Summer Free For All - Concert Event Application

CONCERTS IN THE PARK 2019 CONCERT EVENT APPLICATION

Call 503-823-5059 or apply online at portlandoregon.gov/parks/concerts

WHAT WE DO Summer Free For All events are funded through a variety of supporters, including you! Every Summer Free For All event is free to attend. We plan and produce the event; you provide community support.

The following is provided by Portland Parks & Recreation for Summer Free For All concert events:

WANT TO BRING FREE OUTDOOR CONERTS TO YOUR COMMUNITY? LET’S WORK TOGETHER TO CREATE A GREAT NEIGHBORHOOD EVENT. Summer 2019 marks over 116 years of free concert events throughout Portland. Producing these special events is possible with the help of community organizations like yours! Building partnerships with a variety of community organizations in Portland allows us to enrich the cultural fabric of our city.

• Premier band – choose from a playlist of Portland’s most talented performers!

• Marketing in the Summer Free For All schedule – in print and online • Onsite staff for event set up, implementation, and clean-up • Professional crew for technical set-up and production (stage, sound system, and sound engineering) • Food vendors • Park permits and noise variances • Portable restrooms • (1) Event banner • Major sponsorship fundraising efforts

WHAT YOU DO

OUR MISSION Summer Free For All builds community through free, inclusive, and family-friendly activities that celebrate Portland’s diverse cultures and local artists.

CONTACT US 503-823-5059 concerts@portlandoregon.gov portlandoregon.gov/parks/concerts

The primary role of groups that partner with Summer Free For All is to meet their community contribution; spread the word about the event; and engage with neighbors to make the event truly a community affair.

The community contribution for each Concert in the Park event is $4000, with a maximum of four concerts per application. Raising funds for your event requires time and commitment from dedicated community volunteers and we encourage community groups to raise funds in advance.

Common fundraising methods include: • Local business sponsorships through our online form at portlandoregon.gov/parks/sffasponsor • Pre-season community fundraisers (raffles, auctions, online fundraising, etc.)

• Grants

EVENT APPLICATION AND TIMELINES Important Dates FEBRUARY 1, 2019 Applications due FEBRUARY 15, 2019 Acceptance notifications JUNE 1, 2019 Payments due Summer Free For All often receives more applications than can be accommodated in our summer schedule.

This application does not guarantee selection.

In the event that we receive more applications than we can schedule events, community groups whose events were canceled in 2018 get priority.

Other applications will be weighed, giving preference to; organizations that represent culturally-specific, accessbased, or under-served communities; organizations that partner with other organizations to put on the event; events that would most evenly spread the geographic distribution of Concerts in the Park throughout the city.

ON-SITE FUNDRAISING Summer Free For All will fundraise at each event by collecting optional donations from the audience. These funds are needed to bridge the funding gap due to rising costs. Fundraising efforts beyond those described here are not permitted at Summer Free For All events.

CANCELLATION POLICY Our equipment is expensive and very sensitive to heat and moisture. When it rains or is excessively hot, we often have to cancel events. If we must cancel your event, here is what you can expect: • Staff will contact you by 3pm the day of your event.

• You will be placed on our priority list for an event the following year.

• 100% of your community contribution will be refunded.

• Cancelled events will not be rescheduled.

Call 503-823-5059 or apply online at portlandoregon.gov/parks/concerts

Call 503-823-5059 or apply online at portlandoregon.gov/parks/concerts

FREQUENTLY ASKED QUESTIONS How can we make our event unique? We encourage you to engage with neighbors and your community organization to make your event unique. Some ways groups have customized their events in the past include hiring face painters, providing a reptile zoo or arts and crafts, or hosting a neighborhood barbecue.

Can we have a barbecue? Permits are required for barbecues in any Portland park. Please contact Oregon Health Authority and Portland Fire & Rescue.

What can we do to promote our event? Some ways to get the word out include local business sponsorships, partnering with other community groups to host the event, pre-summer fundraisers, creating a unique poster/image for the event, and using social media.

However, you may not use PP&R logos as it takes special permissions and guidelines.

How can we fundraise? Host a pre-event community fundraiser such as a raffle, auction or online fundraiser, apply for grants, or contact your local community organizations and businesses for sponsorship. Sponsor benefits for 2019 can be found at portlandoregon.gov/ parks/sffasponsor.

Can we fundraise on-site? No. On-site fundraising is reserved for Summer Free For All to help offset expenses.

When does the concert start? Concerts begin at 6:30pm and end at 8:30pm during the week. On weekends, concerts begin at 6:00pm and end by 8:00pm.

IMPORTANT DATES FEBRUARY 1, 2019 Applications due FEBRUARY 15, 2019 Acceptance notifications JUNE 1, 2019 Payments due

CONTACT US 503-823-5059 concerts@portlandoregon.gov portlandoregon.gov/parks/concerts

Call 503-823-5059 or apply online at portlandoregon.gov/parks/concerts

PORTLANDPARKS.ORG Commissioner Nick Fish Interim Director Kia Selley