River Falls council weighs formal policy, fees for special events

River Falls City Council workshop members discussed whether to formalize the city’s approach to special events, including a standardized application, clearer roles for staff and organizers, and options for partial cost recovery.

Staff framed the conversation around three existing reference points: a city assistance and resource policy adopted in February 2006, a 2018 staff practice that created a special-event application, and a 2025 special-events review committee that is coordinating interdepartmental review. Scott, a city staff member leading the presentation, said the intent was to secure “clarity in roles and responsibilities” and improve transparency and consistency for event organizers.

Why it matters: Council members and staff described special events as part of River Falls’s civic and economic identity — items such as River Falls Days, Bacon Bash and RiverDazzle were cited as examples — while also noting that increasing event volume raises questions about staff time, public-safety resources and fair treatment of organizers. Staff estimated the city’s direct annual costs tied to events could reach about $250,000 and said indirect costs (untracked staff time and overhead) are not fully measured.

Key discussion points

- Application and classification: Council members broadly supported creating a standardized application and a tiered classification of events so staff and organizers know when a simple permit is sufficient and when a higher level of review is needed. Several council members asked for the application to capture event audience and estimated attendance so the city can better assess impacts.

- Cost recovery and room tax: Staff outlined options for recovering costs, including itemized fees for barricades, picnic tables, police reserves and other services. Staff noted the city currently transfers portions of room-tax revenue to the Chamber of Commerce (the city’s tourism entity under the 2015 room-tax law) and reported about $56,000 in room-tax receipts in 2024 that the council could allocate differently. A council member noted Wisconsin law allows higher room-tax rates in some cases (the presenter referenced an 8% statutory cap as a statewide comparison); River Falls’ current local room-tax rate was discussed at 6% in the meeting.

- Police reserves and public safety: Council members and staff agreed public-safety staffing levels should be determined by the police chief. At present, the city has absorbed the direct cost of police coverage for major events; staff and the police chief have debated charging event organizers for reserves but expressed concern that a rigid fee structure could discourage organizers from notifying the city and hamper coordination.

- Nonprofit carve-outs and sponsorship: Several council members said the city should consider reduced fees or carve-outs for nonprofit organizations and for events the council or city wants to actively sponsor. Staff also described options for a grant or sponsorship program whereby the council could fund events directly or subsidize specific categories of events.

What the council directed (next steps)

- Staff was asked to continue developing the framework and to return with draft application materials, a proposed fee/menu for recoverable services and policy language that reflects council preferences on event classification, nonprofit exemptions and when council review is required for street closures and open-container permits.

- Council members requested better data from event organizers and partners (the Chamber, downtown business leaders and nonprofits) on volunteer hours, estimated attendance, local revenues generated by events and the effort organizers bring to events.

No formal vote was taken during the workshop; the session ended with staff agreeing to prepare draft policy documents for future council consideration.