Title
Approving an amendment to the Special Events Policy to incorporate provisions for a Hotel Occupancy Tax (HOT) Fund Tourism Subsidy Program and Application.
Summary
In December 2022, City Council adopted a Special Events Policy to ensure all permitted programs and events, involving City resources (i.e. personnel, parkland, right-of-way, equipment) adhered to the city’s standards and best practices to ensure a safe and organized event. The policy outlines the provisions for security, safety and emergency medical services, legal and insurance requirements, clean up responsibility, site requirements, cancellation, subsidy opportunities and special provisions. As the requests for special events continues to grow, so do the requests for funding support by event organizers. The amended policy proposes provisions that outline the process to request an event subsidy from the City with the creation of a Tourism Subsidy Program and related application.
The City of Pflugerville FY 25 budget includes $25,000 allocated for special event support via Hotel Occupancy Tax (HOT) Funds. The proposed Tourism Subsidy Program and Application outlines a procedure for the allocation of HOT funds in support of community events that support tourism and hotel use. The program outlines how the City may provide in-kind support to events and activities which increase tourism. Further, this program increases awareness of the tourism opportunities available in Pflugerville.
Section 16 of the Special Events Policy states requests for City subsidy of an event that serves Pflugerville’s diverse population in a community-oriented environment may be considered on a case-by-case basis by a HOT fund Tourism Subsidy Review Committee. The Committee, comprised of city tourism staff, parks and recreation representatives and representatives from the hotel and tourism industry, may consider providing a subsidy for an event up to the amount established in the annual budget.
With the addition to the special events policy to include criteria for subsidy requests, future subsidy requests will be required to submit during the application period of October 1 - November 15 each year and rated on a rubric that outlines provisions for events to include:
Audience - Is the event generating visitors and hotel night stays?
Experience - Is the event attracting unique, broad audiences or a new community-wide experience? Is the event unlike other existing Pflugerville community event offerings?
Date/Time - Is the event taking place on a day that the City doesn’t already have a large festival or event?
Advertisement campaign - Has the event invested and established an advertising campaign in multiple geographic areas outside Pflugerville? (Houston, Dallas, San Antonio, other state)
Name - Is Pflugerville mentioned in the event name?
Future potential - Does the event offer a multi-year occurrence which will return tourists to Pflugerville?
Representatives - Is the event local? Is the coordinator or a local partner organization tied to Pflugerville? Are multiple organizations and volunteers working together to ensure the event will be a success?
Next, the recommendation would be brought to Council for approval of all recommended events for HOT fund support in December of each year.
Prior City Council Action
City Council approved the City of Pflugerville Special Events Policy on December 13, 2022.
Deadline for City Council Action
Action is requested September 10, 2024.
Funding Expected: Revenue __ Expenditure _X_ N/A __
Budgeted Item: Yes _X_ No __ N/A __
Amount: _$25,000_______
1295 Form Required? Yes __ No __
Legal Review Required: N/A __ Required __ Date Completed: ___________
Supporting documents attached:
Special Events Policy - 9_2024
Recommended Action
Approve the amendments to the Special Events Policy.