Special Events Policies and Procedures

Public events, fundraisers or the like with food and non-alcoholic beverages must apply for an event permit.  These events may NOT include alcohol sales, structures, fencing or tent permits.

Park Only Event Application - Special Request Form Application (PDF)

MINIMUM Requirements:

• Application, Review and Approval, and Payment of Fees
• Insurance - standard requirements for all public events, and possible coverage(s) required by the park system

ADDITIONAL Requirements:

• Health permits are required for any food/beverage served or prepared for the public.
• Other requirements such as trash, recycling, parking plans, or toilet rental contract with a service provider MAY be required depending on the scope of the event.

REVIEW PERIOD NOTICE:  Special requests require review and processing time in addition to the 14-day cut off booking period for typical standard picnic or facility rentals.  A lead request time of 4-6 months is strongly suggested.

Special 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.  Extensive advance planning is required for special events, typically beginning 12 months - 6 months minimally in advance. 

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.  An extensive library is available to aid in assessing capacity and planning.  Our policies and procedures section contains information on a variety of permitting topics.

• Austin Center for Events - Tier Flowchart (pdf)
• Sample Event Checklist - Shows anticipated items required
• Park Event Sites and Partner Sites

The combined Austin Center for Events resource material. Topic based information can be found on the “Planning Guide webpage”.

Policies, Rules, and Holidays

• Reservation Procedures, Policies, Rules and Permits Handbook (PDF)
• Park Rules - Glass, Styrofoam and Smoking are prohibited in all parks.
• Observed Holidays (No Reservation Periods) (PDF)

Insurance - Standard Specifications

• Insurance  (standard requirements for all public events, and possible coverages required by the park system)

Technical Documents for Special Events

• Alcohol Permitting Process Overview (PDF)
• Alcohol Service Standards - Beer Garden Requirements and Mock Layouts (PDF)
• Building Permits (PDF)      (stages, bleachers, structures at events)
• Crawfish Boil Regulations(PDF)
• Electrical Permits - required for wire to wire, tie-in, or pig tail connections.
• Drones - State and FAA regulations impact the use of drones. Convenient resources:  Federal Aviation Administration - regulations, and requirements, and State Government Code – Government Code, Chapter 423
• Food and Beverage Permit - Health Food Permits and Handling Guidelines (PDF)
• Food and Beverage/Vendor  - Fire Department Propane and Tent Advisory Guidelines (PDF)
• Food and Beverage (PDF) - Mobile Food Vending Regulations at permitted events
• Metal Detecting (PDF)         Permits are typically issued to searches for an item lost in extenuating circumstances.
• Smoke and Electronic Cigarette-free Events Toolkit (PDF)
• Tent Regulations - Austin Fire Department (PDF)
• Turf Access and Tree Protection (PDF)
• Directions for Submitting a Completed Site Plan for Tree Impact Review (PDF)

Special Event Related Permits

A coordinator will provide assistance during the booking process for picnic and facility sites with event related permits.  This information is provided to assist with researching requirements and steps.

• Alcohol Sales
  • Permit process steps (PDF)
  • Alcohol service requirements (PDF)
  • Complete one ONLY if directed by City staff:  Alcohol at a Rental (PDF)     Alcohol at a Cosponsored Event (PDF)
  • Indoor theaters/museum spaces - permit process steps (PDF)
• Amplified Sound  Review each picnic site or facility booklet, as some properties contain sound restrictions
• Concessions, Product Sampling and Advertising   At a confirmed event, concessions are permitted inside the event area through the event organizer.  All stand alone or non-event related concessions must obtain a concession permit.
• Moonwalk, Dunk Tank, and Rockwall Devices   Allowed only at large park events/festivals with event insurance. Must be state inspected and insured. NO Miniature Trains, Water slides or Petting Zoos. 

Filming and Photo Production Shoots

The event office will make every effort to review and approve filming uses when a complete application is received.  The process can be affected by short lead times or at high usage parks. In order to be best prepared, submit a detailed application 7 or more days in advance of the requested start date.  Permits are handled in the order received. Shoots at popular or metropolitan parks, 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.

DIRECTIONS:  Download application and save to computer.  Complete digitally and save.   Submit form to film@austintexas.gov.  Filming location agreement in the application must be signed as is. Changes or modifications are not accepted and the City does not sign external or 3rd party location releases.

FAQ - Popular Location Information and Restrictions (PDF)

APPLICATIONS

Filming Application and Location Form (PDF)

• Location map image must be inserted into or attached with application.
• NOTE:  An application can be used for up to 2 locations, 3 days per site, OR up to 6 days at one site.
• Additional Locations Form (PDF) Use to supplement an application with more than 2 locations. Complete as many as needed for additional locations.

Filming Application for Filming/Shoots with Cars, Vehicles, Lifts, Wheeled Devices (PDF)

• Use for shoots where wheeled items are proposed on unpaved areas or grass/fields.
• Location map image must be inserted into or attached with application.
• Parking, driving path map image must be inserted/attached with application.

Filming Insurance (PDF)

Filming in a Cemetery - Rules and Uses