Event development fund

We may be able to support your event! The Event Development Fund has been created to foster a dynamic event landscape in Kelowna by supporting new and existing events that add to the festive environment. Two grants are available, the City Services Offset Grant and the Strategic Events Fund.

City Services Offset Grant
Description

This grant is provided to offset City-related costs of staging annual, festive outdoor public events on City property. City-related service costs can include, but are not limited to, park rental fees, street-sweeping, utility locates, RCMP and bylaw services, traffic support services, and use of City equipment and staff.

The intention of the grant is to recognize the value annual events have in building community and lasting legacies and to act as an incentive for event organizers to grow, enhance and improve their event.

Criteria

To be considered for a City Services Offset Grant, events must meet the following criteria:

  • Be annual or reoccurring in nature
  • Have more than one component (i.e., a race with a musical component)
  • Be held outdoors on City property
  • Incur City related costs greater than $270
  • Be accessible to the general public (with or without gated admission)
  • Take place within Kelowna or must demonstrate that the majority of services for the event and its participants are provided in Kelowna
  • Take place within the calendar year of which the grant is approved
  • Applicant must be an incorporated non-profit society, active for at least one full year prior to application, or a private business and in good standing with the City of Kelowna. Individuals are not eligible to apply. Charitable status is not required.

This grant is not intended for the following:

  • Events where participation is based on fundraising pledges
  • Events which have a liquor license capacity (beverage garden) of greater than 500 people (unless the event qualifies for Festival Site Licensing)
  • Initiatives which receive other financial or in-kind support from other City of Kelowna sources in excess of 75 per cent of the City related costs. Events which receive other City funding of less than 75 per cent of City related costs are eligible to receive funds from this grant up to a combined total of 75 per cent of the City related costs.
  • The first time an event is held in Kelowna
  • Events or activities which are politically partisan or primarily focused on commercial activity (tradeshows), education, religion, healthcare, social service or other special interest groups
  • Events occurring outside of Kelowna unless the majority of services for the event and its participants are provided in Kelowna
  • Expenses related to society/association base operating expenses or deficit management
  • Expenses related to damage or loss of City property, garbage removal following the event or any other breeches of permit conditions
  • Successful applicants will provide a Final Report in the prescribed format to the City of Kelowna within 90 days of completion of the event. The focus of the final report is to determine how well the event met the objectives of the grant and how the City’s support benefits their organization and future event plans. This report provides an opportunity for event assessment and discussion with staff on future plans for improvement. Receipt of the Final Report is a pre-condition for consideration of an applicant’s future grant applications in any funding program offered by the City of Kelowna.
Application/Approval Process

Following event date confirmation in November, grant applications will be accepted until March 1 each year. All applications received by this date will be evaluated together and funds distributed accordingly. Applications received after March 1 will be considered if funds are available.

As part of the grant application, the applicant must provide an estimate of city related costs. Events which plan to increase or decrease their scope significantly will need to communicate with the Outdoor Events Staff to determine an accurate cost estimate.

The grant awarded will not exceed 75 per cent of the total estimated City costs and may be less than 75 per cent due to fund availability and event’s alignment with grant criteria.

City Services Offset Grant Application

Strategic Event Fund
Description

The intention of the Strategic Event Fund is to support event development and assist in procurement of new large-scale participant based or spectator events. These can either be reoccurring or one-time events. In addition, it is designed to provide support for rejuvenation or expansion to radically improve an existing annual community event. These events tend to have significant operating budgets and deliver a positive impact on community profile, tourism and the local economy.

Criteria

The event must be one of the following:

  • New to Kelowna within the last three (3) years
  • An existing event which has a significant new aspect to it
  • A project/initiative that will greatly enhance an existing event

In addition, the event must also meet the following requirements:

  • Have more than one component (i.e., a race with a musical component)
  • Be accessible to the general public (with or without gated admission)
  • Take place within Kelowna or must demonstrate that the majority of services for the event and its participants are provided in Kelowna
  • Event organizer must be an incorporated non-profit society, active for at least one full year prior to funding approval, or a private business and in good standing with the City of Kelowna. Individuals are not eligible. Charitable status is not required.

This fund is not intended for the following:

  • Events where participation is based on fundraising pledges
  • Initiatives which receive other financial or in-kind support from other City of Kelowna sources for the same purpose
  • Events or activities which are politically partisan or primarily focused on commercial activity (tradeshows), education, religion, healthcare, social service, and/or seek to attract a special interest audience
  • Expenses related to society/association base operating expenses or deficit management

Event organizers will provide a Final Report to the City of Kelowna within 90 days of completion of the event. The focus of the final report is to determine how well the event met the objectives of the fund. In the case that a one-time event receives funding in the year(s) prior to the event, a progress report is required annually. Receipt of the Final Report is a pre-condition for events to be considered for any future City funding.

Application/Approval Process

Event opportunities will be identified through staff, stakeholders, community members, popular culture or otherwise. Events that appear to be a good fit will be researched further. A discovery process will take place involving appropriate staff and community stakeholders such as the Outdoor Events Committee, Tourism Kelowna, Festival’s Kelowna and other event organizers.

Financial support of up to $10,000 can be approved by the Divisional Director, Active Living and Culture; financial support of greater than $10,000 will be forwarded to Council for consideration.