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Thank you for your interest in the City of Fredericksburg to host your event. We encourage special events for the enjoyment of our citizens and visitors, our cultural heritage, and the promotion of the City. The Special Event Planning Guide will walk you through the process of completing and submitting a special event application. Download the guide by clicking on the link above. If you rather complete a hard copy of the special event application, use the application that begins on page 40 of the Special Events Planning Guide.
Use N/A for "not applicable" or leave blank questions or sections that do not apply to your event. Please note that special events are required to supply the City with a copy of their general liability insurance certificate with the City of Fredericksburg named as the certificate holder and additional insured. Events that sell or provide alcohol must also include a copy of host liquor liability insurance. For more information, please contact the Special Events Coordinator at (830) 990-2044 or email: email@example.com
Non-profits will need to submit proof below.
For-profits only: enter how or where your event proceeds are disbursed.
For non-profits only: upload IRS Form 990 or proof of your non-profit status in order to receive a 50% discount on reservation fees.
For private events, please list the last name of the contact person and the type of event. For example, "Smith Wedding Ceremony & Reception"
If the event is only for one day, enter the date the event is OPEN to attendees. Do not include set-up and tear-down dates. You will enter set-up and tear-down dates in a later section.
For events that occur on multiple days, please enter the event dates as a span for the dates the event is OPEN to attendees. Do not include set-up and tear-down dates. You will enter set-up and tear-down dates in a later section.
For events that are recurring throughout one calendar year, enter the date range in the multi-day events section to the left and then describe the date and time information in the box above (i.e. every Thursday from 4pm-7pm).
If this event has never been held or produced on City property before, select "yes." A $100 application fee will apply.
Enter estimated attendance including attendees, staff, volunteers, and vendors.
If yes, proof of general liability insurance is required.
Please skip this section if your event will not be held at Marktplatz.
If you unsure of pavilion names, download the site map above. You can also use as your required event site plan/layout/map.
Costs are per day unless noted. The number of days requested for rental will be calculated based on move-in, event, and tear-down dates. Marktplatz excludes City Hall/Fire Station, City Hall Annex, Police Substation and Vereins Kirche. Entire Square rental includes the three pavilions, catering kitchen, and Fest Room. Non-profits receive a 50% discount on reservations fees, banner hanging fee excluded. Please check all that apply:
Enter the number of add-on days, if applicable
The banner location is at the front of Marktplatz, in the center of the park facing Main Street. This banner is not a community banner that hangs over the street provided by the Development Services Department. For a $25 fee, parks staff will hang a banner for 24-hours (one-time hanging only). The banner must be 28' long x 3' wide, made of a mesh or minnow seine material and provided to the Special Events Coordinator one week prior to your event. Rope should also be provided for hanging.
By submitting this application, you agree that you have read and agree to follow Marktplatz Use Regulations. A link is above.
Please include any important information related to your facility rental above.
Please skip this section if your event will not be held at Lady Bird Johnson Municipal Park.
If you are unsure of pavilion or building names and numbers, download the site map above. You can also use as your required event site plan/layout/map.
Costs are per day unless noted. The number of days requested for rental will be calculated based on move-in, event, and tear-down dates. LBJMP rental excludes Park Headquarters Building, swimming pools, RV Park, campsites, dog park, nature trail, tennis court and golf course. Access to such areas may be closed or restricted for events and at the discretion of PARD. The Pioneer Pavilion is available for additional add-on days for $125/day but must be pre-approved by the Park Recreation Superintendent. The cooler inside the Pioneer Pavilion can only be used to store non-perishable food items. Please check all that apply:
Please enter the number of Pioneer Pavilion add-on days, if applicable,
Please enter the number of add-on days for the Entire Park, if applicable.
By submitting this application, you agree that you have read and agree to follow Lady Bird Johnson Municipal Park Use Regulations. A link is above.
Please skip this section if your event will be held exclusively at Marktplatz or Lady Bird Johnson Municipal Park.
Costs are per day unless noted. Please check all that apply:
List location and address and upload property owner permission letter.
Upload written permission from property owner for event use.
By submitting this application, you agree that you have read and agree to follow Fort Martin Scott Use Regulations. A link is above.
Enter the dates and times for event move-in/set-up. To add more specific details, please see the section below.
Certain events do not need access to the entire facility during move-in/set-up. Describe the facilities needed and on what day and time above if this applies to your event. For example, "I will begin move-in on Friday, (date here) but only need exclusive access to the catering kitchen at Marktplatz. Then on Saturday, (date here), I will need access to the catering kitchen and all three pavilions on the Square."
One-day events need to only fill in Event Date #1. For private events, please place the start and ending date and time for when guests are invited to attend.
Enter the dates and times for event move-out and tear-down.
Certain events will be able to move out of outdoor areas and only need access to indoor areas for storage reasons. Describe your move-out process with the facilities needed and include dates and times. For example, "we will begin moving out of all three pavilions at Marktplatz on Monday (date here) but will need the catering kitchen and Fest Room overnight to secure our belongings. We will be back on Tuesday (date here) to collect the items in the catering kitchen and Fest Room. Move-out will be complete by 5pm on Tuesday (date here)."
Enter the name of the primary contact throughout the event.
Enter the primary phone number for the on-site contact (including area code).
Enter the event website address.
Enter the event hotline telephone number.
Please check all that apply:
If not an option above, please describe event components.
Please specify how admission will be handled.
Estimate the total number of event attendees (including event staff, volunteers, sponsors, etc.) at your peak event time
Estimate the total amount of staff and volunteers throughout the entire event
Include arts & crafts, food, novelty, and sponsor booths
Will your event be requesting to mark any pavement?
REQUIRED: Attach your event site plan, layout or map. Include location of stages, first aid, information & ticket booths, registration, generators, rides, amusements and moonwalks, portable restrooms, dumpsters and parking. Races, Runs, Walks and Parades will be asked to upload their route map in the following sections.
REQUIRED: Please upload your certificate of general liability insurance along with your additional insured policy document.
During the event what form of communication systems will be used for the following:
Events with 1,000 attendees or more; events lasting past 10pm; or events which provide alcohol require the provision of licensed, bonded and commissioned private security at the applicant's expense. The number of guards and their hours of duty will be determined by the PARD and the security company based on the type of event and number of attendees.
Enter the agency or company name above
Please include first & last name
Please include area code
Please list specifics above that include dates, times, shifts, and number of officers. For example: Friday, April 2, Shift #1: 8am-5pm: 3 officers; Shift #2: 5pm-12am: 4 officers, and so on.
The size(s) and location(s) of booths, trailers, tents, canopies, moonwalks, inflatables, and amusement rides, or other membrane structures must be indicated on the final site plan. You will be asked to provide specifics on certain items below.
If your event will have generators, please list quantity and size(s) above.
If your event will utilize canopies and/or tents, please list the quantity and sizes above for any structure larger than 200 sq. feet.
If your event will have a stage or multiple stages, please enter the quantity and sizes above.
If your event will provide moonwalks or inflatables, please provide the following: (1) quantity; (2) name/type of moonwalk, inflatable or ride; (3) company name or names contracted; (4) contact information for the company or companies in the space above. Please note that all amusement rides, moonwalks/inflatables must provide a certificate of general liability insurance with the City of Fredericksburg named as a certificate holder and additional insured.
All events requesting a street closure, regardless of how many hours, will need to download and complete the Street Closure Request Form below. Street closure requests for more than four (4) hours must be made two (2) months in advance in order to ask City Council for approval. Please consider this timeline when submitting your application. If the event will impact surrounding property owners, a notification letter is required to be sent to property owners two weeks before the event date. A copy of the letter and a list of addresses notified must be submitted; upload these documents using the link below.
Please check all that apply.
Download this form if your event is requesting a street closure (regardless of how many hours), complete, and upload in the "UPLOAD - Street Closure Request Form" section below.
Upload your street closure request form once complete.
Upload your notification letter & address list to property owners. If you need a sample to use as a template, please see the "Special Events Planning Guide."
Describe in detail your request including the location and address.
Any electrical work must be made by a licensed electrician. If a licensed electrician is not available, additional power needs must be met by the use of generators and are the responsibility of the event organizer. In addition, event organizers need to provide their own food-grade water hoses. Non-potable water sources at Marktplatz are marked in purple and cannot be used.
Please enter the name of your licensed electrician and their phone number, including area code.
Please indicate the number of portable restrooms & handwashing stations you will have at your event, along with the delivery date, pick-up date, and contact information below. Use of these items will require the event organizer to meet ADA regulations. Event organizer must be present for delivery to ensure proper placement.
When will items be serviced and how often?
Enter date and approximate time.
Add additional details here (for example, add contact information for second sanitation company if all items do not come from one source or if there are additional equipment delivery and pick-up dates).
Depending on the facility rented, trash receptacles may be on-site and can be used by events. However, some facilities may not have adequate trash receptacles and the event organizer will be responsible for obtaining them. Dumpsters may be required and will be at the discretion of the Parks & Recreation Department based on the event scope.
For deliveries, event organizer or representative must be present for delivery of equipment to ensure proper placement.
Please include first and last name
Enter delivery date
Please enter the number of dumpsters and sizes (i.e. Two roll-off dumpsters, each 20 yards)
Describe the location requested for each dumpster (i.e. parking spaces at the corner of Adams & Austin).
Event organizers must check the requirements for the sale/distribution of food & beverage with the Gillespie County Health Division "GCHD." Event organizers or vendors are required to obtain any necessary permits. Each vendor must be in compliance with current City health regulations and have a current fire inspection from the City of Fredericksburg Fire Marshal (if applicable) and GCHD permit displayed. A list of approved food & beverage vendors including their name, address, and contact number is required at least 10-days in advance of the event date; please see the link for the form to use for submittal.
Visit the Gillespie County Health Division's website for more information.
Download using the link above, complete, and upload this form in the box to the right if there will be food and/or beverage vendors at your event, whether they are selling or giving items away.
Upload your completed special event food & beverage list.
All State laws regarding alcohol must be followed. If alcohol is served or provided, copies of the TABC permit, or satisfactory proof that a permit is not required, and the $1,000,000 per occurrence Liquor Liability Insurance Policy, with the City of Fredericksburg listed as an additional insured on the policy, must be provided to the PARD prior to the event. Event organizers must first obtain a permission letter from the Parks & Recreation Director in order to apply for the permit.
If you are selling or distributing alcohol, please check all that apply:
Please let us know if you need a permission letter to obtain a TABC permit for alcohol sales:
Please upload your host liquor liability insurance certificate with the City of Fredericksburg named as a certificate holder and additional insured.
Event organizers with food & beverage vendors should download the above permit application and information for those operating a temporary food establishment. The completed application should be returned to the Gillespie County Health Division.
For Marktplatz events only: Will your event need grey water disposal containers? If so, the City owns two (2), 270-gallon containers. Placement of the containers is at the discretion of the PARD. Servicing of the containers are the event organizer's responsibility and must be emptied no later than two (2) days after the final event day.
Enter the contact name and telephone number of the business, organization or person that will be providing alcohol at the event.
Events will not be permitted without emergency vehicle access. Please review your event layout/footprint and ensure emergency access lanes are always available.
If your event will have a first aid station on-site, please list the following (1) Company/Organization Name; (2) Contact Name; (3) Contact Phone Number.
Do you have a written Incident Action Plan? What contingencies have you planned for?
If you are requesting any street closures for some or all of your route, please remember to complete the street closure request you can find in the previous sections.
Please enter the time when the first participant leaves the starting line or staging area.
Enter name of company or city representative here
Include a description of distance(s).
Upload a route map for your event
The City of Fredericksburg requires parade organizers to include and enforce certain parade safety rules. Please see the link below or contact the Special Events Coordinator for more information.
Please see the attached parade safety rules approved by City Council
Please enter an anticipated number of parade entries
If you have contacted any City departments prior to submitting this application, please list the information received from each department, including notes and requirements.
I, the undersigned applicant, hereby confirm that the information stated in this special event application is true and correct to the best of my knowledge. I agree to indemnify and hold harmless the City of Fredericksburg, its officers, employees, agents, and representatives against all claims of liability and causes of action resulting from injury or damage to persons or property arising out of the special event.
I also agree that I have read and agree to follow all use regulations included in this application (including my employees, staff, officers, agents, volunteers, representatives and vendors).
This field is not part of the form submission.
* indicates a required field