Because meets are increasingly being held in pay-to-use facilities, organizers may feel a need to charge admission at the door, and/or prior to the meet to assure that costs are covered. Additionally, other methods of covering costs may be instituted, which also fall under these rules:
- If a meet organizer elects to charge a fixed or minimum admission, the specific details should be discussed with Jude prior to those conditions being posted.
- The nature of that discussion may involve the following:
- If a meet is to be promoted on Head-Fi that will involve a fixed or minimum admission fee (whether charged in advance and/or at the door), then the funds must be accounted for in detail within the Meet Impressions thread (or in the original organization thread for that meet, in the event that no Meet Impressions thread is posted for that meet). This also applies to meets where raffles are conducted--or donations solicited--whether or not the meet involves a fixed minimum admission fee (whether charged in advance and/or at the door). This serves two purposes:
- To detail any shortfall, so that attendees and/or others might help cover the shortage.
- To detail any profit, so that attendees know how their money was spent, and/or is going to be spent.
- If a meet is to be promoted on Head-Fi that will involve a fixed or minimum admission fee (whether charged in advance and/or at the door), then the funds must be accounted for in detail within the Meet Impressions thread (or in the original organization thread for that meet, in the event that no Meet Impressions thread is posted for that meet). This also applies to meets where raffles are conducted--or donations solicited--whether or not the meet involves a fixed minimum admission fee (whether charged in advance and/or at the door). This serves two purposes:
- Any profit (overage) must be disbursed by the organizer within 14 days after the meet concludes, and how it will be disbursed is something that should be discussed in advance with Jude. Some possible options for disbursement include (but are not necessarily limited to):
- Returning overages to the attendees in amounts proportionate to their contributions (assuming that attendees did not all contribute/pay the same amount).
- Sending the overages to Head-Fi.org, to be used to help pay for the operational costs of running the site.
- Contributing the overages to an established 501(c)(3) charity, to be decided on by the organizer and Jude, and/or by vote of the attendees who paid/contributed to attend the meet.
- If you do wish to charge admission and/or a minimum contribution/fee to attend the meet, and you do not agree to the above conditions, then you can not promote that meet at Head-Fi.org.
- Head-Fi.org reserves the right to refuse the promotion of any meet on Head-Fi.org for any reason.
