Athletics

A booster club is an independent parent/community organization formed to support an Eagan High School team or activity through volunteering time, raising money, and providing encouragement and recognition—all to help recognize, promote, and support school activities. District 196 encourages booster organizations that promote a positive relationship between the school and the community, and we appreciate the positive contributions boosters provide to Eagan High School programs.

Booster clubs may raise money in ways like printing promotional items (programs/schedules), supporting program needs through fundraising, and organizing team/community events (banquets, pre/post-event meals, seasonal social events). These activities should always “boost” the program without becoming part of how the program is administered.

Boosters are not Youth Athletic Associations. Booster clubs support the mission, vision, and programs of District 196 and Eagan High School—but they remain separate organizations with their own board and financial records, independent from the school/district.

Booster clubs should

Support the programs that Eagan High School and District 196 offer through positive involvement, volunteering, recognition, and approved fundraising.

Booster clubs should not

Engage in the administration of any athletic or activity program (examples: coaching decisions, team selection, playing time, eligibility decisions, program management). Booster clubs also should not blur the line between boosters and the school—booster organizations must remain separate, with their own governance and records.

Policy and reference links

• 801.3AR – Booster Clubs and Booster Organizations: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• 604 – Cocurricular Student Activities: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/604-cocurricular-student-activities

Booster clubs exist to enthusiastically promote and support Eagan High School activities, athletics, and arts programs by organizing volunteers and raising funds through donations, community events, fundraisers, sponsorships, and/or memberships—while remaining a separate organization from the school and District 196.

Paid memberships are not a compulsory part of booster club participation. Membership may be encouraged, but fees must remain voluntary, not mandatory—and no family should feel obligated to pay dues or “buy in” to support the program.

Booster clubs may offer paid memberships, ask for dues, and/or other financial contributions, but they must always be optional. If a student’s parents/guardians are unable or unwilling to become a booster member or pay membership dues, they are not excluded from any benefit the booster club provides. As a guiding principle, booster spending should benefit the program as a whole, not only those who paid. (If your booster club is organized as a 501(c)(3), this “no private benefit / no pay-to-play” approach is essential to operating as a charitable organization.)

District 196 also requires clear “separation and transparency” practices: booster clubs must have their own governing board and records, keep booster funds separate from district and student activity funds, and may not use the district’s tax identification number or tax-exempt status.

Because booster fundraising is often done publicly using the school’s identity, District 196 requires that any fundraising using the school’s name/mascot/logo be done with the principal’s permission, and any fundraising “in the name of the school” must be approved by the principal/designee (and coordinated with district distribution rules when you’re sending information to students/families).

If a booster club adopts a pay-to-play membership model (where only paying families receive benefits) or otherwise operates in a way that conflicts with these expectations, the school may discontinue approval/recognition of the booster relationship.

Booster clubs should

Use financial transparency to help families understand what optional membership/dues support, and how booster support improves the student experience—while keeping the club’s governance and finances clearly separate from the school/district.

Booster clubs should not

Require membership or dues, limit benefits to only paying members, or pressure families to feel obligated to pay. Booster clubs also should not fundraise “in the name of the school” or use school branding without principal approval.

Policy and reference links

• 801.3AR – Booster Clubs and Booster Organizations: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• 604 – Cocurricular Student Activities: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/604-cocurricular-student-activities

Booster clubs exist to enthusiastically support Eagan High School activities, athletics, and arts programs by organizing volunteers and raising funds through donations, community events, fundraisers, sponsorships, and/or memberships—while remaining a separate organization from the school and District 196. (District 196 – Booster Clubs & Booster Organizations)

Volunteer service is highly valued—but mandatory volunteer hours are not required to participate in or benefit from the program. Volunteer hours may be encouraged; they should not be treated like a requirement, a fee, or a condition for students to receive benefits.

No booster club should collect money up front and “return it” only after volunteer hours are completed. That structure functions like a penalty/fee system and creates inequity. Likewise, no booster club should require volunteer hours or withhold program benefits because a family did not volunteer.

Booster clubs may offer volunteer opportunities for parents, families, and community members. Volunteers are the lifeblood of booster clubs, and booster leadership should focus on making volunteering clear, meaningful, and welcoming.

As a practical guardrail (and especially if your booster is a 501(c)(3)), booster spending and benefits should support the program as a whole, not only a select few.

Booster clubs should

• Create volunteer opportunities that match the skills and availability of your stakeholders.
• Explain how the volunteer activity supports the student experience and program goals.
• Invite non-parents/community members to volunteer when appropriate.
• Make volunteering easy to understand (roles, time, training, point-of-contact).

Booster clubs should not

• Require mandatory volunteering.
• Collect money up front and return it only after volunteer hours are completed.
• Withhold benefits from students because a parent/guardian did not volunteer.

Policy and reference links

• 801.3AR – Booster Clubs and Booster Organizations: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• 604 – Cocurricular Student Activities: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/604-cocurricular-student-activities

Open and transparent communication between boosters, coaches/advisors, and the Eagan High School Activities Director is essential. Set a consistent, predictable way for the head coach/advisor to provide input (for example: a standing agenda item, a monthly check-in, or a written request process). It’s in everyone’s best interest to formalize communication around fundraising decisions, budget creation, planning, and implementation—using things like published meeting minutes, clear financial reporting, and a stable annual budget.

Effective booster organizations operate collaboratively. Boosters are not subordinate to district staff, and boosters must stay aware of—and compliant with—District 196 policies and school operations. Booster clubs are associations/legal entities separate from the district, with their own governance and records. Coaches/advisors may submit needs and budget items during planning, but boosters are not obligated to fulfill funding requests.

The district (and the school) is also under no obligation to accept donations from boosters. In most situations, when communication is strong and everyone is focused on students’ best interests, donations are accepted, and purchases are coordinated smoothly through the appropriate school channels.

Programs, promotions, and advertising materials should align with District values and processes and should be reviewed/approved through the EHS Activities Office before they are published or sold. If you’re communicating to students/families through school distribution channels, follow District rules for distributing materials. If you’re selling ads/sponsorship placement to reach students/families, follow District advertising rules.

If your booster club maintains a website or social media, it should not function as the team’s “official” communication source. The “official” source of team/activity communication is Eagan High School; the “official” source of booster business (meetings, fundraising, volunteer needs) is the booster club. The best practice is to coordinate content with the Activities Director so school-facing updates live where families expect them. (EHS Activities page: https://ehs.district196.org/athletics)

Booster clubs should

• Meet with the Activities Director and head coach/advisor to align on communication tools and expectations.
• Practice open, transparent communication—share key decisions, meeting minutes, and high-level financial summaries.
• Coordinate programs/promotions with the Activities Office and follow District rules for distribution and advertising.

Booster clubs should not

• Build websites/social pages that present as the team’s “official” communication channel or imply the booster club speaks for the school.
• Produce programs, sell ads/sponsorship placements, or publish promotional materials without coordinating with the head coach/advisor and Activities Director and without following District distribution/advertising rules.

Policy and reference links

• Booster Clubs and Booster Organizations (801.3AR): https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• Cocurricular Student Activities (604): https://www.district196.org/about/districtpolicies/policy/~board/policies/post/604-cocurricular-student-activities
• Distribution of Materials & Information (801.6AR): https://www.district196.org/about/districtpolicies/policy/~board/policies/post/8016ar-distribution-of-materials-and-information-to-students-and-families
• Advertising (801.6.2AR): https://www.district196.org/about/districtpolicies/policy/~board/policies/post/80162ar-advertising

Booster Clubs should create an annual budget at the beginning of the fiscal/organizational year. Make a plan to stick to the budget and keep everyone on the same page. Share the annual budget with the Eagan High School Activities Director at your preseason meeting so expectations are clear and aligned with school operations.

Create a budget timeline and hold a budget meeting early in the year to explain the budget and gain membership approval. Determine a clear request cycle and approval process for all spending requests. Coaches/advisors may submit needs and budget items during planning, but boosters are separate legal organizations and are not obligated to fulfill funding requests.

Plan fundraising activities early so they are part of budget planning. Effective boosters remain consistent with their budget for the duration of the budget cycle; coaches/advisors should not expect frequent spending outside the pre-approved budget.

Organized, detailed books provide the financial foundation for your organization. Consistent, accurate records make annual reporting and tax filings easier, establish accountability with members and the public, and preserve important history for new leaders. District 196’s expectation is that booster organizations maintain their own governance and financial records, separate from the district and student activity funds.

It is essential that boosters handle booster funds, and coaches/advisors handle school/district funds—do not mix them. Booster club funds must be collected and maintained by the booster club and kept separate from district funds and student activity funds.

Writing checks: If the booster club is collecting for a fundraiser or selling items, checks should be written to the booster club, not to coaches/advisors, Eagan High School, or individuals.

Collection of funds: Best practice is to collect monies through organized booster processes (and approved school processes where applicable), not at a coach/advisor’s home.

Credit/debit cards: Coaches/advisors should not use booster club credit/debit cards to make purchases. Keep spending authority and documentation inside booster controls and approval processes.

Booster clubs should

• Create a budget and stick to it.
• Make sure the head coach/advisor has input into the annual budget so purchases support the program’s vision.
• Share the annual booster budget with the Activities Director.
• Maintain organized records and keep booster finances separate from school/district funds.

Booster clubs should not

• Allow coaches/advisors to use booster club credit/debit cards.
• Collect money at a coach/advisor’s house.
• Have checks written to individuals (or to the school) for booster fundraising.

Policy and reference links

• 801.3AR – Booster Clubs and Booster Organizations: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• 604 – Cocurricular Student Activities: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/604-cocurricular-student-activities

A booster club’s fundraiser and a coach/advisor’s fundraiser should be kept separate. If boosters organize a fundraiser, the booster club is responsible for its own communication and money-handling. If a coach/advisor runs a school/program fundraiser, the coach/advisor (through school processes) is responsible for that fundraiser and those funds. Good practice is making sure both sides are aware of each other’s plans so your budget is built on sound numbers.

It is the philosophy of the Eagan School Activities Office that fundraising should be purpose-driven. District guidance on school-related fundraising emphasizes that fundraisers should be tied to student welfare/services/activities and approved appropriately—so booster clubs should avoid fundraising “just because we always do,” or creating unnecessary impacts on local businesses.

Ideally, coaches/advisors and booster clubs establish fundraising practices that complement each other. If you plan a raffle (or other charitable gambling), Minnesota requires the appropriate permit/licensing through the Minnesota Gambling Control Board—raffles are lawful gambling and are regulated.

Participation guardrail: a student’s membership, role, playing time, or participation in an activity is not conditioned on family fundraising. Keep incentives and “rewards” in line with Minnesota State High School League (MSHSL) eligibility expectations (for example, students may not accept cash in any amount or merchandise valued over $100 for participating in a sport).

Process (All Booster Clubs – District 196 / Eagan HS) If your fundraiser is done in the name of the school, it must be approved by the principal/designee, and use of the school name/mascot/logo requires the principal’s permission. If you want the school to distribute information to students/families, you must follow District distribution rules.

Programs, sponsor ads, banners, and promotional materials programs/calendars/websites may include paid advertising only with advance approval from the principal/designee, and district/school names/facilities/students cannot be used for advertising except as allowed by the advertising regulation. If you want to recognize sponsors via ads, banners, posters, or programs, coordinate with the Activities Office and obtain the required approvals before you sell or display anything.

Booster clubs should

• Practice coordination: share planned fundraisers with the coach/advisor and Activities Director early so budgets and calendars stay aligned.
• Ensure every school-named fundraiser is approved and uses school branding only with permission.
• If doing raffles/charitable gambling, secure the proper Minnesota permits and follow state requirements.
• Check MSHSL eligibility limits before offering any student incentives, awards, or “fundraiser prizes.”
• Use advertising/sponsorship approvals before selling ads or displaying sponsor recognition.

Booster clubs should not

• Run fundraisers “in the school’s name” without principal/designee approval or use school branding without permission.
• Use school distribution channels for booster materials unless allowed under District distribution rules.
• Offer raffles/charitable gambling without the appropriate Minnesota permits.
• Offer incentives that could jeopardize eligibility (e.g., cash or over-limit merchandise tied to participation in a sport).

Policy and reference links

• District 196 – 801.3AR Booster Clubs and Booster Organizations: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• District 196 – 801.6AR Distribution of Materials and Information to Students and Families: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/8016ar-distribution-of-materials-and-information-to-students-and-families
• District 196 – 801.6.2AR Advertising: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/80162ar-advertising
• MN Gambling Control Board – Nonprofits and Permits / Exempt Permits (raffles)
• https://mn.gov/gcb/licenses-permits/requirements/nonprofits-and-permits.jsp
• https://mn.gov/gcb/licenses-permits/permits/exempt-permit.jsp
• MSHSL Eligibility Brochure (award/cash limits)·      https://mn50000757.schoolwires.net/site/handlers/filedownload.ashx?FileName=MSHSL+Eligibility+Brochure+-+MCW.pdf&dataid=371&moduleinstanceid=196

Per District 196 Gift Policy (703.5.1AR – Gifts), the School Board may accept gifts for the benefit of the district, and the Board decides whether to accept or reject a gift and any conditions attached to it. Gifts are accepted by Board resolution approved by two-thirds of the Board.

Booster clubs may make financial donations to Eagan High School programs, but those donations must follow District-approved procedures. In general, booster clubs should not make purchases “on behalf of” the District; instead, boosters donate funds through the proper process so the District/school can make purchases through its own systems.

When making a donation, booster clubs must follow the District donation process (and complete any required district forms). For gifts valued at $500 or more, District 196 uses a specific procedure/form (703.5.1.1P – Gifts Valued at $500 or More). Donations under $500 may follow other district-level acceptance steps (as directed by the Activities Office).

Eligibility reminder: booster funds may not be used to pay for a student’s participation on a non-school team or for non-school camps/clinics in ways that violate Minnesota State High School League (MSHSL) rules (Bylaw 203.00). MSHSL guidance for non-school camps/clinics states participation fees must be paid by the student/parent/guardian unless other arrangements are approved by the League’s Board of Directors.

Booster clubs should

• Follow District 196 procedures when making donations to the school/district.
• Consider the impact a donation could have on student eligibility under MSHSL rules.
• Make donations that benefit the program as a whole (not individual students).

Booster clubs should not

• Make purchases on behalf of the District or bypass district procedures.
• Use booster money to cover non-school participation/camps in a way that conflicts with MSHSL rules.
• Attach conditions to gifts that would conflict with district interests or processes (the Board may reject gifts with conditions).

Policy and reference links

• 703.5.1AR – Gifts: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/70351ar-gifts
• 801.3AR – Booster Clubs and Booster Organizations (Donations section): https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• 703.5.1.1P – Gifts Valued at $500 or More: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/703511p-gifts-valued-at-500-or-more
• MSHSL Handbook - Bylaw 203.00 

Booster Clubs may use a variety of advertising to promote their organization and booster activities to raise funds. Any advertising planned for District 196 venues (programs, banners, posters, signage, etc.) must comply with District policy and be approved through the Eagan High School Activities Office before you promise placement to a sponsor. District advertising is governed by Administrative Regulation 801.6.2AR (Advertising), and use of district facilities is governed by 801.5AR (Community Use of District Facilities).

At Eagan HS, this means: if your booster club wants to sell ads in printed programs, recognize sponsors with banners/posters, or place signage at events/facilities, you should coordinate with the Activities Director (or designee) for review and approval before printing or displaying anything. The school reserves the right to deny or remove advertising that wasn’t approved or doesn’t align with district values and rules.

Student-athletes and NIL: be careful about using students (names/images) in advertising. The Minnesota State High School League (MSHSL) has NIL rules, including prohibitions on certain categories (e.g., gambling, alcohol, tobacco, drugs, weapons, adult products) and restrictions such as not using school/MSHSL logos in NIL activities.

Booster clubs should

• Seek District/EHS approval before promising a sponsor any advertising placement in district venues.
• Use a planned advertising approach that supports your budget goals without over-soliciting the same local businesses.
• Coordinate ads/programs/banners with the Activities Director so placement, timing, and content align with district expectations.

Booster clubs should not

• Hang banners, posters, or sponsorship materials in District facilities without prior approval.
• Use student-athletes in advertising in a way that conflicts with MSHSL NIL restrictions (including prohibited categories and logo limits).

Policy and reference links

• 801.6.2AR – Advertising: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/80162ar-advertising
• 801.5AR – Community Use of District Facilities: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/8015ar-community-use-of-district-facilities

Equipment (or other materials that will be owned by District 196)

When booster funds are used for equipment/supplies that will be used by an Eagan High School program, the purchase must be handled through school/district processes—not purchased independently by boosters. Booster clubs are separate organizations and all donations to a school or the district must go through district-approved procedures.

Once equipment is purchased through district processes using donated funds, it becomes district property. District 196’s Student Activity Accounts guidance is explicit that equipment purchases funded through activity accounts become the property of the district, and for larger equipment purchases (noted at $2,500 and greater in the manual), the funds must be gifted to the district and the district completes the purchase consistent with contracting rules.

How the process should work (Eagan HS / District 196): After the head coach/advisor and the Activities Director approve an equipment need, the booster club donates funds through the district’s gift/donation process, and the school/district completes the purchase order and purchasing steps. All donations are subject to district acceptance rules (the School Board determines whether to accept gifts and any conditions).

Important guardrails:

Booster clubs should not order equipment directly or ship items to a person’s home. Keep shipping and receiving through a district address and district purchasing. (This protects standards, inventory control, and liability.)

Booster clubs may not use the district’s tax-exempt status or tax identification number.

The district does not enter into “co-ownership” arrangements; boosters can donate toward equipment that the district will own and manage once purchased.

There is no obligation for boosters to fund requests that were not pre-approved through the booster club’s own budget/request process. (Coach/advisor input is welcome; booster approval is still the booster’s decision.)

Booster clubs should

• Have the district/school make all equipment purchases that will be district-owned.
• Make a financial donation through district-approved procedures for the intended equipment purchase.
• Communicate equipment donation intent to the EHS Activities Director in writing and follow the required gift steps/forms (especially for larger dollar amounts).

Booster clubs should not

• Purchase equipment independently “for the school” or arrange direct shipment to a home address.
• Request or use the district’s tax-exempt number or tax ID.

Policy and reference links

• 801.3AR – Booster Clubs and Booster Organizations: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• 03.5.1AR – Gifts: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/70351ar-gifts
• 701.8.1P – Student Activity Accounts Manual (equipment ownership / $2,500 rule noted): https://www.district196.org/about/districtpolicies/policy/~board/policies/post/70181p-student-activity-accounts-manual

Booster clubs wishing to fund purchases that benefit Eagan High School programs should work through the head coach/advisor and the EHS Activities Office for approval and coordination. Booster clubs are separate legal organizations, and all donations to a school or the district must go through district-approved procedures—boosters should not make purchases independently “for the school.”

When items are purchased through district processes using donated funds, they become district property. Minnesota student activity accounting guidance also treats equipment purchased with activity-group funds as district-owned and requires the purchase to be processed through normal district purchasing methods.

Booster Club use of funds (through donation to District 196)

Acceptable uses (examples, subject to Activities Office approval and district processes) can include:

• Equipment and supplies (purchased by the district after funds are received).
• Program entry/tournament fees and other school-approved participation costs.
• Facility fees/rentals (when permitted and coordinated through district channels).
• Approved merchandise/apparel that supports the program and does not operate as “pay-to-play” (benefits should not be limited only to paying families).

Unadvisable uses (generally) include:

• Spending that benefits only a select few or is not offered in an equitable way (ask the Activities Office before committing).
• Non-school sponsored events/activities that could create eligibility or supervision issues (coordinate first).

Process (District 196 / Eagan HS)

• The coach/advisor and the Activities Office confirm the need and approve the request.
• The booster club makes a financial donation through district-approved gift procedures (the School Board has authority over acceptance of gifts and any conditions).
• The district purchases the item through normal purchasing; shipments go to a district address, not a home.
• For larger donations, use the district’s form/process for gifts $500 or more.

Booster clubs should

• Have the district make equipment purchases that will be district-owned.
• Make a financial donation through district procedures for approved purchases.
• Email the EHS Activities Director (or designee) to document the intent/purpose of the donation before funds are submitted.

Booster clubs should not

• Purchase equipment independently “for the school” or ship items to someone’s home.
• Use the district’s tax ID/tax-exempt status.

Policy and reference links

•  801.3AR – Booster Clubs and Booster Organizations: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• 703.5.1AR – Gifts https://www.district196.org/about/districtpolicies/policy/~board/policies/post/70351ar-gifts
• 703.5.1.1P – Gifts Valued at $500 or More https://www.district196.org/about/districtpolicies/policy/~board/policies/post/703511p-gifts-valued-at-500-or-more
• 801.5AR – Community Use of District Facilities https://www.district196.org/about/districtpolicies/policy/~board/policies/post/8015ar-community-use-of-district-facilities

The School District approves a specific number of head coach/director and assistant positions for each sport and activity. Because booster clubs are separate legal organizations, boosters do not hire District employees for extra duties outside their existing District contract. Instead, any staffing request must run through Eagan High School Activities and District 196 Human Resources using District processes, and any booster support must be handled as a donation through district-approved procedures.

If a booster club believes additional labor is needed (and it’s already pre-approved in the booster budget), begin with the Head Coach/Advisor, then submit the request to the Activities Director. If the position is approved by the Activities Director and HR, the booster club donates funds to cover the full District cost of that service before any contract/service agreement is processed. There is one payer only for District-related services: the District pays through payroll/accounts payable—boosters do not pay individuals directly.

Because donations to the school/district must go through District procedures, boosters should treat donated dollars as District funds once accepted and coordinate with the Activities Office to ensure donations match the approved expense. (If you anticipate a donation that includes advertising/recognition, that also requires District approval.)

A note regarding taxes/payroll: When the District pays a stipend/wage, standard payroll withholdings apply, and the District may need the donation to cover employer costs as well. For example, the employer share of FICA (Social Security + Medicare) is 7.65%.

Booster clubs should also stay out of employment matters. Hiring, supervision, and evaluation of staff are the sole responsibility of the District, and booster communications should not become commentary on an employee’s contract or job status.

Booster clubs should

• Begin any “additional labor” conversation with the Head Coach/Advisor and the Activities Director.
• Seek District approval before making any financial commitment to a person or service.
• Donate the full District-required amount before a contract/service agreement is processed.

• Booster clubs should not

• Pay anyone directly (coach, volunteer, trainer, or other service provider) for services connected to a school program.
• Use funding to try to influence hiring/firing decisions, playing time, or staff evaluation—those are District responsibilities.
• Organize/implement off-season training services that imply District sponsorship or direction without the Head Coach/Advisor and Activities Office involved.

Policy and reference links

• 801.3AR – Booster Clubs and Booster Organizations: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• 703.5.1AR – Gifts: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/70351ar-gifts

The Head Coach/Advisor/Director is responsible for the end-of-season banquet. When selecting a venue and setting costs, plan an inclusive experience for all team/program members—families should not feel pressured to spend an unreasonable amount to attend, and banquets should never turn into “roasts” of coaches, students, or anyone else.

Awards and recognition: District 196 requires students to follow MSHSL bylaws, and MSHSL’s Bylaw 204.00 (Awards) states awards to students must be symbolic rather than items with intrinsic value (with examples like game balls, medals, trophies, plaques, insignia, etc.). MSHSL also lists “honor banquets of a non-promotional nature” as acceptable when held with the approval of the high school principal.

Alcohol and prohibited items: If students are involved and the banquet is connected to a school program, keep the event aligned with District expectations for student conduct and chemical-free participation (students are not permitted to possess/use “chemicals,” including alcohol). When in doubt, coordinate the plan with the EHS Activities Office before commitments are made.

Booster role: Booster clubs are separate from the district and should collaborate with the Head Coach/Advisor and Activities Director—not run the banquet independently.

Booster clubs should

• Collaborate with the Head Coach/Advisor/Director regarding the banquet plan and awards agenda.
• Keep the banquet inclusive and costs reasonable so all team members feel welcome.
• Confirm recognition/awards follow MSHSL Bylaw 204.00 and are approved through the principal/Activities Office as needed.

Booster clubs should not

• Independently organize a program banquet without coordination with the Head Coach/Advisor and Activities Office.
• Plan anything that conflicts with student conduct/chemical expectations for school-connected events (including alcohol-related elements when students are involved).
• Turn the banquet into a “roast” or a forum for criticism of staff or students.

Key references

• District 196 Policy 604 (MSHSL bylaws apply): https://www.district196.org/about/districtpolicies/policy/~board/policies/post/604-cocurricular-student-activities
• MSHSL Bylaw 204.00 Awards (handbook excerpt)
• District 196 801.3AR Booster Clubs (separation/roles): https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations

Non-school participation (District 196 / Eagan HS)

Non-school participation includes fall leagues, 3-on-3, AAU/club teams, private “homegrown” teams, running clubs, and any other team/individual opportunity not offered and administered by District 196/Eagan High School.

Non-school participation is governed by MSHSL Bylaw 208.00 (Non-School Competition and Training), and boosters should understand it across three time periods: (1) during the high school season, (2) during the school year before/after the season, and (3) during summer vacation.

During the High School Season

Students on the high school team may not participate (practice/train/try out/scrimmage/compete) with a non-school team in the same sport during the season.

Exceptions: baseball, softball, and skiing are exceptions to the “same sport” restriction.

Booster clubs may not pay for non-school coaching/training or other non-school participation fees.

During the School Year (Before and After the High School Season)

School uniforms may not be used for non-school participation.

Students may not receive coaching/training from a member of their high school coaching staff in that sport, outside the allowed structure 

Booster clubs may not pay for non-school coaching/training or for participation fees on non-school teams.

Students eliminated from further participation in the League tournament series may participate on a non-school team/as an individual competitor in that sport.

Summer Vacation Period

Participation in camps/clinics/teams is voluntary.

Booster clubs may not pay for any student-athlete’s camp/clinic/team participation fees and expenses.

School uniforms may not be used.

Captain’s Practices and Open Gyms

Captain’s Practice is governed by MSHSL and is primarily for physical conditioning, conducted by students. School personnel (paid or volunteer) may not be involved, and it is the school’s responsibility to ensure the spirit/intent of League rules is followed.

Open Gym refers to recreational use of school facilities and is allowed only if all conditions are met:

• facilities are available for students to participate in a number of activities;
• activities are open to all students;
• there is no coaching of skills/techniques for interscholastic sports; and
• attendance is not required as a prerequisite for team membership.

If boosters are supporting facility use for these activities, follow District 196 facility use permit and insurance requirements.

Booster clubs should

• Support the Head Coach/Advisor’s communication with families about upcoming opportunities and MSHSL guardrails.
• Keep booster activities focused on District 196 programs, and remember boosters are separate legal entities from the district.
• Use the correct facility booking process when supporting captain’s practice/open gym facility use.

Booster clubs should not

• Pay for a student’s participation on a non-school team or for non-school registration/participation fees (including camps/clinics/leagues).
• Organize or “run” open gyms or captain’s practices as a booster activity in a way that introduces coaching, requirements, or exclusivity.
• Influence or direct a student-athlete’s non-school participation; participation must be voluntary.
• Request or use school uniforms for non-school participation.

Policy and reference links

• District 196 Policies / Administrative Regulations
• 801.3AR – Booster Clubs and Booster Organizations https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• 604 – Cocurricular Student Activities https://www.district196.org/about/districtpolicies/policy/~board/policies/post/604-cocurricular-student-activities
• 703.5.1AR – Gifts https://www.district196.org/about/districtpolicies/policy/~board/policies/post/70351ar-gifts
• 703.5.1.1P – Gifts Valued at $500 or More https://www.district196.org/about/districtpolicies/policy/~board/policies/post/703511p-gifts-valued-at-500-or-more
• 801.5AR – Community Use of District Facilities https://www.district196.org/about/districtpolicies/policy/~board/policies/post/8015ar-community-use-of-district-facilities
• 801.6AR – Distribution of Materials and Information to Students and Familieshttps://www.district196.org/about/districtpolicies/policy/~board/policies/post/8016ar-distribution-of-materials-and-information-to-students-and-families
• 801.6.2AR – Advertising https://www.district196.org/about/districtpolicies/policy/~board/policies/post/80162ar-advertising
• 701.8.1P – Student Activity Accounts Manual https://www.district196.org/about/districtpolicies/policy/~board/policies/post/70181p-student-activity-accounts-manual
• 503.3AR – Student Behavior Expectations and Responses (chemical/alcohol-related conduct expectations) https://www.district196.org/about/districtpolicies/policy/~board/policies/post/5033ar-student-behavior-expectations-and-responses-behavior

Live streaming and video of Eagan HS events (District 196)

District 196 and Eagan High School use official livestream options for games and events. If you want to support streaming, the right approach is to promote the school’s official stream (linked from the Eagan athletics page) and help staff it (e.g., designate a reliable camera operator) with Activities Office coordination.

Booster clubs must not organize independent livestreaming (including varsity and lower levels) without advance approval from the EHS Activities/Athletic Director. Booster clubs are separate organizations and should not create “official” team communications or operations that compete with the school’s official channels.

For postseason (League Tournament Series) events, streaming and media rights are often governed by MSHSL and may require separate, written approval or credentials under League media rules. Don’t contract for streaming, post streams, or monetize/redistribute tournament coverage unless the MSHSL/host/authorized parties have approved it in writing.

Booster clubs should

• Support and promote the official EHS livestream link and coordinate volunteers to help run it when the Activities Office requests support.

Booster clubs should not

• Stream any scrimmage, jamboree, regular-season, or postseason event (any level) as a booster-run stream without express written consent from the Activities/Athletics Director and, when applicable, the MSHSL/authorized postseason operator.

Policy and reference links

• District 196 – 801.3AR Booster Clubs and Booster Organization https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizations
• MSHSL – State Tournament Media Information https://www.mshsl.org/who-are-you/media/state-tournament-media-information
• MSHSL – Media page https://www.mshsl.org/MSHSL-media

It is recommended that Eagan HS booster clubs maintain a website as a resource for members and the community. The key is to keep roles clear: the school website is the official source for the program, and the booster website is the official source for booster business. Booster and school sites should link to each other rather than duplicating content. Booster clubs are separate organizations from the District, and the principal/designee maintains a close relationship with booster groups associated with the school.

Eagan High School District Website (Official)

Eagan HS Athletics: (and sport-season pages)

This is the official website for programs offered and administered by District 196 / Eagan High School.

Content that should appear exclusively on the District/School website (official program information):

• Official program pages and official communications
• Game/meet schedules and calendars for all levels
• Practice schedules (where posted by the program)
• Coaching/advising staff and contact information (where posted)
• Rosters/levels, results, and program stories (where posted)
• Camp/clinic info and program handbooks (where posted)

Booster Club Website (Booster business)

Booster club websites should be designed to support Eagan HS programs (not administer them). The primary purpose of boosters is to help the school recognize, promote, and support school activities.

Content that may appear on booster websites:

• Booster sponsors and booster fundraising info (booster-run communications)
• Booster meeting agendas/minutes and how to get involved/volunteer
• Booster donations/support summaries (what the booster club funded and why)
• Photos/videos that are booster-created (not presented as the “official program media”)
• Non-school participation opportunities as informational only (participation is voluntary and families pay their own way; avoid anything that looks like school administration of non-school teams)

Booster clubs should

• Support the programs that District 196 offers, and keep booster communications clearly booster-specific (fundraising, volunteering, meetings, sponsor thanks)

Booster clubs should not

• Engage in the administration of any school program in any way.
• Make posts, create content, or contact students/families in a way that solicits the transfer of a student to participate in a sport. This is prohibited under MSHSL Bylaw 308 (Undue Solicitation of a Student) and can subject a school to serious penalties.

Policy and reference links

• Eagan High School (official sites) 
• District 196 policies / administrative regulations referenced: https://www.district196.org/about/districtpolicies/policy/~board/policies/post/series-8013ar-booster-clubs-and-booster-organizationshttps://www.district196.org/about/districtpolicies/policy/~board/policies/post/604-cocurricular-student-activities