Event Planning Guide

What is the Austin Center for Events (ACE)?

Austin is a vibrant community that hosts hundreds of local, national, and international events each year—ranging from music concerts, food festivals, and racing competitions, to parades, art exhibitions, and family fun. As our city continues to thrive, special events enrich Austin’s quality of life and boost economic prosperity. The goal of the Austin Center for Events (ACE) is to keep all of those events safe.

The Austin Center for Events oversees the permitting and planning for temporary special events and festivals in the City of Austin.

ACE is an interdepartmental team consisting of representatives from multiple city departments, including Austin Arts, Culture, Music and Entertainment, Austin Transportation and Public Works, Austin Parks and Recreation, Austin Police, Austin Fire, Austin-Travis County Emergency Medical Services, Austin Public Health, Austin Resource Recovery, Austin Development Services' Code Compliance, and Austin Water. ACE also works with several local agencies, such as Capital Metro and the Texas Facilities Commission, for event planning and permitting.

The Austin Center for Events Planning Guide assists event organizers through the city permitting process by providing requirements and guidelines necessary to produce a special event in the City of Austin. On behalf of the City of Austin, thank you for contributing to the spirit and vitality of our community through the production of your event.

Things to Know Before You Plan

• Take a look at the current ACE fee schedule (pdf). Applicants are charged an ACME Application Processing Fee at the time of application submittal and an ACME Permitting Fee after reviews are complete and before the permit is issued.
• The City of Austin Special Events Ordinance provides event organizers with the opportunity to hire private security, including licensed peace officers that are not employed by the City of Austin, for personal safety or property security during a special event to supplement the services provided by Austin Police. This security handout (pdf) provides additional information about requirements and identified resources.
• The City of Austin Transportation and Public Works Department and the Austin Center for Events have declared an indefinite continuation of Moratorium on New Downtown Street Events. Events may be considered on a case by case basis.
• The State of Texas Capitol Complex Master Plan is ongoing. The development may impact downtown streets with utility expansions, new construction and sidewalk enhancement. Please visit https://www.tfc-ccp.org/ to sign-up for the Texas Facilities newsletter. Contact TransportationSpecialEvents@austintexas.gov for coordination assistance.
• The Special Events Ordinance was adopted in May 2018.
• The Special Events Ordinance Rules (pdf) went into effect in April 2019.
• Legacy Events, or special events that have been held in the City of Austin in substantially the same form for a minimum of 20 years, may submit a Notice of Proposed Special Event Dates (pdf) form for up to a five-year period. Please Note: Submittal of this form does NOT guarantee these dates for your event. Additionally, ACE will review the submitted dates for any active, pending, or possible conflicts and work with the event organizer to resolve those conflicts. The Austin Center for Events has the final decision on approved event dates.

Activity Requiring a Special Event Permit

Special Events are events that...

• Have 50 or more attendees per day at a city facility, other than the Austin Convention Center, Long Center, City Hall, or Palmer Events Center
• Impact a city street, sidewalk, alley, walkway, or other city public right-of-way other than as permitted under Chapter 14-8 (Temporary Closure for Special Events and Block Parties)

OR

• Are temporary, involve 50 or more attendees per day, inconsistent with the permanent use to which the property may legally be used, or the occupancy levels permitted on the property, and include one of the following:
• Set up of temporary structures, including, but not limited to: tents, stages, or fences
• Use of sound equipment in an area not fully enclosed by permanent, solid walls, and roof
• Provision of food or beverages, including alcohol.

Tier Definitions and Deadlines

An event’s designated tier determines which set of deadlines to follow. Applications for events submitted outside of their tier timeline are subject to denial. During the application review period, ACE will engage in an interactive process with applicants.

For questions or to confirm your event tier status, please email Special Events.

Tier 1

Tier 1 special events do not include the consumption of alcohol and also meet one of the following:

• Stationary – The event is stationary, impacts only one block of a sidewalk or a city right-of-way that is not a street, and only needs a permit issued under Chapter 14-8 (Temporary Closure for Special Events and Block Parties)
• Moving – The event is moving, consists of people only, and is in a police escorted bubble
• At a City Facility – The event is at a city facility, lasts less than five hours, and does not include food or beverages, or there is a request to increase the permanent occupancy limit

Application deadline: 3 business days from the first day of the event

Tier 2

Tier 2 special events meet one of the following:

• At a City Facility – The event is at a city facility and estimated attendance is less than 2,500 attendees per day
• Private Property – The event is on private property, will last four days or less, and estimated attendance is less than 2,500 attendees per day
• Stationary – The event is stationary and impacts two blocks or less of a street, sidewalk, or city right-of-way

Application deadline: 30 calendar days from the first day of the event

Tier 3

Tier 3 special events are events that are not covered by tiers 1, 2, and 4:

Application deadline: 120 calendar days from the first day of the event

Tier 4

Tier 4 special events meet one of the following:

• At a City Facility –The event is at two or more city facilities and includes the use of city streets, sidewalks, or rights-of-ways
• City Resources – The event has an estimated need of $100,000 or more in city services, staff time, and/or equipment

Application deadline: 180 calendar days from the first day of the event

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Applications to host a Neighborhood Block Party must be submitted at least 10 calendar days before the planned event.

Filling Out the Application

• The ACE Application is available online here: abc.austintexas.gov
  • In the top menu navigate to Permits
  • Select Apply for Right of Way Permits/Special Events
  • In the Application Type, select Special Events
• Please note: A full site map/plan is required for submittal.
• AB+C Portal assistance:  AB+C Manual
• Step-by-step application guide: ACE Guide: Submitting a Special Event Application (PDF)

Site Plans

Detailed site plans are required for all special event permit applications, except for Public Assembly. While site plans are not required to be professionally drawn, they must be legible, close to scale and provide sufficient detail to paint a picture of what your event will look like. Screen shots of a map with no details provided are not accepted.

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Minimum Site Plan Requirements

Property overview

• Locations of fire lanes, streets, alleys, and fencing
• Fencing must indicate location of exits and gates.
• Building foot print of all structures, location of building exits, exit pathways and sidewalks must be indicated.
   

Building overview

• Floor plan of the building including the direction of door swings
• Furnishings used for the event
• Location of fire extinguishers
• Location of exits for egress pathway to guide the occupants outside
   

Provide a key that indicates

• North (directional/compass)
• All areas used for the event
• Any special notes applicable to the event
• Street names
   

Provide details of the event layout

• Location of tents or temporary structures including dimensions
• Food trucks, vendors, and merchandise areas
• Size and location of all stages
• Other specific details of the event

See example Site Plans here (pdf).

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Street/Road Access Requirements

• The access road must comply with the appropriate minimum street width for dedicated city streets and fire access roadways
• Portions of such roadways (less than 25 feet wide) are not in locations where aerial apparatus deployment could be necessary to achieve control and/or extinguishment of a fire
• Turning radii are adequate for maneuvering fire department and other emergency service vehicles

Statement of Non-Discrimination

The City of Austin assures that no person shall on the grounds of race, color, sex, age, disability or national origin, as provided by Title VI of the Civil Rights Act of 1964, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity that receives federal financial assistance.

The City further assures every effort will be made to ensure nondiscrimination in all of its programs and activities, whether those programs and activities are federally funded or not.

Resources

• The Austin Human Rights Commission is responsible for securing for all individuals in the City freedom from discrimination because of race, color, disability, religion, sex, national origin, sexual orientation, gender identity or age. 

General Questions

Does my event need a Special Event permit?

If your event will have 50 people or more, please use this Special Event wizard to determine if you need to submit an application.

What is the deadline for submitting a Special Event application?

An event’s designated tier determines which set of deadlines to follow. For questions or to confirm your event tier status, please email Special Events.

Applications for events submitted after their tier timeline or before 365 days from event start date are subject to denial.  

How can I determine my event’s Tier level?

For questions or to confirm your event tier status, please email Special Events.

I want to have a neighborhood block party, how do I apply?

A neighborhood block party requires a different application than a Special Event:

A Neighborhood Block Party IS: 

• Open to all residents

• A single block closure that does not include cross streets  

• A one-time closure of a residential street

• You can find more information and apply at the Neighborhood Block Party webpage.

A block party IS NOT:

• An event that includes vendors

• An event with alcohol sales  

• An event street closure request on an arterial or collector street (high-capacity urban road)  

Do I need a Special Event permit for filming?

Most productions will only need a Film permit. 

General requirements and information are available at the Austin Transportation and Public Works Film webpage. 

What are the Special Events Fees?

The list of City of Austin Special Event Fees includes event related fees from all of the departments.

Why am I receiving multiple invoices? 

First, you will receive an application processing fee.

Once paid, affected City Departments will review your event for their requirements and inform you of any applicable fees. 

You can find more information about the Office of Special Events in the Event Guide. The list of City of Austin Special Event Fees includes event related fees from all of the departments.  

Where can I find the site plan requirements? 

Please visit Special Event Site Plans for examples and requirements.

Can I host an event downtown?

The City of Austin currently has a moratorium on events downtown within the Downtown Austin Project Coordination Zone. An exception requires a formal request for approval from the Special Events Program Manager and the Transportation and Public Works Director and approval from all the affected businesses and residents in the closure area. 

What is the contact information for the Office of Special Events?

Please email us at Specialevents@austintexas.gov or give us a call at 512-974-1000.

Health and Safety

How do I submit my Health and Safety Review? 

• You can submit your Health and Safety Review by logging in or creating an account at the online portal My Health Department | APH  for the Austin Public Health Environmental Services Division. 

• Navigate to Special Event Health & Safety Plan 

• Submit a new ACE Review 

• Brings you to the form to fill out for a health and safety review

Note: All applications can be submitted in person at 1520 Rutherford Ln, Bldg 1, Austin, TX 78754. Office hours for submission are 7:45am to 3:00pm .

How many toilets are required for an event?

One toilet per 50 persons must be provided (recommend at least 5-10% of toilets be ADA compliant) .

Food, Beverages, and Alcohol

How do I submit for temporary food permit(s)?

• You can submit your Health and Safety Review by logging in or creating an account at the online portal My Health Department | APH  for the Austin Public Health Environmental Services Division. 

• Navigate to Special Permitting Food Applications 

• Click Temporary Food Event Application  

• Submit a new Temporary Food Event Application  

• Brings you to the form to fill out for temp food permits  

• Physical permits are issued and must be picked up before the event at the address below. 

Note: All applications can be submitted in person at 1520 Rutherford Ln, Bldg 1, Austin, TX 78754. Office hours for submission are 7:45am to 3:00pm .

When is a temporary food permit needed?

• The event is open to the public  

• Advertised event  

• Allowed to invite members outside an organization, family members, or additional guests  

• Serving open container food/drinks that need to be warmed or refrigerated (including under tents) 

• Mobile Food trucks operating in their jurisdiction who want to set up tents or tables used for selling outside the confines of the vehicle to accommodate larger crowds 

Other considerations for food permits: 

• Each 10x10 tent for food and/or beverages will need a temporary food permit.

• Alcoholic beverages that are opened or mixed by a bartender or server at a tent will need temporary food permits .

• Prepackaged food and prepackaged soda or water do NOT need temporary permits (unless they are being opened prior to serving) .

Can I park a Food Truck on the right-of-way (sidewalk, parking space, or street)?

Food trucks can only be parked on the right-of-way with a street event permit. You must submit a Special Event application for your street event permit request to be reviewed.

I want to have alcohol at my event, where can I find more information? 

All licensing for the Texas Alcoholic Beverage Commission (TABC) goes through their state office. You can find out more at their Frequently Asked Questions page or Temporary Event Authorizations page. You can also reach out to them at EventsAustinRegion@tabc.texas.gov or 512-206-3360. 

For additional City of Austin requirements, please go to the alcohol section of our Event Guide.  

Tents and Propane

I will have tents at my event, are permits required?

Yes, all tents are subject to AFD review. More information on requirements and permitting at Tents at Events.

What are the requirements for propane?

All events are subject to site plan approval and fire inspection. No gas-fired (propane, natural gas, etc.), wood-burning, or other open-flame heaters, pits, or other containers are allowed inside tents.

Effective October 1, 2023, all food trucks (MVUs) equipped with propane, as well as MVUs using electric appliances that produce smoke or grease-laden vapors, will require an inspection from Austin Fire before being allowed to work within Austin city limits. This includes local MVUs as well as MVUs visiting from outside of Austin that are applying for either temporary or annual Mobile Food Vending permits issued by Austin Public Health. MVUs operating without an inspection from Austin Fire will be shut down, and a citation will be issued. Visit the Austin Fire Mobile Vending webpage for more information.

For more information go to this link: Fire Safety at Events 

Park Events

Will I need a Special Event permit for my event at a park?

Most public events will need to utilize one of the following applications:

Park Only Event Application

Special Request Form Application (PDF) 

• For example, a public event, fundraiser with food and non-alcoholic beverages.  May NOT include alcohol sales, structures, or tent permits.  ALL public events require insurance. 

• USE FOR:  Curfew extensions, an event at a typically non-bookable park, or public events with food vending/merchandising    May NOT include alcohol sales, structures, or tent permits. 

• 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. 

Special Event Permit Application

Special Event Application also known as Austin Center for Events (ACE) Application

• See the “Event Planning” citywide event application. Our special event section on this page also provides helpful information and sample checklists.  Consult with an event planner PRIOR to applying.  Many parks are booked by annual reoccurring events.  

• USE FOR: Events which require services/permits for a park AND any one (1) of the following:   
  
  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, public events where alcohol will be served or sold

• To determine if your event will require a Special Events application, you can find more information at the Parks Special Events webpage.

Which Parks are available for Special Events?

Please review information listed here: Park Event Sites and Partner Sites – A list detailing City of Austin Park facilities that may have availability to host a Special Event .

Please note: Zilker Park, Auditorium Shores, and Fiesta Gardens each have Event Day limits set by City Council, and there is currently no availability for new events at those park sites.

How do I identify if a property is Parkland?

As a resource, the City of Austin provides the PARD Interactive Map to identify park property within the city boundaries.   

• Select the stacked squares on the map header to show all layers.  

• Hiding all “assets” will clearly show park property.  

• Under “Land”, hide “PARD maintained/Unowned Properties”, to view only Parkland.   

Why do I need to submit insurance?

All public events on Parkland require liability insurance that meets our requirements. These requirements cannot be waived.  

Insurance  - General Liability, Automotive (hired, owned, and non-owned), a waiver of subrogation, 30-day notice of cancellation, and the City of Austin listed as an additional insured. Legal liquor liability insurance will be required for any public events that contain alcohol.    

If I already paid Office of Special Event application and permit fees, why do I still owe Austin Parks and Recreation?

The Office of Special Events and other departments may charge permitting fees through the AB+C system that are required to be paid in order to receive a permit. These fees are separate from any fees required for having an event on Parkland. Austin Parks and Recreation uses a separate system, called Webtrac for fees and those fees will be listed in the contract. 

Police/Security

How many officers are required to work an event?

The Special Events Coordinator will work with the promoter to determine what an adequate number of officers is to keep the event safe while also taking into consideration the budget of the promoter. 

What is the minimum number of hours required to hire an officer?

For events without a vehicle, there is a 3 hour minimum. For events with a patrol vehicle, there is a 4 hour minimum.

Trash and Recycling

Where can I find trash and recycling haulers for my event?

You can go to Licensed Private Hauler for a list of options.

Where can I find the Waste Reduction and Diversion Plan form?

Go to this link: Waste Reduction and Diversion Plan

Transportation

What are the special-event transit service options?

For transit service options please go to the link: CapMetro Rider FAQ

Or contact CapMetro directly at the GO Line at 512-474-1200

Amplified Sound

What permits are required for amplified sound?

For more specifications and contact information, go to this link: Outdoor Amplified Sound.

How do I know the category of the musician performing at my event?

Category A Performers

• Bands/Artists who currently play Stadiums/Arenas/Amphitheaters

Category B Performers

• Bands/Artists who currently play Large Clubs/Theaters

Category C Performers

• Bands/Artists who currently play Small Clubs

Temporary Change of Use and Building Occupancy

Can I increase my occupancy load?

Not without a building plan review with Austin Development Services. The Fire Marshal’s Office does not issue occupancy load cards. However, the Fire Marshal’s Office enforces code related to occupancy loads.

Below are the fees for Special Events associated with each Department. They are based on the City of Austin's budget, approved annually. The downloadable PDF is linked to the City of Austin FY 2025-2026 Special Events Fee Schedule. 

For questions please feel free to contact us via email or at 512-974-1000.

Austin Arts, Culture, Music and Entertainment Fees

ACE Application Processing
A. Tier 2	$198.67
B. Tier 3	$237.85
C. Tier 4	$298.00
D. Late Application Processing Fee*	$277.00
*Late fee is additional to Tier fee. Additional AFD fees may also be applied.
ACE Permitting
A. Tier 2	$117.55
B. Tier 3	$156.73
C. Tier 4	$235.00
Sound Impact Evaluation Fees
Temporary or Special Events	$677.29

Please note: There are no application processing fees or Austin Center for Events permitting fees for Tier 1 events.

Austin Fire Special Events Fees

AFD Private Parking Patio Permit
AFD Private Parking Patio Annual Renewal Fee	$450.00
AFD Private Parking Patio Initial Review and Inspection*	$450.00
*Review and inspection for 1st time requests.
AFD Private Parking Patio Temporary Occupancy Load Adjustment	$450.00
After Hours Fee (for Special Events)	$169.00	per inspector/per hour, 2-hour min
Burn Permit (for Special Events)*	$375.00
*For non-performance burns.
Cancellation Fee (for Special Events)	$300.00
Carnival/Circus Operational Permit	$600.00
Command Post Staffing	$169.00	per hour, 2-hour min.
Engineering Review (for Special Events)	$125.00	per hour, 2-hour min.
Fire Watch	$169.00	per inspector/per hour, 2-hour min
Fireworks/Pyrotechnics Permit	$450.00
Logistic Officer	$169.00	per inspector/per hour, 2-hour min.
Open Flame Annual Permit*	$300.00
*Permit required to use open flame or candles in connection with assembly areas, dining areas of restaurants or drinking establishments.
Outdoor Event Permit
Level 0 (49-299 Expected Attendees)	$150.00
Level 1 (300-999 Expected Attendees)	$450.00
Level 2 (1,000-9,999 Expected Attendees)	$675.00
Level 3 (10,000-24,999 Expected Attendees)	$1,050.00
Level 4 (25,000+ Expected Attendees)	$2,250.00
Public Assembly Permit*	$488.00
*Annual permit requirement for buildings with an occupant load >49 & alcohol sales >51%.
Reinspection Fee for Special Events and Public Assemblies*	$150.00	per hour, 2-hour min.
*Fee for inspector to revisit a special event site due to safety findings in original visit.
Special Effects Permit	$450.00
Special Event Permit Revision Fee*	$150.00
*Fee to review changes to an existing Special Event application.
Special Events Plan Review Meeting	$150.00	per hour
Stand By Type VII Fire Apparatus*	$425.00	per apparatus/per hour, 3-hour min.
*Fee for fire apparatus and (2) LTs.
Standby Fire Apparatus*		per apparatus/per hour, 2-hour min.
*Fee for a Fire Engine with four person crew: Lt., Spec., and two FF.
After Hours Rate	$569.00
Regular Hours Rate	$499.00
Temporary Change of Use Permit*	$525.00
*Permit issued for hosting public events of >49 people in a non public assembly structure.
Temporary Helistop Permit*	$450.00
*Permit required to ensure temporary helistop is in compliance with City of Austin adopted International fire code and NFPA 25 Standpipe System Flow and Hydrostatic Test.
Temporary Occupancy Load Adjustment	$375.00
Temporary Use Permit	$300.00
Tent Permit with AFD Special Event Permit*	$75.00
*Per tent, when submitted in conjunction with any other AFD Special Events Permit.
Tents/Temporary Membrane Structure Permit*^
*Permit required for tents within 20 ft. of a building OR walled on any side in excess of 400 sq ft or any tent which exceeds 700 sq ft in area.
^Permit also required for temporary membrane structures.
1st Tent	$375.00
Each additional tent	$75.00
Theatrical Performance with Open Flame*	$450.00
*Performances with open flames.
Trade Show/Exhibit Permit*	$450.00
*Permit required for all events classified as trade shows, exhibits, or garden shows.
Trade Show/Exhibit Additional Floor Plan Review	$75.00

Austin Transportation and Public Works Special Events Fees

Street Event
Safety Inspection Fee	$90.00	$45/per hour/per day, 2-hour min
Street Event Tier 1 Application Review Fee	$115.00
Street Event Tier 1 Deposit	$50.00	refundable
Street Event Tier 1 Permit Fee	$55.00	per block/per day
Street Event Tier 2 Application Review Fee	$170.00
Street Event Tier 2 Deposit	$1,000.00	refundable
Street Event Tier 2 Permit Fee	$235.00	per block/per day
Street Event Tier 3 & 4 Application Review Fee	$295.00
Street Event Tier 3 & 4 Deposit	$2,000.00	refundable
Street Event Tier 3 & 4 Permit Fee	$235.00	per block/per day - $4,000 max/per day
Safety Closure
Safety Inspection Fee	$90.00	$45 per hour/per day, 2-hour min
Safety Closure Application Review Fee	$115.00
Safety Closure Deposit	$50.00	refundable
Safety Closure Permit Fee	$55.00	per block/per day
Special Event Traffic Control Plan Preparation Fee
Customized Plan	$1,770.00
Exisiting Plan (Pre-set Route)	$590.00
Expedited Costs or Change Requests*
*Late requests or changes requested after a plan is sealed will be subject to additional charges and in some cases overtime charges. Approximate charge for additional work will be provided to event organizer prior to plan creation for acceptance.
Standard Labor Rate
Event Scheduling Fee	$50.00
Dispatcher	$71.00	per hour
Transportation Mobility Service Officer	$71.00	per hour
Transportation MSO Lead/Specialist	$89.00	per hour
Transportation MSO Supervisor	$98.00	per hour
Vehicle Rental - Special Events	$3.25	per hour
Parking
Parking Permit - Application Fee	$50.00
Parking Permit - Usage Fee - Metered or Pay Station Parking Spaces	$32.00 - $80.00	per space/per day
Parking Permit - Usage Fee - Undesignated Unmetered Parking Spaces (Standard space is 8' x 20' = 160 sq ft x $0.02/sq ft = $3.20/space)	$0.02	per sq ft/per day

Austin Police Special Events Fees

Police Cadet	$47.00	per hour
Police Commander	$152.00	per hour
Police Lieutenant	$130.00	per hour
Police Liutenant (Tier II - Vendor Agreed)	$174.00	per hour
Police Officer/Cpl-Det	$83.00	per hour
Police Officer/Cpl-Det (Tier II - Vendor Agreed)	$110.00	per hour
Police Sergeant	$109.00	per hour
Police Sergeant (Tier II - Vendor Agreed)	$145.00	per hour
Special Events Reserve Officer	$64.00	per hour
Dispatcher	$54.00	per hour
Dispatcher (Events between 5:00 p.m. through 6:00 a.m.)	$72.00	per hour
Event Scheduling Fee	$57.00	per event
Mounted Rental - Outside Services	$20.00	per hour
Personal Watercraft Rental - Outside Services	$10.00	per hour
Vehicle Rental - Outside Services	$12.00	per hour
Watercraft Rental - Outside Services	$20.00	per hour

Austin Parks and Recreation Special Events Fees

Special Events (1,000-10,000 participants/attendees)
Damage Deposit	$2,000.00
Electricity Fee	$500.00	per day
Maintenance Fee	$0.10	per person
Set Up/Take Down	$500.00	per day
Use Fee	$3,000.00
Special Events (10,001 or more participants/attendees)
Damage Deposit	$2,500.00
Electricity Fee	$500.00	per day
Maintenance Fee	$0.10	per person
Set Up/Take Down	$500.00	per day
Use Fee	$5,000.00	per day
Auditorium Shores
Damage Deposit	$2,500.00
Electricity Fee	$500.00	per day
Maintenance Fee	$0.10	per person
Parking Lot	$500.00	per day
Set Up/Take Down	$500.00	per day
Use Fee	$5,000.00	per day
Fiesta Gardens West End
Damage Deposit	$2,000.00
Electricity Fee	$250.00	per day
Maintenance Fee	$500.00
Set Up/Take Down	$500.00	per day
Use Fee	$2,500.00	per day
Parkland Day Use Areas (Groups over 1,000 use Special Event Rates listed above)
Event Size 100 - 250 persons - resident	$75.00
Event Size 100 - 250 persons - Non-resident or for commercial activity/events	$125.00
Damage Deposit - Event Size 100 - 250 persons	$100.00
Event Size 251 - 399 persons - resident	$100.00
Event Size 251 - 399 persons - Non-resident or for commercial activity/events	$150.00
Damage Deposit -  Event Size 251 - 399 persons	$100.00
Event Size 400 - 599 persons - resident	$150.00
Event Size 400 - 599 persons - Non-resident or for commercial activity/events	$175.00
Damage Deposit - Event Size 400 - 599 persons	$150.00
Event Size 600 - 999 persons - resident	$1,000.00
Maintenance Fee - Event Size 600 - 999 persons - resident	$250.00
Event Size 600 - 999 persons - Non-resident or for commercial activity/events	$1,500.00
Maintenance Fee - Event Size 600 - 999 persons - Non-resident or for commercial activity/events	$250.00
Damage Deposit - Event Size 600 - 999 persons	$500.00

There are numerous parks where private ticketed events may occur, including but not limited to: Zilker Park, Fiesta Gardens, Walter Long, Republic Square Park, and Auditorium Shores. Any public event with special event status charging admissions will provide an additional $1.00 - $3.00 for every ticket sold per ticketed day for park maintenance:

Tiered Special Event Park Maintenance Fee Structure
Tier One: for ticket price $1.00 - $50.00	$1.00	per ticket sold
Tier Two: for ticket price $51.00 - $100.00	$2.00	per ticket sold
Tier Three: for ticket price $101.00 and above	$3.00	per ticket sold

 

Austin-Travis County EMS Special Events Fees

Ambulance (ALS)	$284.00	per hour
Ambulance (ALS) (1/4 hr rate)	$71.00	per quarter hour
Ambulance (BLS)	$255.00	per hour
Ambulance (BLS) (1/4 hr rate)	$63.75	per quarter hour
Medical Doctor	$159.00	per hour
Motor Paramedic Team	$156.00	per hour
Motor Paramedic Team (1/4 hr rate)	$39.00	per quarter hour
Set-up/Take-down Fee	$145.00	per day
Special Response Unit	$136.00	per hour
Special Response Unit (1/4 hr rate)	$34.00	per quarter hour
Supervisor	$110.00	per hour
Supervisor (1/4 hr rate)	$27.50	per quarter hour
Supplemental Standby Paramedic	$70.00	per hour
Supplemental Standby Paramedic (1/4 hr rate)	$17.50	per quarter hour
Supplemental Standby Paramedic w/ Apparatus	$71.00	per hour
Supplemental Standby Paramedic w/ Apparatus (1/4 hr rate)	$17.75	per quarter hour

Austin Public Health Special Events Fees

Event Health and Safety Review	$265.00
Temporary Food Permit Fees
Temporary Food Permits*	$62.00	per booth
*1-14 calendar days
Temporary Event Late Permit Application Fee	$277.00	per permit

Austin Resource Recovery Special Events Fees

Standard Labor Rates
Worker (excluding holidays)	$36.00	per hour
Worker (on holidays)	$51.00	per hour
Equipment Operator (excluding holidays)	$41.00	per hour
Equipment Operator (on holidays)	$60.00	per hour
Supervisor (excluding holidays)	$52.00	per hour
Supervisor (on holidays)	$76.00	per hour
Supplemental (Bulk) Hauling Service*	$184.00	plus est. disposal volume charge based on current disposal rates
*500-lb. minimum disposal charge will be assessed per requested collection. Additional volumes will be assessed and charged in 500-lb. increments thereafter.
Supplemental Brush Collection	$173.00
Event Cleaning - Standard Equipment Rates
Bags	$28.85	per case
Cart Cleaning Fee	$322.00	per 100 carts
Crane*	$28.75	per hour + fuel costs**
Disposal Fees		Baed on current landfill tipping fee
Flusher*	$19.15	per hour + fuel costs**
Pickup*	$3.25	per hour + fuel costs**
Plastic Wrap	$31.50	per roll
Rear Loader*	$42.85	per hour + fuel costs**
Rear Loader (Small)*	$33.70	per hour + fuel costs**
Stake Bed Truck*	$7.05	per hour + fuel costs**
Sweeper*	$27.85	per hour + fuel costs**
Tractor Trailer*	$27.00	per hour + fuel costs**
Utility Vehicle*	$3.45	per hour + fuel costs**
*4 hour minimum charge on all equipment; costs do not include operator.
**Fuel costs are calculated based on miles and industry standard of miles per gallon costs.
Standard Equipment Rates - Dumpsters
4 YD Trash Dumpster	$1.23/day + $272.17/haul
4 YD Recycle Dumpster	$6.16/day + $203.28/haul
8 YD Trash Dumpster	$1.23/day + $285.71/haul
8 YD Recycle Dumpster	$6.16/day +$203.28/haul
20 YD Trash Dumpster	$6.16/day + $536.94/haul
20 YD Recycle Dumpster	$6.16/day +$203.28/haul
30 YD Trash Dumpster	$6.16/day + $568.95/haul
30 YD Recycle Dumpster	$6.16/day +$203.28/haul
40 YD Trash Dumpster	$6.16/day + $600.98/haul
40 YD Recycling Dumpster	$6.16/day +$203.28/haul

Other Fees

Alcoholic Beverage Waiver Fee	$5,304.60
Mobile Retail Permit	$81.90
Temporary Use Permit	$124.20
Private Parking Patio Permit	$144.00

Requirements

The Americans with Disabilities Act (ADA) requires the City of Austin and public accommodations to provide equitable access for people with disabilities. Event organizers are expected to make every effort to follow ADA guidelines and provide and maintain access for people with disabilities.

An ADA compliance plan is required for any special event that interferes with accessibility on City streets, sidewalks, right-of-way, or city facilities. This plan must also comply with the Texas Architectural Barriers Act in Texas Government Code Chapter 469, the Texas Accessibility Standards, and Texas Human Resources Code Chapter 121.

Resources

• City of Austin ADA information
• Request ADA Accommodations from the City of Austin
• U.S. Department of Justice ADA information and technical assistance
• Texas Architectural Barriers Act
• Texas Accessibility Standards
• Texas Human Resources Code Chapter 121
• A Planning Guide for Making Temporary Events Accessible to People With Disabilities

Post-event Emissions Management Plans are only required for Tier 4 events.

Within 90 calendar days of the last day of an event, the event organizer must submit documentation that identifies:

• Actual equipment types used
• Equipment usage and the activities relied upon to reduce emissions (to the extent feasible)

ACE Sustainability staff will provide the applicant with an approved plan template.

For more information, please contact Amanda Mortl at Amanda.Mortl@austintexas.gov or 512-974-2651.

Overview

A special event permit is not required for a spontaneous event for which an attendee or event organizer cannot provide the level of advance notice required by this chapter (i.e., an event occasioned by recent news or current affairs) that is conducted solely on city right-of-way or parkland.

A spontaneous event is subject to other laws.

To help ensure public safety, an organizer of a spontaneous event is not required to, but is encouraged to, notify Austin Police of the date, time, place, and an estimate of the approximate number of persons who will be participating.

If an organizer wishes to use any part of the public right-of-way to march and wishes to occupy the roadway, an ACE application is required to ensure a police escort is in place for the public safety of all motorists and participants.  

Resources

• US Department of Justice Community Relations Service
• Planning for Safe Marches and Demonstrations (pdf)
• So... You're a Demonstration Marshal (pdf)

Overview

Annually, Austin parks serve as the home for many events, festivals, and concerts. Austin Parks and Recreation's Office of Special Events is available to provide an overview and understanding of 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 annual events in Austin Parks receive standing reservations. Special events require 6 months to 1 year advance planning and require extensive development by the promoter/organizer to ensure safe and sufficient plans are developed to sustain the event.

It is strongly encouraged to determine if there is capacity/availability and approval from Austin Parks and Recreation to add an event to the schedule before beginning the special event permitting process. For new events, these conversations should take place 10 months to a year in advance of the requested event month or season.

Resources

• Park Rules - Glass, Styrofoam and Smoking are prohibited in all parks.
• Smoke and Electronic Cigarette-free Events Toolkit
• Turf Access and Tree Protection (pdf)
• Directions for Submitting a Completed Site Plan for Tree Impact Review (pdf)
• Crawfish Boil Regulations (pdf)
• Observed Holidays (No Reservation Periods) (pdf)

Frequently Asked Questions

Does filming require an ACE application?

No. Filming in the park system requires a film permit. View the requirements and application.

Do all park events require ACE Permits?

No. Events restricted to the boundaries of a given park and planning to provide only food do not require ACE Permits.

Private events such as a common picnic site and event facility rentals typically do NOT require ACE permits. If the event is open to the public, includes alcohol sales, structures, impacts right of way or similar issues, an ACE application should be submitted.

Do I just put a proposed park in my ACE application?

No, research into the proposed park space and date must be done prior to submitting an ACE application. Many parks spaces large enough to host a special event are already utilized as an event space for reoccurring annual events.

How do I find and confirm a park for my event?

Prior to applying, please consult with an Event Coordinator in the Office of Special Events to speak about an event proposal and discuss possible locations and dates.

• http://www.austintexas.gov/parkevents
• 512-974-6797
• reservations@austintexas.gov

Is there a waitlist of parks?

No. There is no waitlist for new events. If a park space becomes available, the decision to accept a new event will be made solely by ACE-PARD.

What are the capacities for park spaces?

The most commonly used sites and capacities can be found here (pdf).

When should I start planning a park event?

Organizers are encouraged to start a year in advance of the event to allow time for planning, development, and submission of completed documents to City Departments.

What are the requirements for hosting an event in a park?

You may find information on hosting an event in a park on the Austin Parks and Recreation’s Office of Special Events website. Please refer to this sample checklist (pdf) for typical event requirements.

What do I do if there is bad weather during my event?

It is the organizer’s responsibility to monitor weather conditions and have plans in place for the safety of attendees and prevention of damage at the park.

How do I book Auditorium Shores, Zilker Park, or Festival Beach/Fiesta Gardens?

Auditorium Shores, Zilker Park, and Festival Beach/Fiesta Gardens are limited in the amount of event days per year. Currently all available dates are utilized by long standing annual events.

If event days become available, the Parks and Recreation Department will determine the process for utilizing vacancies.

Can I host an event at Butler Park?

Butler Park and the dog park at Auditorium Shores are not available for special events and must be kept open for public use.

Can I host an event at Barton Springs or other City of Austin Pools?

Pools are not designated as special event locations and will not be approved as event spaces.

Select pools may be rented through the Aquatics Office for birthdays or similar functions after normal pool hours.

Can I host an event on Lady Bird Lake or other bodies of water?

The waterway is utilized for existing annual events that have a day approved at a park space designated for event use. Lake Walter E. Long may have availability dependent upon the current event schedule.

What is the latest I can have amplified sound in a park?

By law, amplified sound is not permitted in City of Austin parks before 10 a.m. or after 10 p.m. Park curfew is between 10 p.m. and 5 a.m.

Can you smoke at park events?

No - all parks are smoke free by City Ordinance.

Can I have food trucks in the park?

Food trucks who have been permitted by City Departments may vend at parks to event attendees. However, natural park features often limit the possibilities. Most downtown parks do not have physical space, or include topographical features (slope, trees, etc.), that do not permit food trucks in the park. 

In limited circumstances the Parks and Recreation Department may permit vendors to access turf areas using approved ground protection devices. 

Are fireworks allowed in parks?

Fireworks are allowed as part of public New Year's and 4th of July events, and with Parks and Recreation Department approval at public events for significant milestone purposes.

Private fireworks displays are not allowed.

Do you allow carnivals at parks?

Generally speaking, traditional carnival rides are not allowed on sensitive park grounds.

Allowed:

• Bungee cord attractions
• Climbing walls
• Moonwalks

Prohibited:

• Petting zoos
• Water attractions
• Miniature trains
• Water slides
• Pony Rides

How can I market my new product in a park?

The Austin Parks and Recreation Department issues various types of temporary concession permits required of vendors that seek to operate in a park for a single day or up to 6 months and do not require a permanent building.

Requirements in order to become a temporary concessionaire may be found here.

Fire Permits and Safety Requirements

Overview

Any Austin Fire requirements issued prior to and/or onsite at an event must be followed. Inspectors are subject matter experts whose interpretation of the International Fire Code may require additional public safety actions to be taken prior to our issuance of permits and/or load card(s). Inspectors also have the authority to assign public safety requirements at their discretion. Contact Austin Fire Special Events directly at  AFDSpecialEvents@austintexas.gov.

All events are subject to site plan approval and fire inspection. No gas-fired (propane, natural gas, etc.), wood-burning, or other open-flame heaters, pits, or other containers are allowed inside tents.

Effective October 1, 2023, all food trucks (MVUs) equipped with propane, as well as MVUs using electric appliances that produce smoke or grease-laden vapors, will require an inspection from Austin Fire before being allowed to work within Austin city limits. This includes local MVUs as well as MVUs visiting from outside of Austin that are applying for either temporary or annual Mobile Food Vending permits issued by Austin Public Health. MVUs operating without an inspection from Austin Fire will be shut down, and a citation will be issued. Visit the AFD Mobile Vending webpage for more information.

Tent Permit Requirements

When is an Austin Fire Tent Permit required?

Non Air Inflated:

• Tents anchored directly to the ground fall in the following categories:
• Structures greater than 400 square feet with one or more sidewalls.
• Structures greater than 400 square feet and within 20 feet of a building.
• All structures greater than 700 square feet.

Air Inflated:

• Temporary Membrane Structures greater than 100 square feet.
   

AFD will have final determination on all fire related permits. Tents constructed on site must be reviewed and approved by the AFD for compliance with the current ordinances, safety, fire and building codes. All AFD permitted tents require a review and approval.

Those hosting an event with 50 or more people must fill out an ACE application but do not need a separate tent permit application. The application deadline will be 30 days or the SEO’s deadline for the tier of the event (whichever is greater).

Those hosting an event with less than 50 people must fill out the standalone tent application for tents requiring a permit no less than 10 days prior to the event.

• Standalone Tent Application (English PDF)
• Temporary Structure Application (English PDF)

Please note:

• Site plans should include detailed information on tent type, size, and location.
• Tent permit fees are nonrefundable.

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General requirements

• Permitted tents or tent groups must be NFPA 701 compliant and have proof of compliance attached to the tent fabric from the manufacturer.
• All food vendors, including out of town mobile vendors/trailers, must have a current health permit.
• Cooking tents/temporary structure must be located a minimum of 20 ft. from any permanent structure.
• Cooking tents with sidewalls must be separated from any/all other tents by 20 ft.
• Vehicles must be parked a minimum of 20 ft. from each tent/temporary structure.
• Cooking vendors must be separated from non-cooking vendors b y a 12 foot fire break.
• Enclosed tents require proper exiting and signage (battery back-up/tritium, 7 ft. high).
• “No Smoking” signs are required to be posted inside tent areas.
• Cooking and heating equipment shall not be located within 10 ft. of any exits or combustibles.
   

For a more detailed list, see Tent Rules and Requirements (pdf).

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Inclement Weather Contingency Plans

Weather conditions can change quickly in Austin. An inclement weather plan that includes location of tents on the site plan should be included with the ACE application. Getting this pre-approved allows you to quickly add tents to your event in case of emergency.

• Caution: Tents should not be occupied during electrical storms and/or high wind conditions.

Temporary Air Supported and Air Inflated Membrane Structures

• During high winds exceeding 50 miles per hour, the doors shall remain closed and be controlled when operated to open and close, avoiding excessive air loss.
• Doors shall be automatic closing to prevent pressure loss, swing in direction of exit travel, and shall open with 15 pounds or less of pressure.
• Construction of the fabric envelope and the method of anchoring shall comply with ASI 77.
• Structures used as a place of assembly shall have a minimum of 2 blowers with adequate capacity to maintain full inflation in case of failure of one blower.
• For places of assembly of more than 200 persons, auxiliary power (generator) shall be provided to power one blower continuously for four (4) hours.
• All temporary air supported and air inflated membrane structures may require an AFD Engineer review.

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Cooking Tents

Fire Extinguishers

• Each vendor/ tent must have a 2A10BC rated fire extinguisher.
• Any cooking operation involving combustible cooking media (frying vegetable or animal oils and fats) requires a Class K rated extinguisher, in addition to a 2A10BC rated fire extinguisher.
• All fire extinguishers must have a current annual inspection.
• Any solid fuel cooking operation (wood/charcoal) must have a minimum 2.5gl Class K extinguisher.

Propane

The number of appliances fueled by propane per vendor will be determined by the AFD inspector. Event setup, manufacturer recommendations, and public safety are a few of the things that AFD takes into consideration when making a determination of the number of propane fueled appliances allowed per vendor. A maximum 100 lbs. of propane in use per appliance, with a 200 lb. maximum of propane in use allowed per vendor.

• Propane bottles must be placed at the rear exterior of the tent for emergency access and at a minimum of five (5) feet away from any ignition source and cooking appliances.
• Emergency access must not require tent entry.
• Propane cylinders must be secured in an upright position.
• Spare propane bottles are not allowed on site unless approved.
• Designated area for spare and empty propane tanks must be established and approved by fire department.
• Propane appliances must have LPG stamped on their hoses.
   

Grills & Pits

• No grilling with charcoal or wood is allowed under any tented structure.
• Outside BBQ pits with stacks must have a five (5) feet clear circumference from combustibles, a 15 feet clearance above the stacks, and a distance of ten (10) feet from any permanent structure or 20 feet from any tent.
• Homemade LPG appliances will be inspected individually and may not be authorized without an engineer’s certificate.

Fire Lanes

Emergency vehicle access roads shall have an unobstructed width of no less than 25 feet.

The unobstructed roadway width may be reduced to less than 25 feet for all or part of the required roadway. The Fire Chief has the authority to require an increase or permit a decrease in access widths when necessary to meet public safety objectives.

Fire Lane Vertical Clearance: All overhead obstructions above fire lanes must maintain an unobstructed vertical clearance of at least 14 feet at all times. This includes those positioned over roadways, including, but not limited to, event starting lines, overhead banners, and/or event entry structural support systems.

Generators

Minimum requirements*:

• Generators must be located 10 feet from any permanent structure.
• Generators must be located 20 feet from any tent or temporary membrane or air-inflated structure.
• Generators must not be located on any sidewalk or within 10 feet of a building exit or egress path unless otherwise approved.
• The locations of all generators must be indicated on site plans.
• Generators must be allowed to cool down prior to refueling.
• Generators less than 10 gallons may be refueled during normal hours, provided fueling is 25 feet from the public.
• Generators over 10 gallons must be refueled when the public is not present.
• Generators must be protected from public access.
• "No smoking" signs must be posted around the generator and any stored fuels.
• Less than 10 gallons of fuel may be stored on-site.
• The fuel must be stored 50 feet from any tent or temporary membrane or air-inflated structure.
• Generators with less than 60 gallons of fuel must have a 2A:10BC or larger fire extinguisher within 30 feet of the generator.
• Generators with more than 60 gallons of fuel must have a 2A:20BC or larger fire extinguisher within 30 feet of the generator.
• Generators with more than a 60 gallon tank require the tank to be labeled and list to meet UL 142 specifications.
• Maximum fuel capacity for any generator is 660 gallons.

*Note: A site review may determine additional requirements.

Open Flame Annual Permit

An Open Flame Annual permit is required for public establishments that use open flame, candles, or flaming food in connection with assembly areas, dining areas of restaurants or drinking establishments. The Open Flame Permit must be renewed annually, and each renewal will require a full review of compliance with current fire safety regulations. Responsibility for acquiring and maintaining this permit will rest with the property owner or legal representative/agent.

Failure to renew your Open Flame Annual Permit may result in a citation.

Inspections required for Open Flame Annual permits are scheduled on a first-come, first-served basis and are based on completed application submission and payment dates.

To obtain the permit, please complete an Open Flame Annual Permit Application.

Fire Watch and Standby Fire Apparatus Request for Special Events

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

Fire watch requests are dependent on an inspector's availability. Please try to allow us as much time as possible to schedule your request. Last minute requests (within 72 hours) may not be approved as fire watches are completely based on an inspector's availability.

Cancelation of fire watch must be received 48 hours prior to the scheduled fire watch time(s). Otherwise, a cancelation fee will be invoiced.

To request a fire watch, please submit a Fire Watch and Standby Fire Apparatus for Special Events Request Form.

Carnival/Circus Operational Permit

An operational permit is required to operate a circus or carnival with an expected attendance of more than 50 people.

An ACE application is required to be submitted at least thirty (30) calendar days prior to the event or according to the ACE deadline for the tier of the event (whichever is greater).

Exhibit & Trade Show Permit

Exhibit and Trade Show permits are required by the International Fire Code. 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.” Also included would be “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 to include: 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, a complete online application and floor plan submission must be submitted at least 21 days prior to the event.

Fireworks Permit

All activities associated with the use of pyrotechnics and open flames must comply with the current IFC and adopted ordinances, and require review and approval by the Austin Fire Department (i.e., outdoor fireworks and pyrotechnics.).

Those requesting the use of aerial fireworks and/or pyrotechnics must fill out an ACE application at least 30 days prior to the scheduled event or according to the ACE deadline for the tier of the event (whichever is greater).

A PERMIT, ALONG WITH THE FOLLOWING, IS REQUIRED IN ORDER TO PROMOTE OR EXECUTE A COMMERCIAL OR CONSUMER FIREWORKS DISPLAY WITHIN THE CITY OF AUSTIN:

• A site plan of the grounds where the display is to be held must be submitted to and approved by AFD Special Events in advance of the event.
• A copy of a pyrotechnic operator license issued by a State Fire Marshal’s Office (commercial only).
• A list of the fireworks to be used along with an MSDS for each (commercial only). Consumer displays are restricted to only ground devices containing 50mg or less of explosive composition and smoke devices classed as explosive 1.4G, firecrackers, and small smoke bombs.
• Insurance
• Aerial displays must carry a Certificate of Insurance for a minimum of $1,000,000 (bodily injury) and $500,000 (property damage).
• Non-aerial displays must carry a Certificate of Insurance for a minimum of $500,000 (bodily injury) and $300,000 (property damage). The City of Austin must be named as co-insured on the policy.
• A permit fee, along with the required apparatus and inspector standby, depending on the type of display.
• A Public Display permit must be obtained from the State Fire Marshal’s Office (commercial only).

Flame Special Effects/Pyro Performance Requirements

A flame effect is the combustion of flammable solids, liquids and/or gases to produce thermal, physical, visual and/or audible phenomena before an audience (i.e., hand-held burning torches, flaming batons or hoops, flame acts, fire walking, flaming sword dancers, open burning with religious services, candles or open flames in assembly occupancies, and fire or special effects for film productions). A full demonstration to the Fire Marshal prior to the event date may be required.

Those hosting events with 50 or more people must fill out an ACE application; the deadline is either the greater of 30 days prior to the event or the ACE deadline for the tier of the event (whichever is greater).

Events with less than 50 people must fill out the standalone Pyro, Burn, and Flame Special Effects Permit Application no less than 10 days prior to the event.

Outdoor Event Permit 

An Outdoor Event permit is required for outdoor events on public and/or private property with more than 49 people and must be available upon request by an inspector.

An ACE application is required to be submitted at least 30 calendar days prior to the event or according to the ACE deadline for the tier of the event (whichever is greater).

Outdoor Exit Sign Requirements

Fire exits are necessary for any fenced events. The amount of fire exits and location will be determined by AFD.

Exit signage must meet the following requirements, unless otherwise specified by AFD:

• Lighted with backup power (LED battery-powered lights may be allowed upon review);
• Minimum height: Seven feet above ground
• Lettering shall be no smaller than 18 inches for exit signs (white sign with red lettering is preferred, but red signage with white lettering is also allowed).

Temporary Egress Lighting Installations

Required egress lighting and exits signs must not be on the same circuit as general use receptacles or decorative lighting. 

Recreational Fire Permit

Open burning (not a demonstration or performance for an audience) is a recreational fire, defined as,  “an outdoor fire that burns materials other than rubbish and where the fuel being burned is not contained in an incinerator, outdoor fireplace, portable outdoor fireplace, barbeque grill or barbeque pit and has a total fuel area of 3 feet (914 mm) or less in diameter and 2 feet (610 mm) or less in height for pleasure, religious, ceremonial, cooking, warmth, and/or similar purposes.”

Those hosting events with 50 or more people must fill out an ACE application at least 30 days prior to the scheduled event or the deadline established by ACE for the event within the appropriate tier.

Those hosting events with less than 50 people must fill out the standalone Pyro, Burn, and Flame Special Effects Permit Application no less than 10 days prior to the event.

Public Assembly (PA) Permit

An annual Public Assembly (PA) permit is required for public establishments that anticipate or operate at an occupancy rate of 50 or more people, and whose gross sales constitute 51% alcohol. Responsibility for acquiring and maintaining this permit will rest with the property owner or legal representative/agent.

Failure to renew your Annual Public Assembly Permit may result in a citation.

Inspections required for annual public assembly permits are scheduled on a first-come, first-served basis and are based on completed application submission and payment dates.

Access the Public Assembly (PA) permit Application and Inspection Request form here.

Temporary Change of Use (TCOU) Permit

Those requesting Temporary Change of Use (TCOU) permits must fill out an ACE application at least thirty 30 days prior to the scheduled event or by the SEO’s deadline for the tier of the event (whichever is greater).

It is especially important to ensure a building is up to code and has an appropriate occupancy limit before securing it as a venue during peak festival periods. If a structure does not meet current code requirements for the proposed use, a TCOU permit will not be issued because the safety of the building cannot be verified without additional inspections.

Under the International Fire Code definition, a “Public Assembly” is 50 or more people (e.g., use of a vacant building, warehouse, high-rise office building/garage, etc.). TCOU permits ensure all stipulations have been met to temporarily change the use of the structure so that the safety of occupants is ensured. Since said facility is not intended for Public Assemblies, it therefore lacks the required life-safety features required by the 2015 IFC/IBC.

The following may be required due to the size, complexity, and/or unique safety issues regarding the activities associated with a proposed event:

• Inspection services
• Fire watch
• Onsite stand-by inspectors and/or stand-by fire apparatus

No more than 12 TCOU permits shall be issued for any given address in a calendar year (January 1 – December 31).

Conditions of approval will be provided after the application review process is complete.

Temporary Occupancy Load Adjustments

A Temporary Occupancy Load Adjustment modifies the occupant load at an assembly occupancy venue with a previously-issued load card (i.e., an assembly occupancy adding a stage to their previously-approved floor plan which would result in a reduction in occupant load). This is NOT for permanent increases in occupant load; those must be approved by the City’s Development Services Department (DSD).

Temporary Helistop Permit

Any temporary helistop erected for helicopter landing must meet fire code regulations and approved by the Austin Fire Marshal, who will issue the permit.

An e-mail request for a helistop permit must be made to Austin Fire no later than 10 calendar days prior to the scheduled event.    

Insurance

Commercial General Liability

The event organizer must possess or obtain insurance to protect the City against loss from liability imposed by law for damages on account of bodily injury and property damage arising from the special event that impacts or occurs on City property, including City facilities and City streets, sidewalks, and other right-of-ways. The City will determine the necessary amount of insurance.

The insurance must name the City as an additional insured and be maintained for the duration of the special event.

Failure to maintain insurance immediately preceding, during the special event, and until the conclusion of the permit period is grounds to revoke the special event permit.

See the standard requirements (pdf) for all public events and possible coverages.

Fireworks

An applicant must obtain a certificate of insurance in the amounts described below:

• Aerial displays must carry a Certificate of Insurance for a minimum of $1,000,000 (bodily injury) and $500,000 (property damage).
• Non-aerial displays must carry a Certificate of Insurance for a minimum of $500,000 (bodily injury) and $300,000 (property damage). The City of Austin must be named as co-insured on the policy.

The City of Austin must be named as co-insured on the policy.

Medical Staffing

Medical Staffing Requirements

Austin-Travis County EMS has personnel assigned to the Austin Center for Events (ACE) to work with you and plan resources based on your event’s needs. Our goal is to minimize or eliminate your event’s impact on our community’s 911 EMS system.

Required medical assets are based upon the specifics of the special event, the temperature, the health risks and the anticipated crowd size. Additional risk indicators include marketing, advertising, and promotion of event, location of venue, weather, and time of day/year, indoor/ outdoor, access/egress, historical perspective, call volume, and public safety intelligence. All events must have assets in place to provide for the safety and reduce the health risks of the participants and attendees should there be an illness and/or injury.

The resources required for a special event are determined using the ATCEMS Resource Matrix (pdf). While staff work collaboratively with applicants to find solutions that meet their event’s needs, the EMS personnel assigned to ACE will make the final decision on required resources.

Austin-Travis County EMS provides care at the Advanced Life Support (ALS) level. Our medics working your event are capable of performing 12-lead ECG’s, starting IV lines for rehydration or medication administration, performing advanced airway control measures, etc. These medics work routinely in a busy urban 911 system and receive regular education updates to keep up with changes in standards of care.

Medical Assets

The following medical assets are required depending on the type and size of your event. It is important to note that this document serves as a guide and ATCEMS may require additional information and/or modifications to these assets on a case by case basis.

• 9-1-1 Access - Event staff and/or safety personnel must have the capability to directly notify 9-1-1 via telephone in the event of any medical emergency. Knowledge of Take 10 CPR and access to an AED is highly recommended and preferred.
• First Aid Stations - ATCEMS requires at least one staffed Basic Life Support (BLS) First Aid Station for many events with crowd expectations of 5,000 or greater (please consult the matrix to identify which events qualify). The plan should indicate who will provide medical staffing of the First Aid Stations. Examples of a Medical First Aid Station are a tent, a clinic, or vehicle of some type (this does not include transport vehicles such as an ambulances). The First Aid station must have 9-1-1 communications capability. The location of the first aid station must be clearly marked on any event map and the medical plan. It is expected that First Aid Stations will have adequate supplies (in accordance with any applicable regulatory requirements) to address the size and nature of the event.
• ALS Ambulance - An ALS Ambulance provided by Austin Travis County Emergency Medical Services.
• Mobile Teams - Mobile teams consist of two or more personnel, one of whom must be an EMT or higher level provider (i.e. Paramedic, Registered Nurse, etc.) with treatment supplies necessary for the provider’s skill level, and communications capability with at least the Aid Stations at the event. The use Medical Bike Teams, Polaris Rangers, Golf Carts, or Foot Teams are all recommended options.

For small events with no required assets, you simply fill in the template by indicating no medical assets are needed. However, it is helpful for you to list medical assets which are available, even if they are not required. This might include a person on staff who knows first aid and/or CPR, or an AED.

Using Non Austin-Travis County EMS Assets

By City Charter, only Austin-Travis County EMS can provide transportation away from the scene – you cannot hire a private ambulance service to complete any transports. However, you might be allowed to contract with a private medical provider to provide on-site medical/First Aid care. Examples of this include: Finish Line Medical Tents, On-site First Aid Stations, etc. Austin-Travis County EMS maintains a collaborative relationship with most local private EMS Standby providers in order to seamlessly integrate the care your attendees receive. 

Based on the specifics of your event, you might be required to only use Austin-Travis County EMS resources.

Non Austin-Travis County EMS Medical Asset REQUIRED Information:

• The number of first-aid personnel and times that first-aid will be available
• A description of the level of care that can be provided (e.g. ALS or BLS)
• A description of the level of certification each provider holds
• The number of personnel scheduled per shift and the hours for each shift, if there is more than one start or end time for first aid personnel
• The location of each fixed first-aid tents and the number of personnel staffing each location
• The number of mobile first-aid teams and the number of personnel staffing each team
• The number of Automated External Defibrillators (AED) that will be present at each first-aid location (fixed and mobile)
• A written plan to contact Austin-Travis County EMS for offsite transport needs (e.g. 9-1-1 or through the command post)

The final EMS information must be submitted to ACE-EMS at least 7 days before the event begins.

EMS Follow Up Report

Within 30 days from the end of an event, an event organizer must provide the following information to ACE-EMS on a form provided by ACE-EMS:

• The number of patients evaluated
• The primary complaint of each patient (e.g. chest pain or injury)
• The number of patients transported to the hospital via EMS
• The number of patients referred to further care that were not located at a hospital

An event organizer shall not include patient identifying information (e.g. name, home address, or social security number).

For more information, please email ATCEMS.SpecialEvents@austintexas.gov or call 512-972-1044.

Police and Event Security

Security

As an event organizer, you must provide a safe and secure environment for your event. This is accomplished through detailed pre-planning by anticipating potential problems and concerns related to the event activities and surrounding environment and by being prepared to react during the event to any unanticipated problems. The size, type, time of day, and location of your event, as well as the overall activities proposed to take place in association with your event, are all areas that need to be analyzed in depth and addressed in your security plan.

The Austin Police Department will review your application and has final authority to require a minimum number of police officers, licensed private security guards, and volunteers to staff your proposed event. The Austin Police Department also has the authority to adjust the scale and certain aspects of your event in order to ensure it is safe and secure.

During your event, the Austin Police Department closely monitors all situations and circumstances and has final authority over your event safety and security. The Austin Police Department maintains the right to shut down any or all components of your event and/or to provide additional department staff to supplement your security staff (police officers, licensed private security guards, and/or volunteers) in order to provide a safe and secure environment. Any additional department staff added to your event by the Austin Police Department will be billed directly to the event organizer.

The City of Austin Special Events Ordinance provides event organizers with the opportunity to hire private security, including licensed peace officers that are not employed by the City of Austin, for personal safety or property security during a special event to supplement the services provided by the Austin Police Department (APD). This security handout provides additional information about requirements and identified resources. All police officers present at your event are expected to enforce all laws including areas and circumstances outside of your event. The enforcement of these laws will be done in accordance with Austin Police Department policy. 

Private Security Requirements

Event organizers may choose to hire a professional security company licensed by the State of Texas to help to develop and manage an appropriate security plan. A representative of this company should work closely with the event organizer to review and analyze the proposed event. The security company representative should assist in identifying points of concern and potential problems. The representative should help to make recommendations for areas of concerns and the number of licensed private security guards, non-licensed volunteers, and other staff needed at the event. Should your event use private security as part of your safety plan, it is critical that the event organizer coordinates areas of responsibility with APD prior to the start of your event.

It is required that the event organizer maintain written verification that the private security company will provide service at the event and has all required licenses and authorization to operate in the State of Texas and the City of Austin, in accordance with the Texas Administrative Code, Title 37, Part 1, Chapter 35 and the Texas Occupations Code, Chapter 1702. Private security officers have no police powers except the ability to perform a citizen’s arrest. 

Use of Volunteers

As part of your event security plan, APD may allow the event organizer to use volunteers in specific predetermined locations and capacities that do not require licensed security guards. Should the volunteer services fail to be provided, and/or prove inadequate, APD maintains the right to shut down any or all components of the event and/or to provide additional department staff that will be billed directly to the event organizer.

Special Locations

Capitol Area Complex

If your event falls within the boundaries of Capitol Area Complex, you will need to receive approval and coordinate with the Texas Department of Public Safety (DPS) by notifying Region 7 Headquarters at capitol.service@dps.texas.gov. DPS staff will coordinate your event application with the Texas Facilities Commission and the State Preservation Board.

University of Texas at Austin

If your event falls within the University of Texas at Austin property, you will need to receive approval and coordinate with University of Texas Police Department Special Event Security.

Drone Displays

Apply for Drone Display Approval

The Austin Police Department's Air Support Unit Unmanned Systems Team reviews and approves the usage of multiple drones to create image or text displays for entertainment or advertising purposes to ensure they abide by any local, state, and/or federal laws and regulations. These type of displays must have prior approval and may need a Special Event Permit.

To apply, complete an APD Special Events UAS Public Safety Review Application.

Special Event Permits - A special event permit is not required for a drone display but may be required for associated activities on the ground. For more information, review the Special Events Ordinance Section 4-20-21 or email ACE.

Public Health and Sanitation

Portable Restrooms, Handwashing Facilities, Maintenance, and Drinking Water Supplies

Introduction

This document outlines best management practices for setting up portable restrooms, handwashing facilities, maintenance, and drinking water supplies at special events, including marathons, sporting events, music events, and those typically held in parks. Implementing these practices will ensure the health and safety of participants, attendees, and staff while minimizing environmental impact.

Requirements

The requirements for mass gatherings must be used to ensure a safe and healthy event at all Tier 3 and 4 events, as well as all Tier 2 events that last four or more hours and include alcohol, food, or beverages.

Variances

The Health Authority may grant a variance to these requirements if the Health Authority determines that a health hazard will not result from the variance. When a special event organizer proposes to use a sanitation and water supply distribution infrastructure layout that was previously approved by city staff, the event organizer is not required to obtain a variance if the proposal matches the previously approved infrastructure layout, the proposed attendance at one time, and the flow is consistent with or less than the number of attendees at one time and flow of prior events, and a health hazard will not result from its use.

Portable Restrooms

1. Determine the appropriate number of portable restrooms based on the expected attendance at one time using the guideline of one toilet per 50 persons.
2. Place portable restrooms strategically throughout the event area to ensure easy accessibility and minimize queuing.
3. Regularly inspect and clean portable restrooms during the event to maintain hygiene standards.
4. Consider offering gender-neutral and ADA-compliant portable restrooms (recommend at least 5-10% of toilets be ADA complaint) to accommodate diverse event attendees.

Handwashing Facilities

1. Install handwashing stations near portable restrooms and food areas to promote proper hygiene.
2. Ensure that a continuous supply of water, soap, and paper towels are available at handwashing stations throughout the event.
3. Ensure waste generated from handwashing stations is disposed of in a sanitary manner.
4. Provide hand sanitizer stations at key locations near handwashing facilities.

Maintenance

1. Employ a dedicated maintenance team to promptly address issues related to portable restrooms, handwashing facilities, and water supplies during the event.
2. Regularly inspect the event grounds to identify potential hazards and address them promptly.
3. Implement waste management practices, including litter collection and recycling stations, to keep the event area clean and environmentally friendly.

Drinking Water Supplies and Spigots

1. Arrange for an adequate supply of potable drinking water at a rate of one pint per person per hour calculated at peak attendance.
2. Install water spigots or hydration stations at convenient locations to encourage regular hydration.
3. Clearly mark the locations of water stations to make them easily identifiable.

Marathons and Sporting Events

1. For endurance events like marathons, plan additional portable restrooms and water stations along the route to meet participants' needs.
2. Provide cooling stations and shade areas to prevent heat-related illnesses during sporting events.

Music Events

1. For music events, promote waste reduction by using reusable cups or containers for beverages.
2. Offer hydration stations with free water to encourage attendees to stay hydrated and reduce the use of single-use plastic bottles.

Park Events

1. Coordinate with the Austin Parks and Recreation Department (PARD)to ensure compliance with park regulations and environmental guidelines.
2. Utilize existing facilities like public restrooms in parks to supplement portable restrooms.

Other Considerations

See Austin Water’s “Water Services” section of this event guide for more information about applying for the use of Austin Water’s services before using water or wastewater services. All connections and liquid waste hauling must meet City of Austin codes.

Conclusion

By following these best management practices, event organizers can create a safer, more hygienic, and environmentally responsible atmosphere for special events. Regularly review the ACE Event Planning Overview Guide webpage for updates to this document based on feedback and changing regulations to continuously improve event management.

Lighting Installations

• Electrical lamps and lighting equipment must be kept away from combustible equipment.
• All lamps must be protected from accidental contact or breakage by means of a suitable fixture type or lamp holder with guard.
• Egress lighting must not be protected by a GFCI (Ground Fault Circuit Interrupter).
• Required egress lighting and exit signs must not be on the same circuit as general-use receptacles or decorative lighting.

Signs

Signs are structures, devices, posters, etc. designed/intended/used to display or draw attention to a message that is visible from any portion of the public right-of-way open to vehicular or pedestrian traffic. Signs can be non-projected or projected.

All signs, whether or not in connection with a special event under the special events ordinance, are governed by Austin City Code Chapter 25-10 – Sign Regulations. The City regulates signs to protect the health, safety, and general welfare of the City and its residents.

A non-projected special event sign:

• may not exceed 96 square feet

AND must be attached to:

• a fence located at the boundaries of the special event venue OR
• the wall of a legally permitted permanent or temporary structure included within the boundaries of a special event venue, if the owner of the building or structure has agreed to placement of the sign
• AND may not impair the vision of or distract a driver of a vehicle

Most non-projected signs do not require a sign installation permit.

Projections

• No more than two projected special event signs are permitted per special event.
• Projected special event signs may only be displayed on a single facade of a legally permitted building and may not exceed the lesser of:
  • 50% of the area of the facade
    OR
  • 6,000 square feet
• A projected special event sign may not:
  • shine, fully or partially, on any property/building/ public right-of-way other than the building where the image will appear
  • impair the vision of or distract a driver of a vehicle
  • be controlled through social media or by any person other than the applicant
  • be displayed at any time outside the hours of 7 a.m. - 2 a.m. during the approved duration of the special event

An application for a projected special event sign permit must be submitted by the special event permit holder and must include letters of approval from the owners of the building where the projected image will appear and the property where the projected image will originate.

For sign permit application information and appointment scheduling, please visit the City of Austin Outdoor Sign Permits page.

Street Banners

Event organizers may display Street Banners on City lampposts to promote charitable, educational, arts, community, and public interest activities and events. City code prohibits the use of banners for commercial advertising or political campaigns.

The City offers event organizers a cost-effective, high-impact, place-based tool for engaging the public, promoting events, raising awareness and communicating key messages.

For more information, please go to the Street Banner Program website, email ATXStreetBanners@austintexas.gov or call 512-974-9395.

What is the Right of Way (ROW)?

Right of Way (ROW) is public-owned land and includes sidewalks, streets, alleys, and parking lanes. You must obtain a permit to use or close any portion of the ROW. Permits for using or closing the ROW associated with Events are issued by the Austin Transportation and Public Works Department’s (ATPW) Office of Special Events (OSE). They can only be obtained after submitting an ACE/Special Event Application. Use of the ROW must be noted on the ACE/Special Event application for TPW OSE to review your request.

Example Uses

Visit the ATPW Office of Special Events webpage for a complete Street Event Permitting Types and Requirements Guide. 

Event Requirements

Tier 1

All requirements are due no later than three (3) business days before the first day of the event. An application cannot be turned in three business days out and other requirements turned in one or two days later. An exception will be made for permit fee payments.

All items due 3 business days before the event:

• Sign-off from affected businesses/residents - form will be provided
• Approved Traffic Control Plan – if applicable
• Barricade Company Letter/Quote/Invoice – if applicable
• Certificate of Insurance (PDF)
• Payment of all Right of Way permit fees

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Tier 2

All requirements are due no later than thirty (30) business days before the first day of the event. An application cannot be turned in thirty (30) business days out, and other requirements turned in one or two days later. An exception will be made for permit fee payments.

Attendance at an ACE Meeting may be required.

Due 30 calendar days before the first event day:

• Coordination with CapMetro
• Coordination with the Texas State Preservation Board & Texas Facilities Commission – if applicable
• Street closure document (PDF)
• Sign-off from affected businesses/residents - form will be provided
• Preliminary Traffic Control Plan – Approved plan is due 10 calendar days prior
• Barricade Company Letter/Quote/Invoice
• Certificate of Insurance (PDF)
• Toilet/Trash arrangements – if being placed on ROW
• Copies of TABC permits – if applicable
• Payment of all Right of Way permit fees

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Tier 3

Application and preliminary requirements are due 120 calendar days before the first day of the event. Additional requirements will be due 60 days, 30 days, 14 days, and 10 days before the first day of the event.

Due 120 calendar days before the first event day:

• Coordination with CapMetro
• Coordination with the Texas State Preservation Board & Texas Facilities Commission – if applicable
• Street closure document (PDF)
• Payment of Right of Way Permit Application Fee
• Events held 4 years or less: Draft notification mailer approved by TPW OSE Staff and mailed
• See Neighborhood Notification for more information. 
   

Due 60 calendar days before the first event day:

• Attend an Austin Center for Events (ACE) Meeting – City will schedule, may be earlier
• Preliminary Traffic Control Plan
• Barricade Company Letter of Intent
   

Due 30 calendar days before the first event day:

• Certificate of Insurance (PDF)
• Final Site Plan and/or Route Map
• See Special Event Site Plans for more information.
• Route Sign Draft submitted and approved by TPW OSE Staff – if applicable
• Toilet/Trash arrangements – if being placed on ROW
• Copies of TABC permits – if applicable
• Events held 5 years or more: Draft notification mailer approved by TPW OSE Staff and mailed
• See Neighborhood Notification for more information.  
   

Due 14 calendar days before the first event day:

• Approved Traffic Control Plan
• Emergency Safety Plan - Developed in coordination with APD/AFD/EMS.
• Payment of all Right of Way permit fees
   

Due 10 calendar days before the event:

• Route signs placed

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Tier 4

Application and preliminary requirements are due 180 calendar days before the first day of the event. Additional requirements will be due 60 days, 30 days, 14 days, and 10 days before the first day of the event.

Due 180 calendar days before the first event day:

• Coordination with CapMetro
• Coordination with the Texas State Preservation Board & Texas Facilities Commission – if applicable
• Street closure document (PDF)
• Payment of Right of Way Permit Application Fee
• Events held 4 years or less: Draft notification mailer approved by TPW OSE Staff and mailed
• See Neighborhood Notification for more information.  
   

Due 60 calendar days before the first event day:

• Attend an Austin Center for Events Meeting – City will schedule, may be earlier
• Preliminary Traffic Control Plan
• Barricade Company Letter of Intent
   

Due 30 calendar days before the first event day:

• Certificate of Insurance (PDF)
• Final Site Plan and/or Route Map
• See Special Event Site Plans for more information.
• Route Sign Draft submitted and approved by TPW OSE Staff – if applicable
• Toilet/Trash arrangements – if being placed on ROW
• Copies of TABC permits – if applicable
• Events held 5 years or more: Draft notification mailer approved by TPW OSE Staff and mailed
• See Neighborhood Notification for more information.  
   

Due 14 calendar days before the first event day:

• Approved Traffic Control Plan
• Emergency Safety Plan - Developed in coordination with APD/AFD/EMS.
• Payment of all Right of Way permit fees
   

Due 10 calendar days before the event:

• Route signs placed

Traffic Control Plan (TCP)

A TCP describes temporary traffic control measures and devices used to facilitate vehicular and pedestrian traffic around a temporarily closed area, such as a construction zone or special event. TCP’s are required to be signed and sealed by a Professional Engineer (PE) Certified in Texas, and the final engineer-sealed TCP must be reviewed and approved by the City of Austin Transportation and Public Works Department (TPW). TCP’s are not considered received until they are submitted through the TPW Right of Way Portal.

• Example Traffic Control Plan (PDF)

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For more information, please email TransportationSpecialEvents@austintexas.gov or call 512-974-6501.

Notifications

Requirements

Special events can significantly impact Austin’s residents and businesses. Neighbors may have to use alternative access routes, have their normal parking spaces removed, or shift their schedules around the activity. To ensure a successful event, timely notification from the organizers is required to mitigate issues, minimize impacts, and ensure affected neighbors and businesses are aware of the event activity.

At a minimum, a special event must provide notice to interested persons and neighborhood associations if:

• The event is a Tier 3 or 4 and requires a closure permit under Chapter 14-8 (Temporary Closure for Special Events and Block Parties).
• The event is a Tier 3 or 4 and includes the use of sound equipment, and lasts at least 24 hours.
• The event is a Tier 2 and the venue is located near residential uses and is the type or scale that could have a potential sound impact.

Completion of the notification process does not guarantee approval of the special event.

Notification Mailer

ACE will provide the applicant with an approved notification template and the list of addresses entitled to notice.

Notifications must include date(s) and time(s) of the event, a map showing the closure(s) and applicant contact information. Notifications must be approved prior to mailing and applicant must provide proof of date mailed.

Events held 4 years or less - If an event has been held for 4 years or less, has received a violation or changed its character, nature, location, or route, notifications must be mailed no later than 120 calendar days prior to the first day of the event.

Events held 5 years or more - If an event has been held for 5 years or more and has not received a violation or changed its character, nature, location, or route, notifications must be mailed no later than 30 calendar days prior to the first day of the event.

Transportation and Public Works Office of Special Events may require additional notifications regardless of years held.

Approval and Objection Process

Interested residents and businesses within 200 ft. and neighborhood associations within 0.5 miles must submit their approval or objection to the City within 14 calendar days. If 20% of the interested residents or businesses who were provided notification or an interested neighborhood association object to a proposed closure, City Council action is required for the event to move forward.

Mobility and Transportation

Active transportation and shared mobility planning and management are key elements to the success of any event, and assists the city manage overall mobility during event seasons. The city encourages event organizers to offer and promote Active transportation and shared mobility options to and from events, including public transit, biking, walking, and ridesharing/carpooling. Active transportation, shared mobility, and ride hailing resources are listed below.

Capital Metro (public transit): Catch a ride with Capital Metro, the public transportation provider in Central Texas. Capital Metro provides a network of bus routes and rail services to keep people moving into and out of downtown and throughout the city. Find the routes that specifically serve your event and download the maps on the Capital Metro website to share with your event attendees. Contact Capital Metro for custom solutions for large events.

Bicycling: Riding a bike is a fun, healthy and environmentally friendly way to get around Austin. Providing bicycle parking and bike routes to your event can encourage participants to go by bike.

Bike Share: Austin B-cycle provides a network of 24 hour/day, on demand bicycle stations to the urban core. Contact Austin B-cycle for custom solutions for large events.

Walking: We strive to create equal access to walking spaces for pedestrians of all ages and abilities. The City works to advance a safe, connected and appealing environment for people navigating our streets. Providing walking routes to your event can encourage participants to choose this greener mode of transportation.

Carshare: View Zipcar services for short-term car rental options around Austin. Contact these vendors for custom solutions for large events

Ground Transportation and Ridehailing: Find Ground Transportation options, including: taxis, ridehailing, shuttles, pedicabs and electric low speed vehicles, limousines, and charter services

Micromobility: Micromobility (previously known as dockless mobility) refers to scooters, skateboards, or other compact devices designed for personal mobility. These devices are often electric and can be either privately owned or part of a shared micromobility service. Micromobility is distinct from bikeshare and personally owned bicycles. It also does not describe electric personal assistive mobility devices, such as electric wheelchairs, or medical devices.

Downtown Parking: Information about parking downtown, including parking meter enforcement times, a map of downtown parking lots and garages, and more.

• View the Downtown Parking Map for available parking garages and surface lots in the downtown area.
• View the Texas Facilities Commission for available parking garages and surface lots near the Capitol Complex and downtown.

Parking Requirements

Events must ensure ample parking is provided for the number of event participants expected. Parking options should also be properly advertised to event attendees. Area parking garages are available for use and should be coordinated with the proper agencies. Please ask your event manager for parking garage contacts. Bicycle parking must also be available for event attendees at all types of events. The amount of bike parking will be determined through the planning process.

You must notify ACE staff if you would like to request reserved street parking outside of your closure.

Resources:

• Downtown Parking
• Downtown Parking Map
• Texas Facilities Commission

Overview

The event organizer must ensure all vendors comply with the following requirements:

• Approved load-in and load-out procedures will be adhered to before, during, and after the permitted special event.
• Fire and safety requirements will be adhered to at all times while participating in the event.
• All required valid permits must be current and posted in a visible location.
• Be prepared for fire and health inspections at any time during the event, and violations found must be corrected immediately.

Food and Beverage Service

Most festivals, parades, celebrations, and other special events feature food and/or drinks for sale or distribution. These are considered Temporary Food Events (TFE).

The City Code and the Texas Food Establishment Rules (TFER) provide guidelines for permitting and food safety standards for all food establishments. The Health Department has established procedures that can assist with the advanced planning and management of TFE.

Individuals or organizations are required to obtain a temporary food event permit for any event in which they are offering food for public consumption.

If you can answer “Yes” to any of the following questions, you will need to obtain a Temporary Food Event permit (pdf):

• Is the general public invited to the event?
• Can a person other than a member of the organization and their family members or invited guests attend?
• Have you advertised the event or sold tickets to the general public?
• Are you serving open food, open container drinks (mixed drinks w/ ice, wine, or keg beer), or food that requires refrigeration or to be held hot?

Beverages

If plans are to sell/give away packaged beverages (including alcohol) without opening the container a permit is not required from the Health and Human Services Department. If the beverage package/container is opened a permit is required.

Food

If plans are to sell/give away prepackaged foods that are non-potentially hazardous i.e., foods that do not require time and temperature controls, and the package or container is not opened, a permit is not required. All others will require a permit.

For additional information on Food Preparation Regulation, see Food Handler information.

If you have additional questions, contact the APH Environmental Health Services Division at 512-978-0300.

Food Trucks

If you are providing consumables to the public from a wheeled unit (including but not limited to an ice chest, vehicle, bike, pushcart, and trailer), then you need a permit.

Effective October 1, 2023, all food trucks (MVUs) equipped with propane, as well as MVUs using electric appliances that produce smoke or grease-laden vapors, will require an inspection from the Austin Fire Department before being allowed to work within Austin city limits. This includes local MVUs as well as MVUs visiting from outside of Austin that are applying for either temporary or annual Mobile Food Vending permits issued by Austin Public Health. MVUs operating without an inspection from the Austin Fire Department will be shut down, and a citation will be issued. Visit the AFD Mobile Vending webpage for more information.

All mobile vendors/trailers at special events are subject to a fire inspection, and food trucks may also require an on-site inspection.

Additionally, the permit issued by Austin Public Health doesn’t allow for vending on the right-of-way (parking space, sidewalk, and/or street). An ACE application must be submitted for a food truck to be parked and vend in the right-of-way.

Food trucks looking to temporarily operate in the Austin area and are not in compliance with the guidelines listed here must contact Austin Public Health’s Environmental Health Services division at 512-978-0300.

If you plan to have a food truck at your event, you are not required to obtain additional health permits. However, it is your responsibility to ensure those trucks have the proper permits onsite.

For all questions specific to Austin Fire Department requirements, please email AFDMobileVending@austintexas.gov.

Alcohol

Event applicants are required to follow all Texas Alcoholic Beverage Commission (TABC) laws, rules, and regulations and obtain any required TABC Permits. Licensing forms are available on the TABC website. This resource (pdf) is provided as a courtesy regarding the alcohol approval process (sell, serve, consume), and the TABC permit approval process. Please plan and account for the time it takes to obtain all required signatures.

Open and poured beverages require a Temporary Food Event permit from Austin Public Health.

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Beer Gardens

A beer garden is required when alcohol will be served during a special event that occurs on a City street, right-of-way, or facility.

Fencing

• A beer garden must be fenced in a manner that prevents an individual from passing alcohol from the beer garden to any area outside of the enclosure.
• A fence must be a six-foot tall fence that is non-bendable so that it secures the perimeter of the event; or a four-foot tall fence with a six-foot wide moat.
• ACE-APD may approve a configuration that is different from those described in this rule if ACE-APD determines that the configuration achieves the purpose of the fencing requirement.

Layout

• The exact location and number of entrances/exits will depend upon the size of the enclosed area, and shall be approved by the Austin Fire Department, Austin Police Department, and Austin Transportation Department.
• The serving areas within the Beer Garden must be positioned so as not to interfere or impede pedestrian traffic entering or exiting the enclosure.

Staffing

• Security personnel must monitor the entry and exit points to ensure alcohol does not enter or leave the area.
• At least two peace officers commissioned by the City of Austin must be present when alcohol is served, consumed, or possessed during event hours and while attendees are present.

Max Occupancy

• It is the applicants’ responsibility to maintain a count of patrons entering each Beer Garden. A specified number of patrons may be allowed.

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Resources

• Alcohol Service Standards - Beer Garden Requirements and Mock Layouts (pdf)

Resources

• Additional Temporary Food Events information
• Additional Mobile Food Vendor information
• Austin Public Health Environmental Health Services Division
• Health and Human Services checklist

Overview

Special events within the City of Austin are required to submit waste management information.

All event organizers are responsible for providing sufficient waste management services for the event. Additionally, event areas (set-up, staging, clean-up) need to be cleaned and restored to the same condition as prior to the event.

Material Bans and Prohibitions

Styrofoam and glass containers are not allowed at any event held in City facilities and park grounds, or on City streets and sidewalks. 

Tier Requirements

Tier 1 events must complete the following at least 3 business days prior to the event:

• The Waste/Wastewater/Trash section included in the ACE Application.
• Include the location of dumpsters, roll offs, trash and collection bins on your event map or site plan.
• Note: This is in addition to the minimum requirements for a site plan on the permit application.

Tier 2, 3, & 4 events must:

• Submit a Waste Reduction and Diversion Plan at least 30 calendar days prior to the event
• Complete all Tier 1 requirements (see above)
• Provide the same capacity for recycling as landfill trash (1:1 ratio)
• Recycle all aluminum, plastics, and cardboard
• Educate event staff and vendors on the availability and location of dumpsters
• Group, label, and regularly maintain all collection bins
• Store and maintain dumpsters to prevent overflow, leaking and to deter wildlife or illegal dumping

After an event, organizers are required to provide proof of waste management services through copies of invoices, receipts or weight tickets to ensure requirements have been met.

ACCEPTED: Dumpsters and collection bins are paired together and properly labeled. 

NOT ACCEPTED: Dumpsters and collection bins are overflowing and are not labeled. 

Events not in compliance may be subject to denial of future special event permit applications or penalties and fees.  

Reduce and Divert Waste

Before the Event

• Check with your event venue about on-site recycling and waste management.
• Anticipate the kinds of waste your event might have.
• Talk with vendors about how to meet the ordinance requirements.
• Incorporate Zero Waste guidelines and policies into vendor service agreements.
• Arrange for services from a licensed private hauler.
• Make sure your landfill trash and recycling dumpsters are large enough for your event.
• Use different colored bags in collection areas (clear for recycling, black for trash, green for compost).
• Coordinate with Keep Austin Beautiful for event clean-ups or free recycling bins.
• Consider donating extra food.  
   

During the Event

• Announce recycling and/or compost bin locations.
• Train volunteers to show attendees how to properly discard waste.
• Empty dumpsters and bins throughout the event, as needed.
   

After the Event

• Ensure dumpsters are picked up on time.
• Submit proof of services to Austin Resource Recovery.
• Review your waste reduction and diversion efforts with Austin Resource Recovery and discuss goals for your next event. 

Get Support

Austin Resource Recovery offers free consultations and training to help meet the Waste Reduction and Diversion Requirements and host a zero waste event. Assessments are offered on a first come, first serve basis.

For more information, email staff at ARRspecialevents@austintexas.gov. 

Events that will be using Austin Water (AW) services or hauled liquid waste services will be subject to inspections and approval by the AW’s Special Services Division.

All applications for the use of Austin Water services must be pre-approved before using water or wastewater services. All connections must meet City of Austin codes.

Water Connections

All temporary water service connections will need to meet the City of Austin’s Cross-Connections Regulations and the Plumbing Code.

Temporary water services connected to a fire hydrant or a vehicle will need to be metered with an AW-provided and installed water meter and have an AW-approved backflow prevention assembly (BPA) installed by a TCEQ-licensed and AW-registered BPA Tester.

Contact AW’s Consumer Services Division at (512) 972-0000 for a temporary water service application and to set up and schedule the water meter and BPA installation.

Wastewater Connections

All temporary wastewater connections must be approved by AW’s Special Services Division.

Liquid Waste Haul Off

Any liquid waste (portable toilet, mobile food vendor, grease trap waste, etc.) hauled for off-site disposal must be done by a TCEQ-registered and AW-permitted liquid waste transporter.

The hauled liquid wastes must be documented on AW-issued manifest forms and these manifest records must be kept by the customer for inspection by AW.

Mobile Food Vendors have the option of hauling off their own liquid wastes as long as these wastes are disposed of at their designated commissary kitchen or a site that is authorized by the TCEQ to receive grease waste.

Resources

For registered haulers: Water Environmental Integrated Recordkeeping System

Events held on waterways require additional planning, resources, and approval. Please refer to the Austin Parks and Recreation for the Special Events Policies and Procedures. A comprehensive water safety operations plan must be provided which typically includes Lake Patrol, EMS, and Austin Parks and Recreation review. Water entry events are required to provide open water certified life guards and hire Lake Patrol for water safety.