with applicable City ordinances, the effect of the event on City resources, and the anticipated effect of the event on public health or safety. Recommendations for funding will then be submitted to the City Council for final approval. Review will be carried out based on the following criteria(Note: based on 100 point rating system, with 100 points being the highest rating and 50 points being the minimum threshold for consideration of eligibility): 1. Community Benefit a. Project proposes a creative approach to uniting the Elgin community in a public event (0 to 10 points) b. Project activities directly benefits and promotes the Elgin community as a whole (0 to 15 points) 2. Participation a. Project includes opportunities to involve volunteers in shaping and carrying out the project (0 to 10 points) b. The project promotes opportunities to form partnerships with other groups or organizations in promoting the Elgin community(0 to 15 points) 3. Project Feasibility/Need for Assistance a. The proposed budget for the event reflects that the event is financially viable and that there is a need for assistance from the City. (0 to 10 points) b. The proposal demonstrates evidence of direct economic impact to the Elgin community(0 to 15 points) 4. Municipal Compatibility a. Proposal presents a feasible work plan detailing specifics of coordinating event including set-up and clean-up (0 to 10 points) b. Event is consistent with City policy and ordinances (0 to 15 points) -3- VII. Agreements Successful Applicants for funding shall be required to execute a Special Event Co Sponsorship Agreement with the City prior to the date of the event. The form of such agreements shall be as provided by the City. Within 60 days after the completion of the event an accounting reflecting the actual revenues and expenses of the event is to be given to the City. VIII. Payment for City Services Payment for City Services will be made once the event is completed. Payments will only be processed after submission of proper proof of payment to the contractors and/or vendors. No reimbursement shall be made for work initiated or completed prior to the execution of the Grant Agreement. 1. Submitting Receipts: The event organizing agency or group shall present paid receipts or copies of paid receipts that shall be limited to the reimbursement of actual expenses incurred for the project or activity described in the Special Event Co-Sponsorship Application and shall be limited to the amount approved at the time of the execution of the Special Event Co-Sponsorship Agreement. 2. Expenditures pre-approved by the Special Events Coordinator may be paid directly to the vendor through the City's Purchase Order process. The event organizing agency or group should contact the Special Events Coordinator to verify all the information required from the City's Purchasing Department. Note: The City of Elgin is a tax exempt organization and will not reimburse Grant Recipients for sales tax. IX. Other Requirements All promotional pieces which receive any funding as part of Special Events Co-sponsorship Agreement must include the following mandatory identification statement: "Funding provided in part through the City of Elgin." 1. Promotional Print Advertising and Signage: The mandatory identification statement MUST appear at the bottom of ALL PRINTED MATERIALS. In a brochure or multiple page promotional piece,the mandatory grant identification statement is to appear once on the final page/panel of copy. In addition,the copy is required to incorporate the seal of the City of Elgin and accompanying text"City of Elgin"in a single visible location. The event organizing agency or group is responsible for making arrangements with the program coordinator to pick up the camera-ready logo -4- 2. Non-Print Promotional Advertising: The mandatory identification statement must be included in your radio advertisement script. In television advertising, the mandatory identification statement must be included in either the visual presentation or the verbal script, or both. X. No Vested Rights The provisions of these guidelines are intended to provide guidelines for considering applications for persons or entities who are seeking City of Elgin co-sponsorship of a proposed special event. The City Council of the City of Elgin, in its sole and exclusive discretion, shall determine whether to co-sponsor any special event including, but not limited to, whether to provide any funding as part of such a co-sponsorship after duly considering the costs incurred by the City of Elgin for co-sponsoring a special event and after considering the relative gain derived by the public for the proposed co-sponsorship. The City Council of the City of Elgin further expressly reserves the right and option to decide at any time whether or not to provide continued or additional funding for the co-sponsoring of special events. The creation or existence of these guidelines is not intended and shall not be construed to create or provide any vested rights in any person or entity to obtain approval of a proposed co-sponsorship of a special event, a special event co-sponsorship agreement or any incentive, grant, rebate or funding thereunder. 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