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Department » Parks And Recreation » Programs » Parks Special Events, Picnic/Facility Reservations, And Filming » Special Events Policies & Procedures

Special Events Policies & Procedures

Office and Payment Hours

  • Monday - Friday:  8:30 a.m. - 4:30 p.m., except City Holidays, Saturday & Sunday.
  • 512-974-6797,     Fax 512-974-6756
  • Payment Types Accepted:       
    • Anytime:   Online (see online payment guide)
    • Anytime:   Cash, or Money Order
    • More than 14 days from the permit/rental date:  Check
  • Payment Deadlines:
    • If you book a site or facility today (for example), payment in full is due within 14 days. 
    • Payments for additional permits are due at the time they are requested, and BEFORE a permit can be released.

Quick Links - Get Where You Want to Go Directly.....

                  

General Booking Periods and the Lottery

General Booking Period       6 months to 14 days in advance     Call to book readily available common picnic and facility rental sites.   Observed Holidays (No Reservation Periods)

Lottery      The earliest you can reserve a park/facility is 10 months in advance through the lottery.  For example, submit a lottery request in May for March dates, or December for October dates (see the calendar below).  Use the booking and lottery calendar to find out when lottery periods open.  After the lottery, the next period to reserve a park is 6 months in advance of the event month.      Early Reservation Lottery Request        Booking and Lottery Calendar       Observed Holidays (No Reservation Periods)

Forms and Applications

  • Special Request Form - Commonly used for PARK ONLY events.  For example, a rental of park spaces that requires park services ONLY.
    • Use for curfew extensions.  Use to request booking an event at a site or location typically non-reservable.
    • For public events at readily available common picnic and facility rental sites, where there is a request for vending, merchandising or similar.
    • NOTICE:  Special requests require review and processing time in addition to the 14 day cut off booking period for typical picnic or facility rentals.  A lead request time of 4-6 months is strongly suggested.
  • Comprehensive Citywide Special Event Application -
    • www.AustinTexas.gov/CityStage, see the “Event Planning” section. 
    • Typically used for larger scale special events with many planning aspects.  Extensive advance planning is required for special events, typically beginning 12 - 6 months minimally in advance.   Event calendars are typically filled from mid-March to mid-May, and mid-September to mid-November annually. 
    • Use for events which require services/permits from any of the following:  use/closure of a park for a festival/event, public safety personnel/security personnel, medical support services, lake/open water use, use of sidewalks/streets as part of a run/walk route or similar, fire inspections, tents/ canopies, building structures such as stages or platforms, health permits, public events where alcohol will be served or sold.

Policies, Procedures and Downloadable Information

  • Insurance - Standard Specifications,
  • Insurance  (standard requirements for all public events, & possible coverages as required by the park system)

Permits

Event Related Permits  (ONLY for confirmed (paid) park reservations)

  • Alcohol Sales - $30.  For review of alcohol sales requests, and compliance with city regulations for sales on park property.  The alcohol sales and consumption requirements apply.
  • Amplified Sound - Please review individual picnic site or facility information, as some properties contain additional limitations or allowances.
    • Commercial or Advertising Purposes     ($30)
    • Private Party                                                  ($20)
    • Public Interest, Political or Non-Profit      ($10 - with proof of non-profit status at the time of purchase).
  • Moonwalk, Inflatable, Dunking Booth, Rock Wall Permits - $10           Vendors with Insurance on File
    • NO Miniature Trains, Water slides orPetting Zoos.
  • OTHER AGENCY PERMITS:  With park permission, and depending on the scope of your event, other citywide permits may be required.  Examples include:  Texas Alcoholic Beverage Commission (TABC) Permit, Building Permit (stages, structures, bleachers), Health Permit (food/beverage preparation), AFD Permits for tents (size, requirements vary).  Review the advisory information above.  Please make sure your reservation includes PARD permission prior to making any final arrangements of plans.

Other Park Permits

Commercial Use and Temporary Concession Permits

Commercial use and concession permits are required and issued to applicants for training classes, exercise groups or similar commercial activity use requests (vending, merchandise sales, etc) in the park system.  Concession permits are issued at stand-alone park locations where short-term or single concession needs arise that benefit an activity or the public at the requested park location.  Concession permits, are NOT issued for vendors to vend outside or near permitted special events where organizers typically coordinate vendors inside their permitted grounds and spaces.  Per City Code Chapter 8:  COMMERCIAL ACTIVITY means to advertise or provide a good, service, class, or instructional activity for compensation.  COMPENSATION means any money, thing of value, payment, reward, tip, consideration, donation, gratuity, or profit paid to, accepted by, or received by a person.  APPROVAL means a permit, reservation agreement, or other written document that evidences an authorization by the department.  

  • Fines                                                      $100-$500 fine, $250 minimum fine during a special event , Class C Misdemeanor
  • Insurance requirements                    (see policies and procedures section above)
  • Commercial Use Permits                 Training classes, exercise groups, or similar.
  • Temporary Concession Permits      Single day or 6 month permits for food, beverage, merchandise.
  • Walsh Boat Landing - NOTICE!         Effective October 21, existing commercial use permits for Walsh Boat Landing will expire.  No future permits will be issued.

 

PICNIC AREAS/SHELTER RESERVATIONS

       Make sure to ONLY look for dates labeled OPEN!                        

All picnic site rentals start at $60 per site per day for any period between 10 am and 10 pm at most sites.  Use the "At a Glance" site list below, and then check the online calendar for availability.  Payments are due received in the park events office within 14 days of booking to confirm the reservation.

  • Picnic and Shelter Sites at a Glance   (sites, capacity, allowances, times, fees, etc...)
  • Google Map - Picnic Sites with Images
    • Red icons show parks at large, green icons show actual site locations reservable within each park.  HELPFUL TIP:  You may switch between "map or satellite" views.   
    • NOTE - you may also use the navigate function to map a route to the picnic site!

 

FACILITY RESERVATIONS

                                  

VIEW FACILITY PHOTO GALLERY

Fiesta Gardens: 2100 Jesse E. Segovia Street - Excellent for small festivals and private events.

Mayfield Cottage: 3801 Old Bull Creek Road (Next to Austin Museum of Art) - Historic garden location for small private events.  No music allowed at this site.

Mayfield Photography Policy ($50/session)

Plaza Saltillo - Perfect for small events of approximately 250 people, limited music, and no alcohol.

Zilker Clubhouse: 200 Zilker Clubhouse Road (Off Rollingwood Drive) Perfect for small events of approximately 125 people.

 

FILMING AND COMMERCIAL PHOTOGRAPHY

The events office will make every effort to review and approve filming uses when an application is received.  It is made more difficult the shorter the lead time or at park locations with high public usage such as pools or metropolitan parks.  In order to be most successful, thoroughly detailed applications should be received 7 or more days in advance of the requested start date.  Shoots with multiple locations, detailed needs, or large numbers of cast/crew should plan to submit requests 14 days or more in advance of the start date.

 

SPECIAL EVENTS

The Austin Parks and Recreation Department (PARD) Office of Special Events (OSE) is available to assist with large scale event planning. Annually, Austin parks serve as the home for events, festivals and concerts which serve approximately 1 million attendees. PARD staff are able to assist and provide an overview and understanding the City’s requirements of logistical and behind-the-scenes planning to help ensure your event is safe, high quality, well-organized, and enjoyable for all of your guests.

Large scale event planning requires careful and deliberate consideration of many details including park protection, scheduling, safety and security planning, insurance coverage, road closures, special needs access, temporary permits, transportation and shuttle services, waste management and environmental measures, and much more. 

Many events are annual, which means reoccurring.  These event in Austin Parks receive standing reservations.   The spring and fall seasons are typically fully booked by annual events.   Special events required 6 months to 1 year advance planning and require extensive advanced development by the promoter/organizer to ensure safe, and sufficient plans are procured to sustain the event.

Typical Special Event Requirements are substantial, and require extensive planning, budgeting and preparation with the expectation for the highest quality planning put into an event by the organizer.

The combined Austin Center for Events resource material for review can be found at:  www.AustinTexas.gov/CityStage, see the “Event Planning” section.

In addition, there are extensive documents for review which require significant consideration, in addition to any additional requirements found on the Citywide Austin Center for Events resource page.

  • Insurance - Standard Specifications
  • Insurance  (standard requirements for all public events, & possible coverages as required by the park system)

 

 

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