Title
Consider approving Resolution No. 2025-186 authorizing the City to apply for and administer grant funding through the Texas Governor's Event Trust Fund Program and to enter into an Event Support Agreement with Pickleball Intermediate, LLC, doing business as United Pickleball Association, in the amount of $696,802; and take appropriate action.
Body
REQUESTOR:
Economic Development and Tourism Department
BACKGROUND:
Pickleball Intermediate, LLC, a Delaware limited liability company, doing business as the United Pickleball Association ("UPA"), will host the 2025 UPA Pickleball World Championships at Brookhaven Country Club in Farmers Branch from October 31 through November 9, 2025.
The City of Farmers Branch applied for support through the Texas Governor's Event Trust Fund Program, which provides state funding assistance for communities that host major tourism-driving events. As an endorsing municipality, the City must provide a local match to leverage the State's funds.
In 2024, the City contributed $52,500 to support this event, which helped offset public safety costs and shuttle services connecting area hotels to the venue.
DISCUSSION:
The City has entered into an Event Support Agreement with UPA, which establishes obligations for both parties:
UPA Commitments
- Host the World Championships at Brookhaven Country Club from October 31-November 9, 2025.
- Cover all event-related expenses, including venue rental, operations, staffing, marketing, production, permitting, installation, and tear down.
- Provide and fund shuttle service to hotels and parking areas, along with required signage and traffic management staff.
- Reimburse the City for certified police and fire personnel assigned to the event.
- Provide an on-site command post staffed by both City and UPA representatives for safety and coordination.
- Hold at least one resident meeting (September 25, 2025) to share public information about the event.
- Deliver detailed attendance and economic impact data, as well as proof of expenses, by established deadlines.
- Provide sponsorship benefits to the City, including:
o Placement of the City logo at the championship court and key areas;
o Display of a City promotional video during the event;
o A 25% ticket discount for Farmers Branch residents, available online at DiscoverFarmersBranch.com/Pickleball or at the gate with proof of residency.
City Commitments
- Provide financial support for the event in the form of a performance-based Host Fee, funded from the Hotel Occupancy Tax Fund.
- Payment of the Host Fee will be based on performance standards, tied to average attendance on primary event days. Attendance thresholds range from $695,000 (7,000+ daily average) down to $0 (below 3,499).
- Apply for and administer any funds awarded through the Texas Event Trust Fund Program.
This performance-based structure ensures that the City's investment is tied directly to UPA's ability to deliver on attendance, economic impact, and community engagement.
FISCAL IMPACT:
The City's maximum financial obligation is $695,000, funded through the Hotel Occupancy Tax Fund. Of this, up to $600,691 is expected to be reimbursed through the Texas Event Trust Fund, resulting in a net City match of up to $96,111.
Explaining the numbers:
- Maximum Host Fee (contract cap): $695,000
- State Reimbursement (Texas Event Trust Fund): up to $600,691
- Net City Match (local obligation): up to $96,111
- Cumulative maximum pool (City + State): $696,802
Funding for the City's match will come from the Hotel Occupancy Tax Fund.
DISTRICT:
District 5
POSSIBLE COUNCIL ACTION:
1. I move to approve Resolution No. 2025-186 as presented.
2. I move to approve Resolution No. 2025-186 with modifications.
3. I move to table the issue for further study or take no action.
ATTACHMENT(S):
1. Resolution No. 2025-186
2. Event Support Agreement
3. Sponsorship Terms