Title
Briefing on the Community Events Permitting Process and Resource Review
Recommended Action
Committee Recommendation:
Not Referred to Committee
City Manager Recommendation:
Receive a briefing and discuss the City’s community events permitting process, current resource impacts, fee structure and potential improvements; providing direction regarding suggested improvements.
Report
Issue:
Whether to receive a briefing and discuss the City’s community events permitting process, current resource impacts, fee structure and potential improvements; providing direction regarding suggested improvements.
Staff Contact:
Susan Grisham, Assistant to the City Manager, 360.753.8441
Presenter(s):
Scott River, Director of Recreation and Facilities, Parks, Arts and Recreation
Dawn Carvalho, Executive Services Assistant, City Manager’s Office
Background and Analysis:
Festivals and community events are a deeply embedded and important part of Olympia’s community life. There is a long standing practice of providing residents and visitors with multiple opportunities to celebrate Olympia’s history, diversity, and culture while fostering a sense of belonging, inclusion, and connection. These events are well attended not only by Olympia residents, but also by individuals throughout the region, supporting the local economy and highlighting what makes Olympia unique.
After the pandemic, the size and number of permitted community events have grown year-over-year creating growing challenges to accommodate these events while balancing available resources. City staff have sought ways to support and accommodate as many event requests as possible.
In the recent years the City budget has been impacted by decreased staffing as well as limited departmental budget increases. As departments balance available staff resources with the needs and requirements of community events, a growing gap has emerged between the financial cost of providing event-related services and impact on the work-life balance of the City departmental teams.
Based on this, a review of the community events process was initiated to better understand the resources required from City departments and the experience of event organizers.
Over the past year, a team of staff from multiple departments have worked together to identify strengths and weaknesses in the City’s approach to helping external coordinators of community events on City property or in public spaces. The project team identified multiple inconsistencies and opportunities to provide more efficient and effective support services for these events. This study session will focus on the project team’s findings, provide background on how we got here, share updates on improvements that have already been implemented, and outline potential changes for future City Council consideration.
Climate Analysis:
While City festivals and events have an impact on the climate, City departments work with event hosts to minimize the impact wherever possible. This project does not specifically have climate impacts.
Equity Analysis:
City events are generally open and accessible to all individuals wishing to attend and are an important demonstration of Olympia’s commitment to inclusion and community connection. However, there are opportunities to create a more financially equitable and consistent relationship between the City and event hosts. The current fee structure does not consistently reflect the level of City resources required to support individual events, which can result in different organizations paying different amounts for similar services.
Neighborhood/Community Interests (if known):
There is significant community interest in the festivals and events that take place throughout Olympia. Individuals and community groups rely on these annual events to highlight their causes, cultures and traditions, while also bringing the broader community together. Event hosts were surveyed as a part of this project, and their experiences and feedback helped inform project findings and identify opportunities to improve the City’s process for supporting community events.
Financial Impact:
Permitted City festivals and events impact the local economy by welcoming thousands of visitors each year to the City. These events also require City resources and support services. The gap between the City’s actual costs for supporting events and the fees collected from the events has grown as the number and scale of the events have increased without corresponding increase in event fees.
Options:
1. Receive a briefing and discuss the City’s community events permitting process, current resource impacts, fee structure and potential improvements; providing direction regarding suggested improvements.
2. Do not receive a briefing and discuss the City’s community events permitting process, current resource impacts, fee structure and potential improvements or provide direction regarding suggested improvements.
3. Receive the briefing at another time.
Attachments:
2026 Permitted Events Timeline