Love Your City Event - Request for Proposals

Purpose of the Funds
The City of Hampton Parks, Recreation & Leisure Services Department is seeking proposals to bring new events to the City or to augment existing events held in the City significantly. The Love Your City concept aims to enhance family resiliency within the community by creating opportunities for the entire family to enjoy and improve the quality of life for Hampton residents and visitors.

Request for Proposal (RFP) Overview

Proposals will be accepted from non-profit and for-profit organizations. A total of up to $30,000 will be awarded to proposal(s) meeting established criteria, and the City may select one or more recipients for different amounts of award funding under this RFP. The recipient(s) is required to provide a minimum match of 50% of the total awarded amount where only up to 25% of that may be matched with labor/volunteer hours. All funding allocations are subject to the availability of City funds.  Fifty percent (50%) of the total awarded funding will be provided upon award decision and processing time, with the remaining amount provided following the City’s approval of the required Close-Out Reporting Information. The City may choose one, more than one, or no recipients for funding through this RFP process.

 Funds are intended to support event features and activities for the public, and cannot be used for:

  • alcoholic beverages;
  • cash give-a-ways, gift cards, prizes, pre-and post-event activities (i.e., meals);
  • purchase of equipment (rentals are permitted);
  • “salaries” or personal payments to event organizers, committee members, volunteers, or others;
  • personal expenses (i.e., mileage, travel-related expenses, meals); or
  • non-contracted monetary donations to outside parties (i.e., donations to charities, honorariums to partnering agencies, boards or commissions, guests not performing a viable service to the event). 

Award is conditioned on at least a portion of the event or festival being free and open to the public. Events or festivals may charge admission to certain aspects or portions of the event/festival but should also provide a free component to ensure that all citizens have the opportunity to participate. Detail on the proposed admission structure should be provided in the proposal. The City reserves the right to limit the amount of the funds, when necessary, for budgeted items of food, beverages, and any other individual activities.

 Offerors must fulfill all requirements and regulations of Chapter 2, Article XIII of the Hampton City Code pertaining to Special Events, including obtaining special event permits, as applicable. Additional information on the Outdoor Special Event Permit process may be obtained on the City of Hampton website or by calling (757) 727-6348. The application for consideration follows this Scope of Work. Offerors should fill out all sections, include all required attachments, and sign the application.

Application

Review the full details, including evaluation and selection of proposals criteria, of the Love Your City Event Request for Proposals (the application begins on page 8 of the document).  

*Deadline to submit your application for Love Your City Event proposal is Feb. 14, 2023, at 4 p.m.