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ATTACHMENT 1 <br />Page 5 of 6 <br />Event Track <br />Record <br />For recurring events, prior attendance data, budget performance, and <br />post-event reporting history. <br />Leveraged <br />Resources <br />Extent to which the organization has secured other funding or in-kind <br />support, reducing reliance on City resources. <br />Community <br />Partnerships <br />Collaborations with other local organizations, schools, businesses, or <br />agencies that broaden the event's reach and impact. <br />7. APPLICATION AND REVIEW PROCESS <br />A. Application Window <br />Special Event Applications submitted annually between October 1 and 31 of each year for <br />events in the following calendar year will receive special priority. Applications received outside <br />this window may be considered. Applications are available at: <br />https://www.cityofpleasantonca.gov/your-community/community-support/#special-event. <br />B. Required Application Materials <br />In addition to a completed City of Pleasanton Community Special Event Application, Category 2 <br />(City-Partnered) requests for support must include: <br />• Completed City of Pleasanton Community Special Event Support Application <br />• Description of how the event meets the Community Benefit Evaluation Criteria <br />• Post-event reporting plan as outlined in Section 9. <br />C. Review and Approval <br />• Category 2 (City-Partnered) requests are approved by the City Council annually based <br />upon the criteria outlined in this policy. <br />• Category 3 (City-Assisted) requests are reviewed and approved by the City’s Special <br />Events Team based upon the criteria outlined in this policy and the City’s Master Fee <br />Schedule. <br />• Facility use and/or marketing support may be approved by the Special Events Team. <br />• The Event Organizer will be notified in writing regarding the outcome of the request. <br />8. SUPPORT AGREEMENT REQUIREMENTS <br />All approved Category 2 support arrangements shall be documented through a written <br />agreement executed prior to the event. Agreements shall include, at a minimum: <br />• Names and roles of all parties. <br />• Description of the event and scope of City support being provided. <br />• Specific obligations of the Event Organizer, including insurance requirements, permit <br />compliance, and indemnification of the City. <br />• City branding and acknowledgment requirements outlined in Section 10. <br />• Post-event reporting obligations and deadlines. <br />• Conditions for suspension or termination of the agreement. <br />Page 103 of 318