Title
Approval of Recommendation to Transition the Cultural Events Program to a Sponsored Approach
Recommended Action
Committee Recommendation:
The Community Livability and Public Safety Committee recommends transition to a sponsored approach for cultural event programming.
City Manager Recommendation:
Move to approve the recommendation to transition to a sponsored approach for cultural event programming.
Report
Issue:
Whether to accept the recommendation to transition to a sponsored approach for cultural event programming.
Staff Contact:
Olivia Salazar de Breaux, Culture and Belonging Manager, Parks, Arts and Recreation, 360.753.8343
Paul Simmons, Department Director, Parks, Arts and Recreation, 360.753.8462
Presenter(s):
Olivia Salazar de Breaux, Culture and Belonging Manager, Parks, Arts and Recreation
Paul Simmons, Department Director, Parks, Arts and Recreation
Background and Analysis:
Since June 2021, the City has partnered with community organizations and leaders to co-host public events for Juneteenth, Black History Month, Asian American, Native Hawaiian, and Pacific Islander Heritage Month; Hispanic Heritage Month, and Indigenous Peoples’ Day. The partnership model is unique in that the partnering organization or leader envisions and implements a community cultural event, while being provided with significant support and collaboration from the City.
Under this partnership model the City of Olympia provides most of the event funding and in-kind contributions including City staff time (dedicated staff for administrative support, day-of-event staffing, marketing and graphic design services), planning tools and resources, facilities use and/or rental procurement, and City Council recognition.
While these cultural events add to our City's vibrancy by fostering community engagement, tourism, and economic development, we have also faced challenges in managing and supporting these events effectively due to limited staff capacity, resource constraints and increased demand for cultural programming. As a result, it has become evident that a new approach is required to ensure the longevity and success of cultural events in our City.
Staff propose a shift from a partnership model to a sponsored event approach. Under this new approach, the City will provide financial support and planning resources to established cultural event partners, supporting their autonomy and independence in managing and executing their events. This model will also allow the City to eventually expand support to more cultural celebrations.
Staff presented the recommendation to transition to a sponsored model at the January 31, 2025, Community Livability and Public Safety Committee, which was approved by the Committee for City Council consideration.
Climate Analysis:
Resources on how to reduce waste, energy consumption, and greenhouse gas emissions will be shared with cultural event partners to support their event planning. Education sharing is a preventative measure. Ongoing impacts to climate mitigation sectors are unknown.
Equity Analysis:
The proposed cultural events model benefits cultural event partners through increased funding, clarity, autonomy, and collaboration, while making processes more efficient for City staff and enhancing cultural representation for the Olympia community. However, partners will need to replace City-provided administrative support, and staff will invest time and resources in developing tools and plans.
Thurston County demographic data highlights gaps in representation, particularly for marginalized groups like people with disabilities, LGBTQIA+ individuals, and diverse Asian and Middle Eastern cultures. Thurston County’s largest ethnic groups are Hispanics and Asians, followed by Black / African American, American Indian and Alaska Native, and Native Hawaiian and other Pacific Islanders. These groups are underserved, presenting opportunities for expanded programming and language inclusivity. Overall, the new sponsored cultural events model aims to reduce disparities by increasing access and support for underrepresented groups.
Neighborhood/Community Interests (if known):
Initial discussions with cultural event partners about the proposed transition were held during winter months. The majority were supportive of this transition and of the move towards independence as event planners.
Financial Impact:
The transition to a sponsored model will require an initial investment in increased funding for events but that cost will be offset due to the salary savings from reduction in staff. In anticipation of this transition, up to $12,000 per five current partnered events has been allocated in the 2025 budget.
Options:
1. Move to approve the recommendation to transition to a sponsored approach for cultural event programming.
2. Not approve the recommendation to transition to a sponsored approach for cultural event programming and discuss process for identifying alternative plans.
3. Take other action.
Attachments:
Proposal