Special Event Planning Procedures

If an individual or promoter is coordinating an event or a gathering of people in the City limits, permits may be required. In order to plan for additional demands on public resources and ensure that public health and safety is protected, it is necessary that the City receive advance notice of these events.

A Special Event permit is a written authorization from the City to hold an event. This permit is necessary when an event involves one or more of the following activities:

  • Closing or partial closure of a public street
  • Blocking City owned property
  • Sale of merchandise or food/beverages on City property
  • Erecting a tent larger than 200 square feet on City property
  • Placement of a stage , trailer or other portable buildings on City property
  • Placement of portable toilets, temporary no-parking signs or pedestrian boundary markers on City property
  • Events involving more than 300 people at any one time on City property

Examples


Examples of special events requiring permits include, but are not limited to, parades, bike races, marathons/runs/walks, fireworks displays, concerts, festivals, carnivals, car shows, swap meets and other types of festivals that use public property or rights of way. 

Examples of events that DO NOT require special events permits include private parties or weddings of less than 300 people, fund raisers and other events held on property not owned by the City, and funerals and funeral processions.

Other ordinances, such as regulations for noise, debris, Health Permits, City adopted Fire Codes, parking and others, must be observed, but a written permit for permission to hold the event is not necessary for these types of activities.


Process


The process starts with a reservation for use of City facilities, streets, etc. and should be accompanied by a Promoter/Sponsor Checklist.  Reservations can be made with the Special Events Coordinator at (830) 990-2044 or stop by City Hall Annex # at 115 N. Crockett. The applicant is responsible for ensuring that all appropriate reservations have been made for City facilities.
  
A City of Fredericksburg Promoter/Sponsor Checklist may be filed up to 365 days prior to the event but no later than 90 days prior to the Special Event. This helps staff begin planning for the event and sharing information with the applicant. A deposit may be required when making a reservation for certain City facilities, however, no fees are assessed for checklist submittal. The Special Events Coordinator will provide a response containing pertinent information to the Promoter / Sponsor within 35 days of submission. 

The Special Event Permit Application when required, must be completed at least 45 days before the event in order to assure time for City processing.  This application secures the dates and times of the event as well inclusion on the special event calendar.

Review


The applications and checklists will be filed with the Special Events Coordinator.  The Special Events Coordinator will distribute the information to agencies listed below which form the Special Events Coordination Team.  Applications and Checklists will be reviewed monthly with any necessary actions being forwarded to the Promoter / Sponsor along with the appropriate City offices.  This notification will also inform the applicant if a Special Events Permit Application will be required.
  • Emergency Services 
  • Police Department
  • Parks and Recreation
  • Gillespie County Health Division 
  • Public Works
  • Code Enforcement
  • Fire
  • EMS 
  • Public Information Office
                     

Administrative Regulations


The following regulations and requirements are available on line or are available through the Special Events Administrator: 

Promoter / Sponsor Coordination


The Special Event Coordinator may call a meeting of Promoters, Sponsors and City staff if an extensive review is needed. The Special Events Coordinator will ensure the communication with Applicants, Promoters and Sponsors is positive, accurate, and informative.

The Special Events Coordinator will submit the completed application and associated information, as well as the comments from all affected staff members, to the City Manager for approval as soon as all coordination has been completed.

Calendar


A Special Events Calendar is available on the City's website of upcoming special events to ensure applicants who have been approved have their events recognized.