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CC - CONSENT ITEM: Award of an Off-Cycle Special Event Grant to The Hero Workshop in the Amount of $4,000 and Designate the “Hero Faire” a City-Sponsored Event.
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Meeting Date: January 26, 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 - City Council (01/22/2026); The Hero Workshop (01/19/2026)
Department Approval: Elaine Warner, Economic Development Director (01/06/2026)
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RECOMMENDATION
Staff recommends the City Council award an Off-Cycle Special Event Grant to The Hero’s Workshop in the amount of $4,000 and designate the “Hero Faire” a City-Sponsored Event.
BACKGROUND
On May 12, 2025, the City Council awarded $192,000 in grants for 26 designated events as City-sponsored events through Fiscal Year 2025-2026, as recommended by the Special Events Grant Program Ad Hoc Subcommittee (Subcommittee). At that time, the City Council also authorized up to $18,000 in contingency funding for future off-cycle event support.
DISCUSSION
On November 10, 2025, The Hero Workshop, a 501(c)(3) non-profit organization based in Culver City, requested an off-cycle special event grant to assist with City fees and promote their upcoming “Hero Faire” production at Veterans Memorial Park (“The Event”), scheduled for Saturday April 18, 2026. The Hero’s Workshop’s goal is to provide youth with an inclusive and safe community space to play tabletop role playing games.
The Hero Faire is an annual anniversary celebration hosted by The Hero Workshop, featuring carnival games, costume play, skill challenges and a showcase of tabletop games for heroes of all ages. Last year’s event featured a live performance by the School of Rock, Scout Troop 15 and 113 activities, Nerf Archery Range, Hobby Horse Jousting, Evil Laugh Contest, and Cardboard Cosplay as well as showcased opportunities for other related local non-profits. The event is free and open to the public.
City Sponsorship
To be categorized as a “sponsored” event by the City, an event must meet the criteria set forth in the Culver City Municipal Code (CCMC) Section 17.330.050.B.7.b.ii and City Council Policy No. 2502 (Special Event Grant Program), confirming that the City is (a) participating in an official capacity in the planning, preparation or promotion of the event or activity; and (b) contributing 25% of the total estimated costs of the civic event or activity or at least $1,000, whichever is less. This contribution may take the form of funds, labor, staff time, materials, a coverage of fees, or any combination thereof.
The CCMC and Policy require conditions (a) and (b) to be satisfied. Additionally, City Council Policy requires that for an event to be considered a City-Sponsored event, the City Council is required to determine, by specific action, that the above criteria be met. This event meets the criteria for City Sponsorship because the City will participate in the promotion of the event, which will require at least $1,000 in in-kind staff time. As a requirement for event sponsorship, the organizers for the events must identify the City of Culver City as a sponsor of the event in all promotional materials.
Off-Cycle Event Support
One of the primary goals of the Special Event Grant Program (“Program”) is to consolidate requests, thereby limiting the number of off-cycle event support requests. However, the Program, City Council Policy No. 2502, provides for City Council consideration of off-cycle Special Event Grant Program/ City-Sponsorship requests.
FISCAL ANALYSIS
The proposed special event grant of $4,000 will be comprised of in-kind staff time (for marketing and coordination), park rental fees, and related Police and Fire staffing as required. The current Special Event contingency fund has an estimated $15,500 available to support this event if desired, however there is an additional off-cycle sponsorship request on the agenda requesting $5,000. If grant awards to both events were to be approved by Council, the available contingency for the remainder of Fiscal Year 2025-2026 would be $6,500.
ATTACHMENTS
None.
recommended action
MOTION
That the City Council:
Award a $4,000 off-cycle, special events grant to The Hero Workshop and designate “Hero Faire” as a City-Sponsored event.