2026 Special events
funding guidelines
Program Guidelines
The Special Events funding program provides financial support to qualified event producers, with funds generated by Tacoma Venues & Events and oversight by the City’s Events and Recognitions Committee.
The Special Events funding program reinvests revenues from Tacoma Venues & Events into the community to foster high-quality, accessible public events across Tacoma. The program also strengthens the capacity of producing organizations, helping them build sustainable funding strategies that ensure their long-term success.
Selected event producers must submit a fully executed proposal, meet deadlines, criteria, and expectations of the program, put on the event described in their proposal, and provide an invoice and final report on the event as directed by program staff.
Access, Opportunity, and Belonging
Tacoma Events & Venues strongly supports removing barriers and providing the support necessary for all Tacoma communities to be able to participate fully and authentically in special events. We celebrate Tacoma’s diversity of people, places, cultures, and expression. Diversity and heritage are points of pride, permeating Tacoma’s rich events scene and giving character to its neighborhoods. Events are uniquely positioned to touch every person and every part of Tacoma, and we are committed to supporting the entirety of our community.
Funding Source
Funding for events comes from revenue generated by Tacoma Venues & Events. Each applicant may request an amount between $2,500 to $5,000. Applicants must be specific about the requested amount and include examples of what the funds will pay for. Some important points to keep in mind:
If you are selected to be funded, this does not guarantee future funding – organizers must apply for funding each year
Expect reimbursement only as there are no incremental payments. The Tacoma Venues & Events cannot pay out prior to the delivery of a service.
Definitions
“Access” is removing barriers that prevent individuals from participating fully in the City of Tacoma (benefits).
“Belonging” is fostering welcoming environments where all individuals are respected, supported, and empowered to participate fully and authentically.
“Opportunity” is providing the services and support necessary for individuals to pursue their goals and reach their full potential.
“Event” is an organized gathering of people to witness and/or participate in education, celebration, or performance. For the purposes of this committee, an event occurs on a single day or consecutive days. Event funding is also available for including a free, public performance during the run of a particular show, according to the guidelines outlined below.
“Programming merit” is the extent to which your event's agenda is well crafted, aligned with the mission of your organization, and provides meaningful experiences through participation in education, celebration, or performance.
“Community impact” measures the positive changes or contributions that an event brings to the community it serves. In terms of events, this refers to the tangible and intangible effects that an event has on the local community or a specific group of people.
“Capacity to Present the Event” is a demonstration the organization has the infrastructure, resources, and commitment to present the proposed event.
City of Tacoma permitting code – as it relates to events that require permits:
A special event is any organized formation or assembly consisting of 50 or more persons, including any combination of animals, or vehicles, that wishes to assemble and/or travel on streets or sidewalks, and which does not comply with normal or usual traffic regulations or controls. This also applies to a public beach, park, or plaza.
Public Benefit
Funded events must provide a specific public benefit to the residents of and visitors to Tacoma in exchange for the funding. Examples of public benefit include but are not limited to events that:
are accessible and available to all who wish to attend
include components that are free to the public
provide cultural experiences that are not otherwise available to residents of Tacoma
collaborate with local community partners in which the event will be held
provide special outreach to residents outside of the event location, e.g., schools, community groups, faith-based organizations, and cultural organizations.
For assistance, please contact communityevents@tacomavenues.org.
About Review and Selection
A review panel comprised of members of the City’s Events and Recognitions Committee, and/or community advisors will be convened after the final deadline. The review panel will have access to submissions electronically. The panel will review all applications and recommend which proposals to fund and the amount of funding to award. The City’s Events and Recognitions Committee will vote on the final recipients.
Eligibility
Eligibility extends to private nonprofit agencies with a 501(c)3 designation, organized groups of community volunteers, Neighborhood Business Districts, Neighborhood Councils, educational institutions or for-profit businesses wishing to produce not-for-profit events, and federally-recognized tribes or Native nonprofits. The event must take place within Tacoma city limits. Other eligibility requirements apply.
You are eligible to apply if you answer ‘YES’ to one of these:
◻ Are you a private nonprofit with any 501(c) designation (i.e. 501(c)(3), 501(c)(4))?
◻ Are you a City-recognized Neighborhood Business District Association?
◻ Are you a City-recognized Neighborhood Council group?
◻ Are you an organized group of community volunteers? Submissions must come from an organized group, not an individual.
◻ Are you a for-profit business wishing to produce an event, outside your normal line of business, for public benefit?
◻ Are you an educational institution wishing to produce an event?
◻ Are you a federally recognized tribe or Native nonprofit?
◻ Is this the only contract that you will have with the City of Tacoma in 2026 for this event?
AND, if you answer ‘yes’ to one of the above, you must also meet the following criteria:
The funded event activities must take place within the Tacoma city limits. Staff will verify addresses against official City limit map. Check this map to verify that your organization and project are located within Tacoma city limits: http://bit.ly/2ftLUaM.
◻ Your office may be physically located outside of Tacoma.
◻ If applying under an umbrella 501(c)_ organization, the producing organization must be based in Tacoma. The umbrella 501(c) can be located outside of Tacoma.
◻ The event must be free and open to the public.
◻ You must match this funding at least $1:$1 with other sources of cash contributions, sponsorships, or in-kind/donated support.
◻ Your event must support activities that are fully accessible to all audiences, including individuals with disabilities.
◻ Your event must comply with the laws of the Federal Government, the State of Washington, and the City of Tacoma, including non-discrimination and equal employment opportunities.
◻ Your organization will be required to have a City of Tacoma business license if selected for funding. More information available at https://www.cityoftacoma.org/businesslicense.
◻ You agree to acknowledge the City of Tacoma / Tacoma Venues & Events in all appropriate promotional material, public announcements, program, advertising, and other forms of notice related to the funded programming, including providing copies of advertising or other materials.
◻ You agree to provide TVE an opportunity to table at your event (ie. 10’x10’ booth space), if requested.
◻ You agree to participate in the City of Tacoma Environmental Services Green Events Program.
◻ You agree to follow all requirements of the City’s contracting and purchasing program including providing necessary insurance.
Examples of what Special Events Funding may support (direct costs associated with producing and presenting the event):
Professional services contracts
Event producer/planner
Traffic control services
Stage management
Performers
Traffic control
Devices such as signs and barricades
Off-duty police
Certified flaggers
Promotional services
Graphic design and writing
Printing and advertising
Social media boosts and advertising
Other
Portable restrooms and handwashing stations
Solid waste services (trash and recycling)
Equipment purchase or rental (staging, sound and lighting, canopies, tents, chairs, tables)
Children’s activities
Permits and licenses
Special Events funding does not support:
Expenses other than direct costs of producing or presenting the event
General operating support for your organization (planning, staffing, logistics or marketing not directly attributable to the proposed event)
Charitable fundraisers, even those which include or benefit the event
Beer or liquor gardens
Debt service, endowment building or scholarships
Political activities
Payment to anyone working on the event who is a current member of the City’s Events and Recognitions Committee or City of Tacoma employee
Applications will not be accepted for the following:
Single individual (open to organizations only)
Scholarships or donations for individuals to attend camps, schools, etc.
Political organizations or candidates for political office
Organizations that discriminate against any group
Programs that promote or endorse a specific religious affiliation
More than one application from an organization
Special Events funding Application Guidelines
How to Apply
In order to prepare to submit your application, please have the following:
Basic contact and event information, including a brief overview of your project and its intent
Budget
Narrative responses
A written explanation of the preferred date, public right of way, venue, or park location for the event (subject to calendar review of other annually planned events).
Samples and descriptions of proposed activities, performances, art projects, etc. (photos and written description, no videos please).
Proposed event footprint diagram, if you plan to apply for City Event Services.
Evaluation Criteria and Narrative Responses Guidelines
Provide complete written responses to the following items. The panel cannot make assumptions about a proposed project; a successful application is very explicit about the event and how it addresses the evaluation criteria. The financial need of an applicant organization is not considered when evaluating applications.
Scoring is based on the following four factors, each of which has been assigned a weight. A panel of the City’s Events and Recognitions committee members will review each application carefully according to the factors below using solely the application materials you provide. Each application is assigned a score in each area of evaluation and a total score. Applicants are encouraged to review the feedback of the panel to strengthen future applications.
Program Merit (35%)
Program merit is the extent to which your event's agenda is well-crafted, aligned with the mission of your organization, and provides meaningful experiences through participation in education, celebration, or performance.
Meaningful Content: A detailed description of the activities your event includes, identifying the needs or specific gaps being addressed. Explain how those activities will provide a meaningful experience for your attendees.
Diverse Range of Activities: Explain how your event includes a variety of activities, sessions, or performances and how it will contribute to a rich and engaging experience for participants.
Community Involvement: Share detailed information about the performers, artists, speakers, or activities involved in your event. Discuss their qualifications, experience, and any notable accomplishments.
New Experiences: Explain how your event will introduce attendees to new activities, opportunities, or experiences they might not have tried before. Describe the unique aspects of these activities and how they will broaden attendees' horizons.
Addressing Specific Needs or Gaps: Explain the specific need or gap in experiences that your event aims to address and how participating in your event will meet this need or provide a valuable experience for attendees.
Access, Opportunity, and Belonging (35%)
These key areas of focus are deeply rooted in the principles of access and reflect a systems-level approach to transformation.
Planning Team Reflects the Community: Describe how you ensure that your team of volunteers, board members, and staff reflect the community you serve and foster a sense pf belonging. Explain the efforts taken to include diverse perspectives in the planning process, initiatives, and/or policies your organization follows to promote access, opportunity, and belonging in your planning team.
Designing for Access: Detail how your organization plans to design the event to accommodate all participants, including attendees, staff, volunteers, and board members, strategies you will implement to advance access, opportunity, and belonging for everyone involved in the event.
Community Impact (20%)
Community Impact measures the positive changes or contributions that an event brings to the community it serves. This includes both tangible and intangible effects on the local community or specific groups of people.
Community Needs: Clearly describe the specific community need your event aims to address. Provide context and evidence to support the identified need and why this need is important.
Community Benefits: Explain the various benefits your event will bring to the community including economic benefits, creative opportunities to local artists and performers, and social benefits, such as fostering community connections and enhancing social cohesion.
Targeted Community: Identify the specific community or demographic group your event is intended to impact, and why. Describe how the event will engage and involve this community.
Capacity to Present the Event (10%)
Capacity to Present the Event demonstrates that the organization has the infrastructure, resources, and commitment to present the proposed event. These guidelines focus on various aspects to ensure the successful execution of the event.
Tracking and Metrics: Explain how you plan to track attendance at your event. Describe additional metrics you intend to use to determine the success of your event, such as participant feedback, engagement levels, media coverage, or social media activity.
Evaluation and Improvement: Describe how you collect and use feedback from past events to evaluate and improve future events. Highlight any lessons learned from previous events and how they will be incorporated into the planning and execution of your upcoming event.
Community Support: Describe the specific ways the community you are serving supports your event. Provide examples of community involvement, such as volunteer efforts, local business support, or promotional assistance.
Community Partners: List your community partners who will be involved in your event and the supportive roles these partners will play in the planning, promotion, or execution of the event.
Event Documentation: Include documentation of past events, such as reports, evaluations, testimonials, or media coverage. If the proposed event is new, provide documentation of other similar activities, programs, or initiatives your organization has successfully executed.
Funding Strategies: Explain how you are working on getting sponsorships, grants, donations, in-kind services, or other forms of revenue. Include a list of current sponsors and funders, and how they will support the event financially or through other resources.