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CC - ACTION ITEM: Discussion of Modifications to the Special Events Grant Policy 2502 and Direction to the City Manager as Deemed Appropriate.
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Meeting Date: April 13, 2026
Contact Person/Dept.: Edgar Varela, Office of Economic and Cultural Development
Phone Number: (310) 253-5752
Fiscal Impact: Yes [] No [x] General Fund: Yes [] No [x]
Attachments: Yes [] No [x]
Public Notification: (E-Mail) Meetings and Agendas - GovDelivery (04/09/2026)
Department Approval: Lisa Soghor, Assistant City Manager, (03/01/2026) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council discuss modifications to the Special Events Grant Policy 2502 and provide direction to the City Manager as deemed appropriate.
BACKGROUND/DISCUSSION
On May 12, 2025, the City Council requested that staff review potential policy changes to the Special Event Grant Policy 2502 (Attachment 1) to allow multi-year sponsorships for specific, recurring annual events to streamline the grant process and to provide funding certainty to producing organizations. On February 5, 2026, proposed policy changes were brought to the Economic Development Subcommittee for consideration.
Multi-Year Approval - Section V, Item B-2
The Special Events Grant Policy (Section V, Item B-2) currently allows the City to enter into multi-year agreements with grant recipients. The Economic Development Subcommittee recommends a modification to the Policy to establish a three-year award timeframe for Signature events (large scale/high impact) contingent on the approval of the City’s fiscal year budget for each year.
The Economic Development Subcommittee also recommends the removal of “preference” language which limited the City’s contribution to only 25% of the event’s budget to allow for discretionary funding relative to community impact (Section V, Item 5-D).
Direct Cash Funding - Section V, Item 5-D
Currently the Policy allows for only Signature events to receive a portion of the grant as direct cash funding. The Subcommittee recommends that community/charitable events may also qualify for grant funds exceeding the City’s in-kind requirements after the event has been executed successfully for three consecutive years.
Modifications to Tier Structure - Section V, Item 5-D
The Economic Development Subcommittee recommends simplification of the current tier structure outlined in Policy 2502 Section V, Item 5-D. The recommendation replaces the existing multi-tier structure with a simple two-tier structure. The new structure categorizes events into either “Community/Charitable” or “Signature” events based on the producing entity, scale, and community impact or other measurable outcomes as recommended by the Special Events Subcommittee.
Proposed Additional Item to Section 5 for Insurance Compliance for Signature Events
In an effort to facilitate internal processing and streamline the event permit process, staff is suggesting putting in place some deadlines and restrictions on marketing for signature events. Staff is proposing restricting the approval of street banner for annual events to coincide with the submission of insurance policy for the event to the City’s risk management team. All signature events would be required to have insurance submitted to the City’s risk management division six weeks in advance of the event and approved no later than two weeks in advance of any signature event. The insurance must be approved prior to any marketing activity (social media, calendar, banners) conducted by the City. This will prevent the last-minute scramble to approve an event permit and give ample time for all departments to weigh in on any changes requested in the process and give the applicant time to comply with all special event permit requirements as required by Culver City policy.
Annual Special Event Grant and City Sponsorship Review
The Ad Hoc Special Events Grant Subcommittee established for each fiscal year grant cycle will continue to oversee the annual sponsorship review and annual recommendation process which will begin in March 2026. It is anticipated that recommendations for the Fiscal Year 2026/2027 Special Event Grants will be brought to the full City Council for consideration in May 2026.
Staff is seeking direction regarding the proposed modifications and would return to City Council with a consent calendar item to adopt a Resolution and an amended Policy 2502 memorializing such direction.
FISCAL ANALYSIS
The policy change does not have a fiscal impact on the budgeted amounts; however, it would change the way funds are processed with direct funding to applicants. This process would also reduce contingency funds over time, as unused funds would not automatically be returned to the account fund if they are used for direct funding.
ATTACHMENTS
1. CC Policy 2502_Special Events Grant Program
MOTIONS
That the City Council:
1. Discuss modifications to the Special Events Grant Policy 2502; and,
2. Provide direction to the City Manager as deemed appropriate.