2025 Special events
funding guidelines

Program Guidelines

The Special Events Funding program is intended to provide funds to qualified event producers who submit a fully executed proposal, meet deadlines, criteria, and expectations of the program, are successfully recommended by the review panel, put on the event described in their proposal, and report and invoice on the event as directed by the program staff. The intent is to foster high-quality, equitable, inclusive, open-to-the-public events across all of Tacoma; it will also seek to help strengthen the capacity of producing organizations to find other sustainable funding sources for the future of their event(s).

Equity Statement

The Special Events Office of the Tacoma Events & Venues Department strongly supports inclusion, equity, and access. We celebrate Tacoma’s diversity of people, places, cultures, and expression. Diversity and heritage are points of pride, permeating Tacoma’s rich events scene and giving character to its neighborhoods. Events are uniquely positioned to touch every person and every part of Tacoma, and we are committed to supporting the entirety of our community.

Funding Source

Funding for events comes from the City of Tacoma. Each applicant may request an amount between $1,000 and $5,000. Applicants must be specific about the requested amount and include specific examples of what the funds will pay for. Some important points to keep in mind:

  • If you are selected to be funded, this does not guarantee future funding – you must apply for funding each year

  • Expect reimbursement only – do not request incremental payments. The City cannot pay out prior to the delivery of a service.

Definitions

  • “Event” is an organized gathering of people to witness and/or participate in education, celebration, or performance. For the purposes of this committee, an event occurs on a single day or consecutive days. Event funding is also available for including a free, public performance during the run of a particular show, according to the guidelines outlined below.

  • “Programming merit” is the extent to which your event's agenda is well crafted, aligned with the mission of your organization, and provides meaningful experiences through participation in education, celebration, or performance.

  • “Community impact” measures the positive changes or contributions that an event brings to the community it serves. In terms of events, this refers to the tangible and intangible effects that an event has on the local community or a specific group of people.

  • “Equity” is fair treatment, access, opportunity, and advancement for all people, while at the same time striving to identify and eliminate barriers that have prevented the full participation of some groups.

  • “Capacity to Present the Event” is a demonstration the organization has the infrastructure, resources, and commitment to present the proposed event.

  • City of Tacoma permitting code – as it relates to events that require permits:

    • A special event is any organized formation or assembly consisting of 50 or more persons, including any combination of animals, or vehicles, that wishes to assemble and/or travel on streets or sidewalks, and which does not comply with normal or usual traffic regulations or controls. This also applies to a public beach, park, or plaza.

Public Benefit

Funded events must provide a specific public benefit to the residents of and visitors to Tacoma in exchange for the funding. Examples of public benefit include but are not limited to events that:

  • are accessible and available to all who wish to attend

  • include components that are free to the public

  • provide cultural experiences that are not otherwise available to residents of Tacoma

  • collaborate with local community partners in which the event will be held

  • provide special outreach to residents outside of the event location, e.g., schools, community groups, faith-based organizations, and cultural organizations.

For assistance, please contact Ashley Young, Tacoma Venues & Events, 253-573-2523, ayoung1@tacomavenues.org.

About Review and Selection

A review panel comprised of members of the City’s Events & Recognitions Committee, and/or community advisors will be convened after the final deadline. The review panel will have access to submissions electronically. The panel will review all applications and recommend which proposals to fund and the amount of funding to award. The City’s Events & Recognitions Committee will vote on the final recipients.

Eligibility

Eligibility extends to private non-profit agencies with a 501(c)_ designation, organized groups of community volunteers, Neighborhood Business Districts, Neighborhood Councils, educational institutions or for-profit businesses wishing to produce not-for-profit events, and federally-recognized tribes or Native non-profits. The event must take place within Tacoma city limits. Other eligibility requirements apply.

You are eligible to apply if you answer ‘YES’ to one of these:

◻      Are you a private non-profit with any 501(c) designation (i.e. 501(c)(3), 501(c)(4))?

◻      Are you a City-recognized Neighborhood Business District Association?

◻      Are you a City-recognized Neighborhood Council group?

◻      Are you an organized group of community volunteers? Submissions must come from an organized group, not an individual.

◻      Are you a for-profit business wishing to produce an event, outside your normal line of business, for public benefit?

◻      Are you an educational institution wishing to produce an event?

◻      Are you a federally recognized tribe or Native non-profit?

◻      Is this the only contract that you will have with the City of Tacoma in 2025 for this event?

AND, if you answer ‘yes’ to one of the above, you must also meet the following criteria:

◻      The funded event activities must take place within the Tacoma city limits. Staff will verify addresses against official City limit map. Check this map to verify that your organization and project are located within Tacoma city limits: http://bit.ly/2ftLUaM.

  • Your office may be physically located outside of Tacoma.

◻      If applying under an umbrella 501(c)_ organization, the producing organization must be based in Tacoma. The umbrella 501(c) can be located outside of Tacoma.

◻      The event must be free and open to the public.

◻      You must match this funding at least $1:$1 with other sources of cash contributions, sponsorships, or in-kind/donated support.

◻      Your event must support activities that are fully accessible to all audiences, including individuals with disabilities.

◻      Your event must comply with the laws of the Federal Government, the State of Washington, and the City of Tacoma, including non-discrimination and equal employment opportunities.

◻      Your organization will be required to have a City of Tacoma business license if selected for funding. More information available at https://www.cityoftacoma.org/businesslicense.

◻      You agree to acknowledge you agree to acknowledge Tacoma Venues & Events in all appropriate promotional material, public announcements, program, advertising, and other forms of notice related to the funded programming.

◻      You agree to participate in the City of Tacoma Environmental Services Green Events Program

◻      You agree to follow all requirements of the City’s contracting and purchasing program including providing necessary insurance.

Examples of what Special Event Funding may support (direct costs associated with producing and presenting the event):

  • Professional services contracts

    • Event producer/planner

    • Traffic control services

    • Stage management

    • Performers

  • Traffic control

    • Devices such as signs and barricades

    • Off-duty police

    • Certified flaggers

  • Promotional services

    • Graphic design and writing

    • Printing and advertising

    • Social media boosts

  • Other

    • Portable restrooms and handwashing stations

    • Solid waste services (trash and recycling)

    • Equipment purchase or rental (staging, sound and lighting, canopies, tents, chairs, tables)

    • Children’s activities

    • Permits and licenses

Special Event funding does not support:

  • Expenses other than direct costs of producing or presenting the event

  • General operating support for your organization (planning, staffing, logistics or marketing not directly attributable to the proposed event)

  • Charitable fundraisers, even those which include or benefit the event

  • Beer or liquor gardens

  • Debt service, endowment building or scholarships

  • Political activities

  • Payment to anyone working on the event who is a current member of the City’s Events & Recognitions Committee or City of Tacoma employee

Applications will not be accepted for the following:

  • Single individual (open to organizations only)

  • Scholarships or donations for individuals to attend camps, schools, etc.

  • Political organizations or candidates for political office

  • Organizations that discriminate against any group

  • Programs that promote or endorse a specific religious affiliation

  • More than one application from an organization

Special Events funding Application Guidelines

How to Apply

  • The online application is available at www.cityoftacoma.org/specialevents.

    ●        Basic contact and event information including a brief overview of your project and its intent

    ●        Budget

    ●        Narrative responses

    ●        A written explanation of the preferred date, public right of way, venue, or park location for the event (subject to calendar review of other annually planned events)

    ●        Samples and descriptions of proposed activities, performances, art projects, etc. (photos and written description, no videos please)

    ●        Proposed event footprint diagram

Evaluation Criteria and Narrative Responses Guidelines

Provide complete written responses to the following items. The panel cannot make assumptions about a proposed project; a successful application is very explicit about the event and how it addresses the evaluation criteria. The financial need of an applicant organization is not considered when evaluating applications.

Scoring is based on the following four factors, each of which has been assigned a weight. A panel of the City’s Events and Recognitions committee members will review each application carefully according to the factors below using solely the application materials you provide. Each application is assigned a score in each area of evaluation and a total score. Applicants are encouraged to review the feedback of the panel to strengthen future applications.

Program Merit (35%)

  • Program merit is the extent to which your event's agenda is well-crafted, aligned with the mission of your organization, and provides meaningful experiences through participation in education, celebration, or performance.

  • Meaningful Content: A detailed description of the activities your event includes, identifying the needs or specific gaps being addressed. Explain how those activities will provide a meaningful experience for your attendees.

  • Diverse Range of Activities: Explain how your event includes a variety of activities, sessions, or performances and how it will contribute to a rich and engaging experience for participants.

  • Community Involvement: Share detailed information about the performers, artists, speakers, or activities involved in your event. Discuss their qualifications, experience, and any notable accomplishments.

  • New Experiences: Explain how your event will introduce attendees to new activities, opportunities, or experiences they might not have tried before. Describe the unique aspects of these activities and how they will broaden attendees' horizons.

  • Addressing Specific Needs or Gaps: Explain the specific need or gap in experiences that your event aims to address and how participating in your event will meet this need or provide a valuable experience for attendees. 

Equity (35%)

Equity addresses fair treatment, access, opportunity, and advancement for all people, while striving to identify and eliminate barriers that have prevented the full participation of some groups.

  • Diverse Planning Team: Describe how you ensure that your team of volunteers, board members, and staff and reflect representation, diversity, and inclusivity. Explain the efforts taken to include diverse perspectives in the planning process, initiatives, and/or policies your organization follows to promote diversity and inclusivity in your planning team.

  • Designing for Inclusivity: Detail how your organization plans to design the event to accommodate all participants, including attendees, staff, volunteers, and board members, strategies you will implement to ensure inclusivity, accessibility, and a welcoming environment for everyone involved in the event. 

Community Impact (20%)

Community Impact measures the positive changes or contributions that an event brings to the community it serves. This includes both tangible and intangible effects on the local community or specific groups of people.

  • Community Needs: Clearly describe the specific community need your event aims to address. Provide context and evidence to support the identified need and why this need is important.

  • Community Benefits: Explain the various benefits your event will bring to the community including economic benefits, creative opportunities to local artists and performers, and social benefits, such as fostering community connections and enhancing social cohesion.

  • Targeted Community: Identify the specific community or demographic group your event is intended to impact, and why. Describe how the event will engage and involve this community. 

Capacity to Present the Event (10%)

Capacity to Present the Event demonstrates that the organization has the infrastructure, resources, and commitment to present the proposed event. These guidelines focus on various aspects to ensure the successful execution of the event.

  • Tracking and Metrics: Explain how you plan to track attendance at your event. Describe additional metrics you intend to use to determine the success of your event, such as participant feedback, engagement levels, media coverage, or social media activity.

  • Evaluation and Improvement: Describe how you collect and use feedback from past events to evaluate and improve future events. Highlight any lessons learned from previous events and how they will be incorporated into the planning and execution of your upcoming event.

  • Community Support: Describe the specific ways the community you are serving supports your event. Provide examples of community involvement, such as volunteer efforts, local business support, or promotional assistance.

  • Community Partners: List your community partners who will be involved in your event and the supportive roles these partners will play in the planning, promotion, or execution of the event.

  • Event Documentation: Include documentation of past events, such as reports, evaluations, testimonials, or media coverage. If the proposed event is new, provide documentation of other similar activities, programs, or initiatives your organization has successfully executed.

  • Funding Strategies: Explain how you are working on getting sponsorships, grants, donations, in-kind services, or other forms of revenue. Include a list of current sponsors and funders, and how they will support the event financially or through other resources.