Exhibit and Trade Show permits are required by the '21 International Fire Code (IFC) - Appendix N. The City of Austin requires facilities to meet specific life-safety standards when hosting these types of events.

Exhibits and trade shows are defined as any event with temporary vendor displays or booths within any indoor occupancy classification. Exhibits and trade shows also include any configuration that deviates from the normal use of the space, including sectioning to reduce the size of the original space and/or a configuration which obstructs the exits and/or egress pathways within the space (e.g., fence, structures, pipe and drape, or other barriers).

Permits may be required for facilities that host exhibits and trade shows, including convention centers, event centers, arenas, hotels with ballrooms or meeting rooms, and/or any other A-2 or A-3 occupancies.

To obtain the permit, complete the Exhibit and Trade Show Permit Application and submit a floor plan at least 21 days prior to the event. Please consult the FAQs below for additional information on exhibit and trade show permits.

Frequently Asked Questions

Will I need a trade show and exhibit permit?

At minimum, the following conditions would require an application submittal and review:

  • Hazardous materials, such as compressed gas cylinders and combustible goods.
  • Hazardous activities, such as open flame (i.e. candles), pyrotechnics and hazing (i.e. fog and smoke effects).
  • Cooking demonstrations.
  • Multi-level or covered booths.
  • Event space modified outside of designated use.
  • Fire protection system or exit obstruction from displays, pipes, drapes, etc.
  • All vehicle displays.

Still not sure? Email AFDSpecialEvents@austintexas.gov and a Fire Marshal will get back to you.

If none of the above applies and you meet one of the following criteria, you may not need a permit:

  • Buildings with less than 4,500 square feet of exhibit space with an automatic sprinkler system throughout and not fewer than two IFC compliant remote exits.
  • Buildings with less than 1,500 square feet of exhibit space without an automatic sprinkler system throughout and not fewer than two IFC compliant remote exits.

How far in advance do I need to apply?

Trade show and exhibit applications must be submitted 21 calendar days prior to the event start date to avoid expedited review fees. Expedited review fees still apply even if a permit is not required.

I need a permit, where do I apply?

Simply fill out the Exhibit and Trade Show Permit Application and we will follow up with you after it has been reviewed.

What do I need to provide in my application?

When applying, you will need:

  • Name and dates of the event
  • Venue name and location within
  • Estimated attendance (please reference IFC Table 1004.5 below)
  • Floor plans of venue space

Floor plan requirements must show locations of:

  • Structural elements in the event space
  • All exits (doors, stairs, corridors, etc.) labeled
  • Booths, exhibits, aisles, stages, tables, chairs, etc. scaled and labeled
  • Curtains, drapes and decorations
  • Cooking (no fixed kitchens) and vehicle displays
  • Fire and life safety components (extinguishers, alarm pull stations, fire hose cabinets, etc.) labeled

 

IFC Table 1004.5 - Maximum floor area allowances per occupant

Function of space

Occupant load factor
Assembly  
    Gaming floors (keno, slots, etc.) 11 gross
    Exhibit gallery and museum 30 net
Assembly with fixed seats See Section 1004.6
Assembly without fixed seats  
    Concentrated (chairs only - not fixed) 7 net
    Standing space 5 net
    Unconcentrated (tables and chairs) 15 net

I need to submit a revision, what do I do?

If you have already received your permit, you will need to resubmit an application with the revision and will be subject to a revision fee. If you have not received your permit, reach out to the reviewing Fire Marshal to submit your revision.

Will I need a fire watch?

Events needing fire alarm system bypass will require a fire watch conducted by a City of Austin Fire Marshal. This includes:

  • Hazing, such as fog or smoke effects
  • Pyrotechnics, flame effects and open flames
  • Cooking demonstrations
  • Other events or displays as deemed necessary by the Fire Marshal

A Fire Watch and Standby Fire Apparatus Request form must be filled out if a fire watch is required. 

I have other questions, who can I contact?

Additional questions or comments can be emailed to AFDSpecialEvents@austintexas.gov and a Fire Marshal will get back to you.