Festivals and Special Events FY27

Request for Proposal (RFP) for Festivals and Special Events FY27
The City of Durham's Cultural and Public Art Program invites qualified not-for-profit organizations and festival organizers
who partner with not-for-profit agencies to propose festivals and events that feature arts and culture (art, dance, history,
heritage, literary arts, performing arts, music, and/or culture) in the City of Durham and/or Durham County.
10. Release Date of RFP
Wednesday, July 1, 2026
20. Project Manager of RFP & Questions about this RFP
Direct questions and concerns to:
Annette L. Smith (she/her/hers)
Grants & Special Projects Analyst
Community Programs
City of Durham | General Services Department
2011 Fay Street
Durham, NC 27701
(919) 560-4197, ext. 21220
Dcab@DurhamNC.Gov
If you have concerns about this RFP that you believe are not being addressed by the project manager, please contact:
Rebecca Holmes (she/her/hers)
Cultural and Public Art Program Manager
City of Durham | General Services Department
2011 Fay Street
Durham, NC 27701
(919) 560-4197
Rebecca.Holmes@DurhamNC.Gov
5 | FY2 7 Fe st iv als & Spe c ial E ve nts

DESCRIPTION OF PROJECT AND PURPOSE
30. Project
The City of Durham recognizes that festivals, parades, and other celebrations play an important role in fostering
community well-being, creating local identity, and contributing to an improved quality of life for Durham residents and
visitors. Community-based festivals and events reflect the vibrant, distinct, and diverse character of Durham and its
residents while offering opportunities to create economic, social, health, and community benefits.
Therefore, the City of Durham funds festivals & special events that celebrate local culture, promote creative expression,
and expand access to the arts. This program supports events that strengthen Durham's vibrant arts and culture sector.
The City may support festivals, events, parades, and other celebrations in circumstances where economic and social
benefits are provided for the community and the eligibility criteria in this program are met. The level of support by the
City of Durham will be determined by:
* Available funding and other demands on the City's annual budget;
* The economic and social benefits of the festival to the community;
* The Durham community's support of the festival;
* The level of community support of previous festivals held in the proposed location or organized by the same
organization; and
* Expressions of interest received by the City of Durham from the community to support other festivals/events.
The program is divided into three levels.
The Level I funding tier is designed for newer or emerging festivals and events and provides grants of $5,000. It emphasizes
accessibility, cultural vibrancy, and equity, with higher scoring weights on these areas and lower emphasis on economic
impact and organizational capacity. Applications and reporting requirements are intentionally shorter and simpler, though
applicants are still asked to address all program goals. This level prioritizes encouraging participation in arts and culture
while supporting innovation and inclusivity in Durham's communities.
The Level II tier, with awards of $15,000, represents a cultivation stage for more established festivals and events.
Applicants must demonstrate prior success, including measurable local business impact and meaningful attendance.
Requirements increase in rigor, including letters of support from partners and more detailed narratives than Level I.
Scoring is balanced across all goals, maintaining a strong emphasis on artistic engagement while placing more weight on
economic impact than Level I. This level is intended for festivals that have proven viability and are growing in scale and
community impact.
The Level III tier offers grants of $35,000 and targets highly developed festivals and events with significant economic and
regional impact. Applicants must provide detailed evidence of past performance, including economic impact data, out-of-
town attendance, audience demographics, and diverse revenue streams. There is a strong emphasis on economic impact
in scoring, alongside requirements for accessibility such as including a free component for residents. This level requires
the most comprehensive application and reporting, reflecting its focus on large-scale, high-impact events that contribute
substantially to Durham's economy and cultural landscape.
6 | FY2 7 Fe st iv als & Spe c ial E ve nts

The table below illustrates the number of grant awards anticipated at each level:
Level Funding Amount # of Awards Total of Awards*
Level I $5,000 15 $75,000
Level II $15,000 10 $150,000
Level III $35,000 5 $175,000
TOTAL 30 $400,000
*Total number of awards offered per level may change based on the number of applications recommended per level.
40. Scope of Work
The City invites qualified not-for-profit organizations and festival organizers who partner with not-for-profit agencies with
a proven track record of delivering transformative arts and cultural festivals and special events in the Durham community
to submit proposals in response to this RFP.
Proposed festivals and events should prominently feature arts and culture (art, dance, history, heritage, literary arts,
performing arts, music, and/or culture). The festivals and special events shall be held within the County of Durham, North
Carolina. There is likely to be a strong preference in favor of proposals that address the RFP goals developed by City/County
resident advisory body, the Durham Cultural Advisory Board.
Each proposal will be reviewed on its own merit based on the review criteria and in the context of all other proposals
within its funding level. Previous year's funding allocations may not be considered in the evaluation process but
compliance with previous contracts and reporting will be considered. Submitting a proposal does not guarantee the
awarding of any funding to the respondent.
The City reserves the right to request supplementary information in support of the proposal. The City reserves the right
to deny or approve any and all proposals.
Qualifications, Eligibility Criteria for Organizations
To be eligible for City funding, the respondent must meet the following criteria to the satisfaction of the City's General
Services Department. The not-for-profit organization or not-for-profit fiscal agent respondents must meet these
minimums to be considered responsive:
* Have demonstrated experience working with planning processes, preferably for at least one year. Experience with
the public sector is preferred;
* Must be a legally formed not-for-profit entity in good standing with the City, NC Secretary of State and IRS or the
festival/special event organization may partner with a not-for-profit fiscal agent in good standing with the City,
NC Secretary of State and IRS;
* Must provide Proof of Tax-Exempt Status from the State (Charitable Solicitation License) and Federal government
(IRS Tax Determination Letter) as a part of the proposal process and prior to contract execution;
* Agencies submitting proposals and currently receiving City funding must be in good standing and in compliance
with all existing agreements with the City; and
* If awarded, the not-for-profit entity or not-for-profit fiscal agent must enter the contract with the City and provide
insurance as outlined in this RFP document.
7 | FY2 7 Fe st iv als & Spe c ial E ve nts

A respondent's failure to meet these minimum prior experience requirements will cause their proposal to be considered
non-responsive and their proposals will be rejected.
Qualifications, Eligibility Criteria for Types of Events and Event Locations
The Event must address the principles and goals in this program.
The Event should occur primarily within the boundaries of the City of Durham (events in County of Durham will be
considered).
The Event must prominently feature arts and culture (art, dance, history, heritage, literary arts, performing arts, music,
and/or culture, etc.).
If applicable, the Event must comply with all City Event Guidelines and obtain any required permits within established
timelines. Information on the Special Event Permit process can be found at Special Events - Calendar & Permits | Durham
Parks & Recreation, NC (dprplaymore.org).
Requests for funding might not be considered if the Event is a one-time, non-recurring event. A first-year, new recurring
event will be considered.
Requests for funding shall not be considered if there is more than one (1) request in any fiscal year, or if the Event is
already funded by prior year RFPs for Festivals & Special Events or by another City grant or program.
Respondents that received funding in the past who did not submit an accepted final report or comply with contract
requirements will not be considered for funding.
Requests for funding shall not be considered if the Festival or Event(s):
* is solely a fundraising event;
* is awarded funding through Durham Next Accelerate: A Durham Festival Collective.
* is a Sporting and/or Athletic event or competition that has no demonstrated link to an artistic and/or cultural
activity;
* relates to an organization that is a church or religious organization, a government agency or office, a business or
private club that excludes minors as patrons, or a residential project;
* will be used as a platform for political purposes;
* is related to demonstrations, marches, rallies, or other protests;
* is related to a Trade show and/or trade fair, or if the Event is related to a business conference, workshop, and
employee training and/or professional development activity (see 60. Definitions); and/or
* has cost related to scholarships, prizes, cash awards, additions to endowment funds, deficit or debt reduction,
lobbying, building construction or renovation, purchase of equipment and real property, hospitality, and re-
granting.
* If the organization is awarded and contracted, City funds may not be used for hospitality costs (food, beverages,
etc.).
The City can assist in the provision of public meeting space as needed. The Contractor must provide its own workspace
and secure necessary permits for the festival space.
8 | FY2 7 Fe st iv als & Spe c ial E ve nts

Resources and Support for Events
Special Event Permitting
The City of Durham and its partners provide several services in support of special event programming.
Durham Parks and Recreation (DPR) is the primary stop for Special Event Permitting. The Special Event Guidelines can be
found here: https://dprplaymore.org/515/Special-Events---Calendar-Permits. A permit is required for any event that:
* Is located on City-owned property or outdoor public space; and
* Requires the temporary closing of public streets, sidewalks, rights-of-way; and/or
* Is a complex event that requires some level of City assistance or resources.
This service comes with a guide that includes information on how various departments are involved with permitting
events, the fees associated with the services and helpful recommendations for logistical planning of events. DPR also
provides a calendar of all events that are within the City permitting process.
City of Durham Permit Special Event Applications are due either 90 or 15 days before the event.
To learn more, visit: https://dprplaymore.org/515/Special-Events---Calendar-Permits.
* For their FAQ, visit: https://dprplaymore.org/Faq.aspx?TID=28
* Phone: 919-560-4355 ext. 27501
* Email: specialevents@durhamnc.gov400 Cleveland Street, Durham, NC 27701
Crowd Management Certification
The North Carolina Fire Code requires that trained crowd managers be provided for facilities or events where more than
1,000 persons congregate. The minimum number of crowd managers is established at a ratio of one crowd manager to
every 250 persons for indoor events and one to every 500 persons for outdoor events. The Office of the State Fire
Marshal has created a self-paced program for individuals who wish to become certified as crowd managers. The
program outlines the basic requirements of the fire code and the duties of the crowd manager. Upon successful
completion of the training, the crowd manager will be able to print a certificate demonstrating that they have
completed the course. You may access the information and quiz at the link below, here:
Classes for Pyrotechnic License, Fusing & Crowd Manager | OSFM
A copy of all crowd manager certificates must be available on site upon request by Fire Department personnel. View the
OSFM website for details. Please contact the City of Durham Fire Marshal at dfdinspect@durhamnc.gov for any
questions.
Durham H2O 2 Go
The Water Management Department has the Durham H2O 2 Go Hydration Station to help cut back on the use of
disposable water bottles. This amenity provides 8 water bottle filling stations and 8 drinking fountains. Advance
promotion of the filling station is required on festival promotion materials, and the sale or provision of bottled water is
prohibited. Access to a hose bib and electricity is required.
9 | FY2 7 Fe st iv als & Spe c ial E ve nts

To learn more about this sustainability effort and additional event
requirements, visit https://www.durhamnc.gov/3937/Durham-H2O-2-Go.
Phone: 919-560-4381 ext. 35248
Email: savewater@durhamnc.gov
Waste Wise Event Guide
This guide is a local resource for effective waste management at special events. Effective waste management can divert
a significant amount of waste, meaning that when materials are sorted properly, carbon emissions are reduced. It was
produced in 2024 by undergraduate students at Duke University participating in the Penny Pilgram George Women's
Leadership Initiative in partnership with Keep Durham Beautiful and the City of Durham.
https://www.keepdurhambeautiful.org/s/Durham-Waste-Wise-Event-Guide-June-2024.pdf
Networking and Community Resources
Discover Durham maintains an event calendar on their website that is helpful for both planning and promoting your
event. In addition, Discover Durham convenes a bi-monthly meeting of event planners known as the "Festivals
Roundtable", where event producers, venues and organizations share ideas, upcoming events and other resources. To
sign up for the Festivals Roundtable, please reach out to Genesis Defilippi at genesis@discoverdurham.com 919-680-
8311.
Visit Discover Durham's website at https://www.discoverdurham.com/
Event Calendar: Event Calendar. This link is specifically for large events so that you can plan accordingly.
Discover Durham Calendar: https://www.discoverdurham.com/events/submit/. This calendar includes all happenings in
Durham.
mailto:genesis@discoverdurham.com
Durham Next is a non-profit organization operated and managed by Discover Durham. Durham Next offers two grant
opportunities under the Community Investment Program. Accelerate: A Festival Collective offers up to $100,000 grants
per festival per year for 3-5 years along with wrap-around support such as business coaching and marketing support.
The Durham Next Impact Fund offers matching grants of $10,000 to $25,000 per event. Both grants focus on increasing
economic impact of Durham's events and festivals and strengthening Durham's festival and event ecosystem.
Check durhamnext.org/community-investment-program/ or email info@durhamnext.org for more information. These
grant opportunities' applications have closed.
10 | FY 27 Fe st iv als & Spe c ial Ev e nt s