Competitive Event Grants

The Community Event Grants program is administered by the City of Saratoga to support events that enhance community engagement, celebrate local identity, and provide inclusive experiences for residents. The program is divided into two categories: Secured Grants and Competitive Grants. The Competitive Grants program is open to eligible applicants and provides funding on a year-to-year basis for events that align with the City’s priorities. These grants are designed to support events that highlight Saratoga’s character, diversity, and history while remaining accessible to the general public. The primary purpose of the Competitive Community Event Grants is to provide financial assistance for events that are free, volunteer-led, and broadly accessible to the community. Eligible events must appeal to a wide cross-section of Saratoga’s population and contribute positively to the community as a whole. Events that are limited to specific groups, such as private reunions, are not eligible. Additionally, events must be standalone and cannot be part of another event that has already received funding under the program. The City emphasizes inclusivity, public benefit, and alignment with municipal goals in its funding decisions. Funding under the Competitive Grants program is capped at a maximum of 2000 dollars per event. Funds may be used for a range of event-related expenses, including permit fees, facility or park rentals, street closure costs, event materials, supplies, vendors, and contract services. However, there are strict restrictions on the use of funds. Grant funds cannot be used to pay staff or volunteers for organizing the event, nor can they be used to reimburse the applicant’s own business or affiliated entities. Payments are issued on a reimbursement basis after the event has taken place, requiring detailed documentation of expenses and proof of payment. Eligibility for the program is primarily limited to volunteer-led events held within Saratoga that are free and open to the public. While for-profit organizations are generally not eligible, exceptions may be made at the discretion of the City Council if the event demonstrates significant public benefit, aligns with City priorities, and meets strict conditions regarding the use of funds. All applicants must also secure at least 1 million dollars in liability insurance coverage for their event, naming the City as an additional insured party. In some cases, the City Council may approve insurance coverage through the City’s own program. The application process for Competitive Grants follows an annual cycle. Applications open in March, and the deadline for submission is typically in April, with a specific deadline of May 18 for the 2026 cycle. After submission, City staff review qualified applications and may request additional information. The City Council then evaluates applications and determines funding allocations in May for the upcoming fiscal year. Applicants must reapply each year, as funding is not guaranteed for recurring events. To receive funding, awarded applicants must submit a Grant Reimbursement Request Form after the event, including an itemized list of expenses, receipts, total event costs, and estimated attendance. Additional materials such as event photos are recommended. Reimbursement requests must be submitted within the same fiscal year as the event, with limited exceptions for events held in June. Only one reimbursement request is allowed per event unless multiple events are covered under a single grant. The program operates on a recurring annual basis, requiring applicants to monitor deadlines and prepare submissions accordingly. For inquiries or assistance, applicants may contact the City’s Administrative Analyst via email or phone. The structured process, clear eligibility requirements, and reimbursement-based funding model ensure accountability while supporting community-driven events that enrich Saratoga’s civic life.

Ensure event is broadly inclusive, free, and clearly aligned with Saratoga community values; demonstrate public benefit and strong planning