Art in the Parks
Art in the Parks - Call to Artists
Deadline: noon on November 13, 2023
Is there a cultural event you would like to present in a local park? Community-driven events are needed now more than ever to build connections, uplift the soul and share stories and experiences from our increasingly diverse city. The Art in the Parks grant invests in community-organized events that activate Eugene parks with support from City of Eugene Cultural Services in partnership with Parks and Open Spaces.
Funding of up to $2,500 for small-scale events and up to $5,000 for large-scale events* will be awarded to organizations or individuals who wish to produce their own quality programming in a Eugene park. Funding can support artistic or cultural disciplines, including visual art, dance, music, theatre, film/video/media, multidisciplinary fields, festivals and events.
*See the Funding section for definitions of small- and large-scale events.
The 2024 Art in the Parks program seeks to:
- Steward vibrant, inspiring places that foster personal, community, and environmental well-being.
- Cultivate a sense of belonging in the park system and pride in historically underrepresented groups such as Eugene’s BIPOC and LGBTQIA+ population, low-income communities, people with disabilities, unhoused individuals, youth and seniors.
- Nurture relationships and promote cultural exchange through arts experiences that honor and celebrate diversity while striving to inspire empathy, understanding, dialogue, wonder and curiosity.
- Fund projects that both support large celebrations in Alton Baker Park and activate community parks throughout Eugene.
Online Information Session
This online info session, hosted by Community Programs Manager Colette Ramirez, was held on October 19, 2023. In this video, Colette answers questions about the City of Eugene's Art in the Parks grant and provides tips on navigating the application and budget. At the 39:00 minute mark, you can see an example of the budget process for a hypothetical event.
Deadline for submission is noon on November 13, 2023
Art in the Parks supports small- and large-scale events. The 2024-2025 funding cycle has a total of $45,000 per year to award to selected Eugene-based recipients. Please see below to determine if you are eligible to apply as a small- or large-scale event:
- Small-scale events are events in which a Fire Operational Permit* is not required. Small-scale events are defined as including none of the elements that require a Fire Operational Permit in your event.
- Small-scale events may apply for up to $2,500 of funding or may be partially funded.
- Approximately 30% of Art in the Parks funding will be awarded to first-time and/or small-scale programs, artists, or organizations.
- Large-scale events are events in which a Fire Operational Permit* is required. Large-scale events are defined as including any of the elements that require a Fire Operational Permit in your event.
- Large-scale events may apply for up to $5,000 of funding per year or may be partially funded.
- Large-scale events may opt-in to receive consecutive funding for programming to occur in 2024 and 2025.
- Approximately 70% of Art in the Parks funding will be awarded to programs, artists or organizations with a demonstrated history of producing events.
* When is a Fire Operational Permit required? Most commonly, a Fire Operational Permit is required when the number of tables or booths exceed 10, cooking is involved or when the display area exceeds 500 square feet. Additional elements that require a Fire Operational Permit.
- The Art in the Parks grant is open to all organizations and individuals headquartered/physically residing within Lane County.
- Proposed programming must take place between April 1 and October 31, 2024 (in addition to April 1 and October 31, 2025 for large-scale events who opt-in for the 2024-2025 funding cycle).
- Programs should be made as accessible as possible for community members. If the event is not free to attend, then a portion of tickets must be offered for free or on a sliding scale.
- Applicants must provide a 1:1 cash, in-kind and/or volunteer time match for the project that equals the amount of your Art in the Parks grant award (i.e., if the City awards you $1,000 then you must also contribute at least $1,000 toward your project costs). Your total match amount should consist of one or any combination of the following:
- Cash: either already secured or additional funds you anticipate raising through sponsorships or other fundraising.
- In-Kind: this includes donated materials and supplies, valued at full retail or rental cost.
- Volunteer time: value each hour of volunteer time given to the project at the nationally-established rate of $31.80 per hour.
- Please note: you can choose to use In-Kind or Volunteer time as 100% of your match.
- Applicants may submit proposals for as many as two programs, in which case a complete and separate proposal for each project is required.
- There cannot be an open litigation or claim with the City of Eugene.
- Organizations or artists with outstanding Art in the Parks grants are not eligible to apply until their programs have been completed.
Read the tabs on applicant eligibility, selection criteria and timeline to learn more about the Art in the Parks.
Prepare before filling out your application by reviewing the list of application questions (PDF).
Fill out the Art in the Parks application. Applications must be submitted by noon (PST) on November 13, 2023 to be considered. Creating an account allows you to save your progress and return at a later date.
- Does my match need to be 100% cash?
No, your match can be any combination of cash or in-kind contributions but your match must be equal to or greater than your request. Read more about the budget in How to Create Your Art in the Parks Budget for step-by-step instructions.
- What do I do if my expenses and revenue do not match up in the budget?
Your total revenue that you show in your budget must match your total expenses.
- If your expenses exceed your revenue, consider ways you can increase your revenue sources (ideas for this are listed in the document How to Create Your Art in the Parks Budget.
- If your revenue exceeds your expenses, consider the need for your program. How will your expenses contribute to the long-term success of the participants? Is this funding essential to your program and what does it uniquely bring to Eugene parks?
- Am I responsible for paying for the permits for my program?
All awardees are responsible for paying for the necessary permits. Cultural Services staff will be available to advise on permits and schedule a meeting between you and the departments issuing relevant permits.
Parks and Open Space fund for fee waivers is a total of $15,000 for all grant awardees. The amount of fees waived per event will be determined by number of grant awardees, scale and scope of events.
- I have an idea for an event but not a date. Is that okay?
Please list a date or timeframe on your application (i.e., “one Saturday evening at the end of August”). Knowing your date or timeframe helps the selection committee approve programs that are evenly distributed between April 1 and October 31. If approved, you can work with Cultural Services staff during your advising appointment to select a specific date.
The park reservations fill up quickly and your preferred date may not be available. Please apply with your specific date to ensure your park is available on your date.
- I want to include artists in my program, but I’m not sure how much to pay them.
We encourage you to connect with the artists you would like to include in your program before you submit your application. Ask them what their rate is and how they would like to be involved in your program.
- I want my program to happen outdoors, but I don’t know how to plan for inclement weather.
It is critical to plan for last-minute changes such as rain or wildfire smoke. Can your program continue using canopy tents or a nearby shelter? What planning can you put in place now if you need to postpone your program, such as having back-up reservations for visiting artists or a marketing plan to announce a change in date?
- Why is the 2024 Art in the Parks application due in November if my program won’t be until next summer?
The 2024 Art in the Parks grant timeline begins in Fall 2023 in order to allow programming to be included in the 2024 Parks and Open Space reservation system that begins in December 2023.
- I am considered a large-scale event and want to apply for consecutive funding for 2024 and 2025. Do I submit two applications, one for each year?
- No, your one grant application and budget will apply to both years. This means that you are applying to do the same event in 2024 and in 2025. The details of your event may evolve but the general event should be the same.
- We will work with you to submit an updated park rental application to ensure we have the correct contact info and date for 2025.
- If you would like to do different programming in 2025, please wait to apply for the 2025 Art in the Parks funding cycle that will open in fall 2024.
- If you have two ideas for two distinct programs, applicants are welcome to submit up to two applications per year. The selection committee will consider one application per organization per year.
- To what extent will programming promote arts and cultural participation in Eugene parks and meet the goals of Art in the Parks?
- To what extent will the event planning steward environmental well-being in Eugene parks?
- Does the applicant demonstrate the capacity to produce the proposed programming and display excellence in planning? Does the applicant have experience administering and producing similar programming?
- To what extent does the project contribute to the well-being of the community the applicant serves and/or represents?
- To what extent will the project be accessible, safe and welcoming for attendees? If the project touches on difficult or traumatic subject matter for others, how will the applicant navigate that? Will partnering organizations be involved who can help navigate?
- How will the project include equitable decision making, collaboration, consultation, participation, empowerment and/or deepen relationships with the communities the applicant serves and/or represents?
- Does the project allow for flexibility/scaling? For example, will this project be produced successfully if awarded a smaller amount than requested? Is this project adaptable to last minute changes in the event of unforeseen circumstances (i.e., inclement weather or wildfire smoke)?
Eugene’s unique and scenic parks offer the perfect setting for your next event. Visit CivicRec to search through rentals and view park amenities. Amenities such as playgrounds, park restrooms and gardens are not reservable. Some parks do not permit the sale or consumption of alcohol. Hard liquor is prohibited from any park or open space.
Community Parks Amenities
- Alton Baker Park: shelter, restrooms, electricity, water
- Awbrey Park: restrooms
- Bethel Community Park: shelter; restrooms
- Hendricks Park: shelter, restrooms, electricity
- Irwin Park: shelter
- Maurie Jacobs Park: restrooms, electricity
- Owen Rose Garden: shelter, restrooms, electricity
- Petersen Barn Park: restrooms
- Skinner Butte Park: restrooms
- Striker Field: shelter; electricity; water
- Tugman Park: shelter; restrooms
- University Park: shelter; restrooms
For more information on parks that could be a good fit for your event contact firstname.lastname@example.org or 541-682-4812.
Park Rental Permit Process
The City’s Parks and Open Space staff will review the grant applications to determine if a park is an appropriate fit for the proposed event and if the date is available for reservation. Events that have occurred for three consecutive years at specific location on a specific date or weekend are given preference.
If awarded, Parks and Open Space will notify the event organizer of the next steps and required permits to obtain to hold the event.
Awardees must submit completed required documents to the City’s Parks and Open Space division at least six weeks before the event. This allows the City’s Parks and Open Space staff time to review final plan to ensure that requirements are met to hold the event. New requests may not be approved less than four weeks from the event.
Required Permits and Insurance
All event organizers are required to obtain a Special Event Permit to hold their event.
Additional permits and insurance requirements are determined by the scale and scope of the event. Parks and Open Space fund for fee waivers is a total of $15,000 for all grant awardees. The amount of fees waived per event will be determined by number of grant awardees, scale, and scope of events.
Examples of things that will require additional permits and/or insurance include, but not limited to the presence of inflatables, stages, food trucks, animals, the consumption or sale of alcohol, and the number of people estimated to be in attendance. It's important to submit a completed application so Cultural Services and Parks and Open Space can advise you which permits and insurance your event requires.
Visit the Special Event Planning Guide for more information on documentation and permit requirements.
If awarded, Cultural Services expects the awarded individual/organization to:
- Conduct all marketing and promotion of their program. Cultural Services will provide some social media and website marketing support, but awardees are responsible for all other marketing efforts. Cultural Services will provide a marketing toolkit to give awardees ideas and tips for promoting their own events.
- Include the City of Eugene logo on all visual marketing materials for the program, and/or the written name in program press releases or other written information.
- Awardees are required to apply, pay and obtain all necessary permits and insurance associated with their event. The grant award can be used to pay for these associated fees.
- Awardees are required to submit necessary documentation to Parks and Open Space at least six weeks before the event. The earlier you submit documents allows Parks more time to review to ensure that all requirements have been met to hold the event.
- Schedule borrowed equipment load-in and load-out with Cultural Services at least 30 days prior to the event.
- Upon completion of the program, complete a brief report and provide the City with 3-5 high-quality, copyright-free digital photographs of the program for use in future City promotions.
- Awardees will receive 80% of the funds per year upon award notification and 20% upon completion of their program with final report due no later than November 15, 2024.
- For those large-scale events awarded for 2024 and 2025, awardees will follow the same funding schedule for 2025 programming.
Support from Cultural Services
In addition to funding, Art in the Parks awardees will also receive:
- An initial consultation with the City’s Cultural Services staff.
- A required permit meeting with the City’s Cultural Services staff and the departments issuing relevant permits at least 6 weeks in advance of the event.
- Communication with the City’s Cultural Services staff to support the program.
- A marketing toolkit and information about best practices for promoting the event.
- Some publicity through Cultural Services social media and website marketing (awardees are expected to use the provided marketing toolkit and their own experience and resources to promote their programs).
- Access to available City equipment including tables, chairs and canopies.
Support from Parks and Open Space
- An initial site visit at park with the City’s Parks and Open Space staff.
- A template of an operational plan outlining all the documentation and permits required.
- A required operational meeting with the City’s Parks and Open Space staff at least 6 weeks in advance of the event.
- Communication with the City’s Parks and Open Spaces staff to support the program.
- An optional site visit with staff from Park Operations a week prior to the event.
- Instructions on how to report issues on the event date.
Applications must be submitted by noon (PST) on November 13 to be considered for the 2024 season. Awards will be announced on December 22. Programming must occur between April 1 and October 31, 2024 (in addition to April 1 and October 31, 2025 for large-scale events who opt-in for the 2024-25 funding cycle).
- October 9, 2023: call opens
- October 19, 2023, 4:30–5:30 pm: online information session
- November 13, 2023, noon (PST): call closes
- December 2023: selection committee meeting
- December 22, 2023: recipients announced
- April 1–October 31, 2024: time period for small-scale events to occur
- April 1–October 31, 2024/2025: time period for large-scale events to occur
About Cultural Services
Cultural Services provides responsible and catalytic leadership to support the public’s vision for a thriving arts and cultural sector that contributes to the community’s social and economic well-being.
The Community and Cultural Affairs section believes the work of the arts creates a stronger, more vibrant and creative community through shared experiences that uplift the soul and tell the diversity of stories from our communities.
About Parks and Open Space
Parks and Open Spaces protects, enhances and maintains Eugene’s parks and open spaces for healthy people, community and environment.
Parks and recreation in Eugene cultivate a system of beautiful, inspiring places that foster personal, community and environmental health.