City of Tacoma | District 4 Participatory Budgeting

Request for Proposal:
Youth Programming and Cultural Events

This FAQ provides essential details about the City of Tacoma Participatory Budget for Cultural and Youth Programming, administered by the Foundation for Tacoma Students (FFTS). Here you’ll find information on eligibility requirements, award amounts, selection criteria, and more.

Application Process
Application Review and Selection Process
Anticipated Deliverables for Receiving the Grant
Funding Disbursement
Contacts

Background

Participatory Budgeting is a community-driven process that empowers residents to decide how a portion of the city’s budget is allocated. In 2024, the City of Tacoma designated $1,000,000 for projects in District 4 (East Tacoma). From June to September 2024, residents voted on how these funds should be used, casting a total of 12,389 votes. The top priorities identified were cultural events and youth programming.

The Eastside Tacoma Community Leaders (ETCL) and Seeds of Peace will collaborate to select organizations and workgroups and will provide their final recommendations to FFTS. FFTS will then distribute the awards for youth out-of-school programming and cultural event programming based on these recommendations. FFTS and the City of Tacoma will support the community leaders in the selection process but will not make the decisions about who is funded.

To learn more about Participatory Budgeting with the City of Tacoma, please click here.

FFTS’s Role

FFTS serves as a technical and administrative partner to ensure a smooth and transparent grant process. While FFTS does not participate in selecting funded organizations, it facilitates an accessible and efficient application and funding process.

Key Responsibilities

Providing an Accessible and Efficient Grant Process

Hosting a dedicated website where organizations can access the Request for Proposals (RFP), applications, and resources.
Offering clear guidance on grant expectations, timelines, and reporting requirements.

Ensuring Timely and Accurate Payments

Processing funding disbursements efficiently. Managing compliance, reporting, and data tracking to ensure transparency and accountability.

Supporting Funded Organizations

Providing the tools for organizations to navigate administrative requirements.
Encouraging collaboration and knowledge-sharing among funded organizations to foster long-term impact.

Commitment to the Community

Transparency and Equity

Implementing a fair, community-led selection process. Prioritizing programs that reflect community values and needs.

Accountability and Timeliness

Ensuring prompt payments to prevent program delays.
Overseeing compliance, reporting, and impact measurement.

Community Engagement and Sustainability

Supporting grantees in planning for long-term sustainability beyond this one-time funding opportunity.

FFTS is honored to support this initiative and ensure that the participatory budgeting process results in meaningful, high-quality programming for East Tacoma.

Eligibility Requirements

Who Can Apply?

You can apply for funding if you are:

A non-profit organization with 501(c)(3) status
A community group working with a non-profit or LLC as a fiscal sponsor
A Neighborhood Business District or Neighborhood Council
A school or educational institution
A for-profit business planning a non-profit cultural event or youth program
A federally recognized tribe or Native non-profit

Location Requirements

Your organization must be based in East Tacoma (Council District 4), OR
Your program/event must take place in Council District 4.
You must demonstrate prior experience running youth programs or cultural events in District 4.

Questions about eligibility?
Email: budget@cityoftacoma.org
Call: (253) 227-9511

(Se habla español)

Funding Priorities

We seek organizations or groups of people dedicated to cultural events and diverse youth programming in Council District 4 (East Tacoma). Grassroots organizations and those with a history of providing impactful programming are encouraged to apply.

Programs must operate outside regular school hours, including weekends, and must:

Be open to the public
Comply with city, state, and federal youth program laws
Meeting licensing and insurance requirements, including staff training, background checks, and Sexual Abuse and Molestation insurance

Cultural Events

A cultural event is a gathering that celebrates, educates, or showcases a specific culture. Eligible events may include performances, educational activities, or community celebrations.Events must take place on a single day or consecutive days.

Youth Programming/Out-of-School Programs

Priority will be given to programs that:

✔ Serve youth ages 4-18 (pre-K to 12th grade)
✔ Are led by diverse staff representing East Tacoma
✔ Support youth of color and youth from low-income backgrounds

Middle and high school programs will be prioritized.

Can I apply for both Cultural Events and Youth Programming? Yes!

Cultural Events and Youth Programming are separate funding categories.
If applying for both, you must submit two separate applications.
You may receive funding for both if selected.

Funding Details

Awards will range from $50,000 to $80,000 per proposal.
Cultural Programming: 5-8 awards totaling $400,000.
- You may request a total amount of $50,000-$80,000 for cultural events.
- This one time funding must sustain three years of cultural programming.
Youth Programming: 5-8 awards totaling $400,000.
- Funding for youth programming is for one year due to higher costs associated with insurance and liability.

Application Process

How can I apply?

Written or audio/video responses are accepted.
You can save and resume your application at any time.
A copy of the responses will be emailed to the primary contact.

Key Dates

Application Opens: Friday, February 21, 2025

Application Workshops & Support: February 24 – March 23
Application Deadline: Tuesday, April 1 at 11:59 PM.
Scoring Period: April 4 – April 6
Notification of Funding: Wednesday, April 30
Contracts Issued (Youth and Cultural Events): June – August 2025

For application support, please email both of these addresses:

We will respond within two business days. If you don’t hear back, please call (253) 227-9511. (Se habla español.)

Application Review and Selection Process

A review panel made up of Eastside Community Leadership Team members and Seeds of Peace will evaluate all applications and determine funding allocations. Once the panel finalizes its recommendations, staff from Tacoma’s Participatory Budgeting program and FFTS will notify applicants of their awards.

What Happens if You Are Selected?

If your cultural event or youth program is funded, you will need to:

Submit a second-phase proposal through the same portal. This proposal will confirm details such as the event location, programming site, and verification of required insurance. FFTS staff will assist with any information needed to finalize your application and reports.
Adhere to program deadlines, rules, and expectations.
Execute the event or program as described in your proposal.
Invoice FFTS for payment.
Submit an annual final report detailing the outcomes of your event or program.

Anticipated Deliverables for Receiving the Grant

As part of this partnership, FFTS is responsible for the following:

Biannual Reports

Number of contracted agencies for both youth programming and cultural events.
Demographics of participants (duplicated and unduplicated) for youth programs.
Total attendees for each cultural event.

Program Implementation Oversight

Timelines and work phases for cultural events and youth programs.
Event production and documentation,including final reports and updated project budgets.
Execution of Memorandums of Understanding (MOUs) between FFTS and participating organizations (or their fiscal agencies) as well as capacity-building organizations.

Stakeholder Engagement & Compliance

Review of unspent funding with a preference for reallocating them to cultural events and youth programming.
Agreeing on necessary adjustments before implementing additional contracts.

Funding Disbursement

Awards will be distributed in two installments:

The first 50% will be provided at the start of the program to support initial implementation.
The remaining 50% will be disbursed after program is completed and all required reports, data, and invoices have been submitted accurately and on time.

Who should I contact if I have questions?

Please allow 24–48 hours for a response, as this role is not a full-time position.

General Inquiries: For additional information, please email both:

communityengagement@graduatetacoma.org | budget@cityoftacoma.org

We aim to respond within two business days. If you don’t hear back, please call (253) 227-9511. (Se habla español.)