ELIGIBLE APPLICANTS

To obtain City-sponsorship funding, it will be necessary for the public event organizer/producer (“the applicant”) to meet all applicable eligibility requirements:

• If a non-profit, the applicant’s status must be recognized by the US Internal Revenue Service as well as registered with the State of Oregon.
• If a for-profit business, the applicant must be registered with the State of Oregon and have a current business license with the City of Oregon City.
• Groups associated with political parties and/or organized to promote political messaging as well as religious groups organized to convey a religious message and are the primary organizers of a public event are not eligible to receive City municipal funding.
• All applicants must be in good legal standing with all local, state, and federal regulatory/reporting agencies and taxing authorities.

ELIGIBILE COSTS

• Promotion/Marketing Costs
  • Graphics
  • Printing
  • Postage
  • Advertising
• Fees
  • Equipment Rentals
  • Event Venue Rentals
  • Event Regulatory Permit Fees
  • Commercial Liability Insurance Rider
• Equipment Purchases
• Supply Purchases
• Security

INELIGIBLE COSTS

• Liquor, Beer, Spirits
• Personnel, with the exception of security
• Smoking or Vapor Equipment or Supplies

PROGRAM CRITERIA

To be approved for grant funding under the program the applicant must meet the following program criteria:

NONPROFITS THAT RECEIVE FUNDING UNDER THIS PROGRAM MAY CHARGE AN ADMITTANCE FEE FOR ATTENDEES AT THE PUBLIC EVENT BEING SPONSORED BY THE CITY.

The City-sponsored public event program is designed to help defray the cost of putting on the event not cover all associated costs.

FOR-PROFITS RECEIVING FUNDING UNDER THIS PROGRAM MAY NOT CHARGE AN ADMITTANCE FEE FOR ATTENDEES AT THE PUBLIC EVENT BEING SPONSORED BY THE CITY.

CITY-SPONSORED PUBLIC EVENTS MUST BE WELL-MANAGED AND ORGANIZED AS TO ENSURE PROGRAM RESILIENCY AND FINANCIAL STABILITY ON A CONTINUAL BASIS.

The City’s financial support must result in supporting growing, stable, and viable ongoing public events that can demonstrate public support and demand.

The applicant should be prepared to demonstrate and explain the public event’s financial performance. They are expected to present accurate historical financial reporting and well-prepared financial estimates of future performance.

EVENT ORGANIZERS MUST DEVELOP A METHOD THAT HELPS TO SUBSTANIATE ESTIMATED VISITOR ATTENDANCE LEVELS AND VISITORS’ ORIGINATION.

Guessing or “eyeballing” how many visitors are in attendance is not sufficient to determine the number of visitors that are in attendance. While it is not expected that visitor tallies be exact it is necessary that the applicant have a method to ascertain credible estimates of visitors’ attendance levels.

APPLICANTS MAY OR MAY NOT INVOLVE MULTIPLE VENDORS AS AFFILIATES OF THE EVENT.

All public event organizers must engage multiple vendors who are not associated or affiliated with the primary organizers of the event. Whenever possible, Oregon City-based vendors should be given preference in their participation in the public event.

THE EVENT MUST BE DESIGNED TO INCREASE TOURISTS’ ATTENDANCE AS WELL AS CREATE AN ENVIRONMENT WHEREBY TOURISTS ARE MOST LIKELY TO SPEND MONEY WITH EXISTING LOCAL BUSINESSES.

As a consequence of obtaining grant funding from the City, it is important that the public event is designed in such a manner that it encourages visitors to spend money at other local businesses. Therefore, City-sponsored public events should help bolster the existing local economy and enhance the community’s tourism brand.

THE EVENT MUST SUPPORT THE TOURISM BRAND AND IS CLOSELY ASSOCIATED WITH AND CONTRIBUTE TO THE COMMUNITY’S HOMETOWN FEEL AS WELL AS TO ITS UNIQUE COMMUNITY IDENTIFY. (OREGON’S HOMETOWN, WELCOME HOME!)

Oregon City Municipal Government should be clearly recognized as a sponsor. Public event producers/organizers will ensure that the Oregon City Tourism Logo and brand slogan are affixed to all advertising (electronic, digital, social media, physical brochures/pamphlets, signs, event forms, A-Frames, and banners).

GRANT AWARD

The program will provide up to 60% of eligible project costs, up to $12,000 max.

• Approved grant awards will be distributed upfront and are not on a reimbursement basis.
• Paid invoices and/or receipts are required to substantiate expenditures against eligible costs.
• Public event organizers that incur costs without presenting eligible paid invoices and/or receipts will be required to reimburse the City.
• Event organizers are accountable and responsible for presenting receipts and/or paid invoices that equal the grant award cited in the City-Sponsorship Agreement. If expenses are less than expected, organizers will reimburse the City for difference in the awarded amount
• The City reserves the right to hold back 10% of the grant award until all paid invoices and/or receipts are presented against eligible costs.
• If the event does not take place, the event organizers will be required to repay the grant award to the City within 10 days.

APPLICATION PERIOD AND PROCEDURES

Oregon City Fiscal Year 2023

Application submittal: May 25th thru June 16th. Applications must be fully completed.

• City Commission proposal review and approval commences in June 2023.
• Funding commences June 2023
• A full recap report of the event will be required 60 days after the event has occurred.