Rental Policies
These policies define the process and considerations for every rental inquiry that comes into The 418 Project.
Event Consideration Process
When an event rental is considered, these are the considerations that determine if the event proceeds to a contract.
First Considerations
- Space Availability
- Staff Availability
- Sound Constraints
- Legality
- Potential Impact on Other Spaces
Event Specific Considerations
- Alcohol / Concessions
- Privacy Needs
- Outside Staffing
- Ticketing
What events do we outright deny?
- Events meant to deceive, trick, or otherwise mislead the community
- Events centered on hate or negativity
- Events specifically isolating or denying certain groups
Guideline for On-Mission Determination
501(c)(3) or Similar Not-For-Profit Organizations
These organizations don't require additional consideration.
For-Profit Organizations
Requirements (two required)
-
Non-harmful Participation Criteria
Defined as having open admission to participation in the event production.
Events may still have a tryout process that is based on equitable factors such as performance ability.
Exception of safe space support events. - Some Form of Sponsored Ticket Sales
- Financial Transparency
Disqualifications
- Events intended to sell a product or service
- Events promoting a specific political stance or person
Mission Forward Rental Incentives
Discounted Rental Rates
For qualifying mission-forward organizations
Additional Event Support
- Guidance and Mentorship
- Additional Advertising
Discounts Based on Number of Dates
Sliding Scale Discounts Based on Ticket Sales
If a renter is willing to be completely transparent with their finances, they unlock a sliding scale discount on rent and tech.
Before the Event
The renter must share a working budget showing their costs, expected earnings, and break-even point. The sliding scale will then be set ensuring that payouts follow this order:
- Artists and performers
- Tech and equipment rentals
- Venue rental up to the normal rate
- Profit for the renter
After the Event
The renter must share a verifiably accurate accounting of their income. Examples of verifiable means include:
- • Giving direct access to Eventbrite or other ticketing platforms
- • Providing an anonymized complete report of tickets sold
- • Using our in-house attendance system to track guests
Note: This report will be evaluated for accuracy by our staff. If the report is deemed inaccurate, a fix will be requested. If the staff finds that a renter is not capable of being honest and transparent after requesting fixes, they will have the ability to ban the renter from receiving any sliding scale discounts in the future.
Non-Monetary Events
In order to be classified as Non-Monetary, it must be a Mission Forward Event that:
- Does not sell tickets or any other form of registration
- Allows free entry from the public
Benefit: Events in this category qualify to have rental costs and the basic tech package waived.
Events in this category work by application and there may be a waitlist associated with processing these applications.
Sexual Harassment Policies
At The 418 Project, we are committed to creating a safe, respectful, and empowering environment for everyone—whether you’re a performer, volunteer, staff member, or visitor. This policy outlines how we expect people to treat each other and how we respond when boundaries are crossed, especially around sexual harassment, misconduct, and consent.
Core Principles
Affirmative Consent Is Required
Consent means a clear, enthusiastic, and ongoing “yes.” It’s not just the absence of a “no”; it’s the presence of a clear affirmation.
- All physical contact—like hugs, touches, or dancing—and any verbal communication of a sexual or personal nature requires asking first and receiving an authentic and enthusiastic yes.
- If you sense hesitation, discomfort, or uncertainty, pause and give space. No one should feel pressured or rushed.
- People must have time and space to explore their authentic feelings without pressure or coercion.
Characteristics of affirmative consent:
- Freely Given: Consent is offered without pressure, manipulation, threats, or intoxication.
- Informed:Everyone knows what they’re consenting to, and all relevant information.
- Reversible:Anyone can change their mind at any time, even if the interaction has already begun.
- Specific:Saying yes to one act doesn’t mean saying yes to everything.
- Evident:The affirmation is apparent, not passive.
In practice, affirmative consent looks like shared curiosity, clear communication, mutual respect, & ongoing check-ins. It’s a state of attunement where everyone involved feels empowered, safe, & respected.
Incident Management Team
This team is responsible for overseeing and managing the policies around gathering of incident reports and handling them individually. The team consists of a mix of staff, board, and qualified community members elected by staff. The team will have a minimum of 5 members and only a majority need to be present to meet and vote on the severity of an occurrence and appropriate actions.
Definitions of Sexual Misconduct & Harassment
The State of California Civil Rights Department defines sexual harassment as a form of discrimination based on sex/gender (including pregnancy, childbirth, or related medical conditions), gender identity, gender expression, or sexual orientation. Individuals of any gender can be the target of sexual harassment. Unlawful sexual harassment does not have to be motivated by sexual desire. Sexual harassment may involve harassment of a person of the same gender as the harasser, regardless of either person’s sexual orientation or gender identity.
Sexual misconduct includes, but is not limited to:
- • Any unwanted physical contact or touching.
- • Sexual comments, jokes, gestures, or advances that make someone uncomfortable.
- • Sending sexual messages or images without consent.
- • Any sexual activity without ongoing, enthusiastic consent.
- • Harassment can occur in person, online, through phone communication, or social media.
Reporting Process
If you experience or witness sexual
harassment or misconduct, report it as soon as possible to ensure safety, timely resolution,
and harmonious experiences at the 418.
Reports can be verbal or written. The 418 staff member who receives the complaint
will create an incident report.
Reporting Options:
- • Fill out one of our three online reporting channels
- • Reach out directly to any 418 staff member
- • Email community@the418project.org
- • Email ed@the418project.org
- • Email incident-team@the418project.org
Consequences for Violations
The severity of the violation will be determined by the Incident Management Team based on factors such as, but not limited to: legal severity, patterns of behavior, repeated incidents, and/or number of affected parties. Considerations and outcomes of a misconduct investigation include but are not limited to the following:
“Yellow” Offense:
- • Delivery and signature of 418 Sexual Misconduct Policy document to ensure understanding and compliance
- • Verbal or written warning, including behavioral agreements and accountability assessment
- • Optional participation in an educational workshop on consent and communication
- • Up to 3-month suspension from the building and/or 418-hosted events for repeated or more serious issues
“Orange” Offense:
Consequences may include those from the list above, as well as:
- • Up to 6-month suspension from the building and/or 418-hosted events
- • Mandatory restorative justice or behavior program approved by incident management team
- • Loss of 418 Project performer/participant privileges during suspension
- • Third party mediation may be used for investigative or mediation purposes
- • Potential immediate cessation of creative team contracts and removal from productions
Red Offense:
Consequences may include those from the list above, as well as:
- • Up to one-year suspension or permanent ban from the building and/or 418-hosted events, depending on severity
- • Required participation in extended consent and accountability programs to return
Legal Involvement
If the case involves criminal or civil investigation, it is mandatory that all parties, including The 418 Project, fully cooperate with law enforcement.
Mitigation, Mediation & Accountability
Our Incident Management Team reviews all cases involving disputed consent, boundary misunderstandings, or interpersonal conflicts related to physical or verbal boundaries. Once the Incident Management Team designates a consequence level and next steps, a designated representative may meet with the accused and deliver an initial plan and accountability assessment. They may:
- • Facilitate restorative practices.
- • Support dialogue between parties.
- • Help re-establish boundaries.
- • Create a provisional re-entry plan based on an accountability assessment.
If the person fails the accountability assessment or pushes back on the plan in any way, consequences will revert to include the appropriate suspension, and the case will be immediately referred to a third party for mediation. In the case that further mediation is required, The 418 Project may enlist the services of a third party specifically trained in mediation.
