New Regulations for Revenue-Generating Facility Rentals

Effective Date: January 1, 2026

1. Purpose

The purpose of this framework is to ensure large, revenue-generating events utilizing district facilities contribute appropriately to the district’s operational costs, staffing needs, and the long-term sustainability of district spaces and infrastructure by applying an additional fee based on revenue generated. This structure also increases equity and transparency in pricing for event organizers while preserving community access to district facilities.

2. Applicability

This framework applies to rental events or programs projecting revenue exceeding $3,000 through ticket sales, admissions, registration fees, vendor booth fees, merchandise sales, concessions, or similar income streams.

This structure does not apply to charitable events and organizations. However, the district retains the right to evaluate all rental programming to determine applicability, ensure fair use of facilities, and align with operational priorities.

3. Base Fees and Pass-Through Costs

All rental programs subject to this framework are responsible for base facility charges that cover utilities, standard wear-and-tear, and administrative processes. Additional pass-through expenses are required for staffing and equipment use. The following costs are not included in the revenue-sharing calculation and will be billed in accordance with our standard Facility Use Fee Structure:

• Facility rental base fees
• Technicians (sound, lighting, scoreboard, audiovisual)
• Facility supervision and custodial staffing
• Equipment setup and teardown requiring district personnel

These charges ensure the district’s direct costs are recovered regardless of event revenue.

4. Revenue-Based Fee Structure

In addition to base fees and pass-through costs, all qualifying revenue-generating rental programs will remit a percentage of net revenue to the district according to the following tiers:

Net revenue is defined as total event income after expenses. Revenue includes, but is not limited to, admissions, registration, vendor fees, sponsorships tied to facility use, and merchandise sales.

5. Procedure and Documentation Requirements

Rental organizations subject to this framework must agree to the following conditions prior to issuance of a rental reservation:

A. Pre-Event Requirements

• Submission of an estimated net revenue statement for the event or program.
• Disclosure of anticipated attendance and all revenue-generating components (ticketing, booths, merchandise, concessions, sponsorships, etc.).

B. Post-Event Requirements

• Submission of total ticketing and/or registration data, total revenue and itemized revenue sources, and detailed expenses within 5 business days.
• If appropriate documentation cannot be provided, the additional amount owed may be determined by estimating gross revenue minus district-applied facility rental base fees and passthrough costs.

C. Verification and Audit Rights

The district reserves the right to:

• Request supporting financial documentation to verify submitted revenue and expense reports.
• Conduct audits in cases where discrepancies, missing information, or inconsistent reporting are identified.

Failure to comply with documentation requirements may result in delayed invoicing, additional fees, or restrictions on future facility use.