Purpose of this policy

1   (1) To provide City grants to non-profit community organizations to offset City costs for staging of events, festivals and sporting events. Grants are provided to groups who can demonstrate, through the event, that they provide significant economic benefit and/ or community pride to Abbotsford.

Authority

2   (1) City of Abbotsford Council

Guiding principles

3   (1) Grants are available to:

(a) Community based groups who are centered in the City of Abbotsford and stage events within the City of Abbotsford.

(b) A maximum of $4,000.00 per calendar year and must be used to offset direct City costs including facility rentals, field rentals, staffing, equipment, and supplies.

(c) Groups that stage events, festivals, and sporting events that have an attendance of one thousand plus residents.

(d) Grants are available on a one-time basis only to the limit of the annual City budget and are on a first come, first served basis until funding is exhausted.

(e) The application deadline for grants is April 30th of each year for that year.

(f) The grant process is administered by the Corporate Services Department and grants are approved based on a complete application and meeting of policy criteria.

(g) Staff will report to Council once a grant is approved for a successful agency which meets the grant criteria.

Procedure

4   (1) All grant applicants must complete the application form and demonstrate the following:

(a) Community based and located in Abbotsford

(b) Primary contact(s)

(c) The nature of the event

(d) An attendance estimate and verification of potential attendance numbers

(e) A budget for the event

(f) An estimate of City costs

(g) The benefit the event derives

(2) All completed applications are submitted to the Director of Corporate Services for consideration.

(3) Incomplete applications will be returned for additional information.

(4) Applications submitted later than April 30^th of each year are not considered for that year.

(5) Written confirmation of grant approval or rejection will be provided to the applicant.

(6) The organization is responsible for invoiced costs. The grant will be deducted from the invoice, up to the maximum grant awarded.