Planning and Inspections

Moving Event Guidelines

Applications will be accepted from July 1 - 31, 2021. 


Program Overview

In recognition of the important contribution events make to the City of El Paso’s overall image, the City offers a number of event support programs, including the Moving Event Sponsorship Program.

The purpose of this program is to support and provide city sponsorship for moving events. These events must be held with El Paso city limits and contribute to a diverse, vibrant and strategically balanced city. We encourage the event to promote health, culture and art awareness; celebrates our unique diversity, history and heritage; and enhances our pride and sense of community.

The program provides non-profit and for-profit organizations the opportunity to apply once each fiscal year for City funds to cover all or a portion of City-related costs associated with producing the event. Typically the largest of these costs comes from traffic control assistance provided by the El Paso Police Department along the event route. Other costs that may be covered include: other public safety, street cleaning and solid waste removal services.  

Program Participation and Eligibility

Support is provided in the form of in-kind services, rather than direct cash payment. There must be clear value received for any sponsorship from the City. Organizations wishing to participate must demonstrate the event will serve a municipal purpose and:

Program participation is limited to the following types of events and event applicants:

Funding for the sponsorship program is provided through General Fund revenues. As such, events wishing to participate in the program must be open and available to participation by all citizens of El Paso and meet the following:

When applying, you will need to classify your event one of the following event types:

Budgetary Limitations

The number of sponsorships and amount of funding are restricted and may vary from year-to-year depending on budgetary limitations. Award amounts may cover all or a portion of City-related costs associated with event production; any portion of City-related costs that are not covered by the award amount will be invoiced to the event producer following the event and payment will be due within thirty (30) days of receipt of the invoice.

An organization may apply for funds for consecutive years; however, there are no guarantees that a sponsorship will be carried over from one year to another. An exception may be made in the case of events that have taken place in El Paso for ten or more years; funding requests and approval for multi-year event agreements may be accommodated through the City’s annual budgeting process in lieu of an annual application. 

Application for Sponsorship Requests

Applications will be made once each year for all sponsorship requests. The FY22 application submission period will open July 1, 2021 12:00AM July 31, 2021 11:59PM. Applications for participation in the sponsorship program must be completed in full to be considered for funding. All applicants will be notified during the first week of March whether or not their event has been accepted for funding. Those events accepted for funding will also be provided an award letter detailing the award amount.

The request for sponsorship will be ineligible for funding if any section of the application process is incomplete. All applicants must submit the following with their application packet to be considered for sponsorship:

All applications must be submitted via the links above. Late applications will not be accepted.

Important Application Deadlines

July 1, 2021 at 12:00 am Application Submission Period Opens
July 31, 2021 at 11:59 pm Application Submission Deadline
August 2021 Application Review Period

During the second week of August, applicants will be notified whether their event has been approved for sponsorship and if approved, awardees will be notified of award amount.

Event Producer Responsibilities

Upon approval of funding, an “Event Agreement” between the event producer and the City of El Paso will be executed and will define the contractual responsibilities of the two parties. The event producer may be required to submit additional information prior to contract execution detailing entity formation to ensure it is in good standing and the appropriate officer/representative is serving as signatory on the contract.

The event producer will be expected to comply with all City of El Paso application, permit, insurance, and approval requirements and processes for moving events. All permits and approvals must be obtained prior to contract execution and provision of City support. 

Contacts

For questions or assistance, please contact the City of El Paso Events Program at (915) 212-1544 or email inquiries to SpecialEvents@elpasotexas.gov.

Notes

Applications received that are incomplete and/or are not completed by the application submittal deadline of July 31, 2021 11:59 pm will be considered ineligible, no exceptions. Applications will be reviewed upon submittal to ensure they are complete, however, there is no guarantee your application will be reviewed for acceptance by the application submittal deadline. Applications received after the deadline will not be considered.

Submittal of an application does not guarantee sponsorship as funds are limited. Application for funding is not a legally binding agreement; after City approval of sponsorship, a formal contract will be sent to the sponsorship awardee.