This program is designed specifically for regional, national, or global events with an estimated attendance above 5,000 people, or as designated by the Special Events Committee, requiring a minimum of $20,000 to cover city service fees.
PLEASE NOTE: Applications are accepted in January, and reviewed once per year, in February, for the following Fiscal Year. The city’s Fiscal Year is October 1 - September 30. Submission and acceptance of this application is not to be construed as an approval of your request for a Permit. A Special Event Application must also be submitted separately from this application.
Cash funds are not a part of this sponsorship program.
Events must meet certain criteria to be considered for this co-sponsorship program, including:
- Estimated attendance exceeding 5,000 (over the entirety of the event) or a clearly defined positive economic impact.
- Event organizers must be in good standing with the city of Clearwater (no outstanding invoices, prior event success, no violations of city ordinances or policies as outlined by staff).
- Letter of support from at least one other municipality for prior events within that area are recommended for any “new” applicants.
- Must be an established event organizer with 2+ years of experience operating large-scale events. A large-scale event is defined as an event exceeding 5,000 people in attendance.
- Support from Visit St. Pete Clearwater is preferred, but not required.
- The event should be reasonably compatible with the surrounding area in which it takes place.
- The event shows innovation, creativity and uniqueness to set it apart from other competing events; including regional.
- There should not be similar events that conflict or compete for venue, participants or spectators within a reasonable time frame.
- The timing and date exhibits weather that is likely to be conducive to the success of the event.
- The promoter has an effective plan to advertise, market or otherwise promote the event. Further, the promoter will acknowledge the city of Clearwater as a co-sponsor in all advertisements.
- There are no unresolved legal issues with the proposed conduct of this event, and it is not politically motivated or sensitive.
This application takes 45 minutes to an hour to complete and is unable to be saved. Before you continue, please make sure you have all the documents prepared ahead of time. If you wish to include any supporting documentation that will help evaluate your request (economic impact survey, for example), please attach them in the designated spot or e-mail it to: SpecialEvents@MyClearwater.com.
Items You May Need:
- Certificate of Insurance
- Website URL
- Social Media URL
- Event Dates & Times
- Event Goals, Target Audience and History
- Community Partners and Outside Support
- Marketing Plan
- Estimated Attendance
- Site Plan
- Food, Vendor and Event Details
- Sanitation & Recycling Information
Organizers/promoters may submit their applications for consideration between January 1-January 31 for consideration of support for the following fiscal year (October - September).
Applicants are encouraged to be as specific as possible in their applications. The review process does not begin until the COMPLETED APPLICATION, including all required attachments, has been submitted. Incomplete applications may be disqualified from consideration.
Submission and acceptance of this application is not to be construed as an approval of your request for a Permit. A Special Event Application must also be submitted separately from this application. If any information provided in either application, and/or if the application does not comply with the timeframes, deadlines, and other requirements, the permit and request for co-sponsorship may be denied.
Submit Your Application
The Partnership Review Committee, a sub-committee of the Special Events Committee, shall review all applications in February. The committee may also take into consideration whether an event reoccurs within the same fiscal year. Applicants may be asked to attend the meeting to answer questions and clarify support needs.
Recommendations on levels of support for specific events exceeding $20,000 in partnership value will be included as an agenda item to be considered and approved by the City Council. These specific event organizers may be required to attend the meeting to provide an overview of their event, including the positive impacts to the community and specific funding requests. Failure to attend will result in the automatic denial of the partnership request.
The city council shall approve its desired level of support for each applicant, directing all departments involved to budget the necessary support for the following fiscal year. The city budget is developed between March and August, with final Council approval in September. The organizer/promoter will be responsible to cover the difference if co-sponsorship does not cover all fees.
The City Manager may withdraw or reduce future City support for an event in accordance with Article III, Section 22.87(2) of the Clearwater Code of Ordinances. If the Co-Sponsorship application is denied, the city of Clearwater assumes no liability for expenses incurred by the applicant.
Co-Sponsorship is approved at a specific level on a year-to-year basis. Applicants must re-apply annually.
This application takes 45 minutes to an hour to complete and is unable to be saved. Before you continue, please make sure you have all the documents prepared ahead of time.