Apply for City Co-Sponsorship

Step 1.Before You Apply

A. Eligibility Requirements: 

As part of the initial review of your application, your event and organization must meet ALL the criteria below.  If you do not meet one or more of these criteria, you will be deemed ineligible for funding through this program.  Before you apply, please verify your event and organization meet the criteria for eligibility. 

• Organization must be a registered non-profit organization within the state of Florida.
• Must be a Pinellas County-based entity or organization with no current co-sponsorship, in-kind services, or funding agreements with the city of Clearwater Parks & Recreation Department.
• Event must be FREE and OPEN to the public for admission.
• Estimated attendance of 300-4,999.  Supporting documentation recommended.
• Event does not take place within the Downtown Development District.
• Event takes place on city of Clearwater property.
• Organizations with approved “High Impact” events, may request no more than one (1) event for consideration as part of this program per cycle. Approval of a High Impact event co-sponsorship does not guarantee approval for a Community Event Co-Sponsorship.
• An organizer/organization may not receive more than two (2) co-sponsorships via this program per cycle.
• A complete application is received by the deadline shown, including all required documentation. 

Failure to meet the above criteria will automatically disqualify your event from consideration for this program. 

B. Eligibility Recommendations:

It is recommended that the applicant/event meet the below criteria.  These items are recommended but are not required to be considered for eligibility.

• Entity or organization is recommended to have run the event independently without funding assistance from the city for at least (1) year.

Eligibility does not guarantee funding.  Applications are evaluated based on available funding and program priorities.  

Step 2.Gather Your Materials

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 above or e-mail it to: SpecialEvents@MyClearwater.com.

Items You Will Need:

• Estimated expense report
• Event Goals, Target Audience and History
• Estimated Attendance
• Event Dates, Times & Location
• Event Site Map
• Proof of non-profit status based on Pinellas County

Items You May Need:

• Certificate of Insurance
• Website URL
• Social Media URL
• Community Partners and Outside Support
• Marketing Plan
• Food, Vendor and Event Details
• Sanitation & Recycling Information

Step 3.Submit Your Application

Organizers/promoters may submit their applications for consideration no more than 365 days and a minimum of 120 days in advance of the event date. Priority will be given to the application based on the date of submission, and funding availability.

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

Step 4.The committee will review your application.

The Special Event Committee will review applications quarterly in July, October, January, and April. Please note this program has a limited budget and funding is not guaranteed.

Quarter 1

Deadline to Apply: June 1
Committee Review: 1st Week of July

For Events Taking Place AFTER October 1 but BEFORE September 30 of the following year

Quarter 2

Deadline to Apply: Sept. 1
Committee to Review: 1st Week of October

For Events Taking Place AFTER January 1 but BEFORE September 30

Quarter 3

Deadline to Apply: Dec. 1
Committee to Review: 1st Week of January

For Events Taking Place AFTER April 1 but BEFORE September 30

Quarter 4

Deadline to Apply: March 1
Committee to Review: 1st Week of April

For Events Taking Place AFTER July 1 but BEFORE September 30

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.

Step 1.Find Out If You Qualify.

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.

Step 2.Gather Your Materials 

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

Step 3.Submit Your Application.

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.

Applications are currently closed.

Step 4.The committee will review 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 for covering 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.