Community Event Grants

The City of Saratoga recognizes the value of community events and their role in bringing residents together, building community, and establishing an identity for the City. The City established the Community Event Grant Program which gives local event organizers the opportunity to seek funding for their community events. 

Application Process

The application process for events held July 1, 2023 through June 30, 2024 is now closed. On April 17, 2023, the Library and Community Engagement Commission will review qualified applications and prepare a funding recommendation that will then be considered by the City Council. Following the application deadline, staff will provide additional information to applications about these meetings. 

Eligibility Criteria

The be eligible for consideration, events must meet the following criteria:

  • Event must be located in Saratoga
  • Event must be free and open to the public
  • Event must be volunteer-led
  • Event must concentrate on Saratoga’s character, diversity, or history
  • Event must celebrate the community, not limited to a small group (such as a reunion)
  • Event organizer must obtain a minimum of $1 million liability coverage for event

Grant Funding

Grant funding may be used for:

  • City-related fees (such as park rental or permit costs)
  • Contract services
  • Event materials
  • Permits
  • Supplies

Grants are issued on a reimbursement basis. Funding sources in addition to the grant are encouraged. Proof of payment for event-related expenses is required to receive grant payment. Grants are limited to a maximum of $2,000 per event.

Grant Reimbursement Requests

Grant funds are issued on a reimbursement basis. Grant recipients should submit a reimbursement request along with copies of invoices/receipts after the event. Reimbursement requests should be consolidated into 1 request.

Insurance Coverage

All event organizers who receive funding through the Community Event Grant Program and Street Closure Grant Program must obtain event liability insurance coverage in the amount of at least $1 million. The insurance coverage will name the City of Saratoga, its officers, officials, employees, agents and volunteers as additional insured. Event organizers must provide a "Certificate of Insurance" with "Additional Insured Endorsement" to the City prior to holding the event.

Street Closure Grant

The Saratoga City Council also sets aside funding to help a local organization pay for the cost of closing down Big Basin Way for a community event. This Street Closure Grant is separate from the Community Event Grant and is awarded to only one organization. This year, the City Council has reserved the Street Closure Grant for the Chamber of Commerce.