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Special Event Application

FREDERICKSBURG PARKS & RECREATION DEPARTMENT - SPECIAL EVENT APPLICATION
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: specialevents@fbgtx.org
APPLICANT INFORMATION
Name of Organization/Business:
Applicant Name/Event Organizer:*
Address:*
Address 2:
City:*
State:*
Zip:*
Phone number (please include area code):*
Email address:*
Event Promoter Name:
Event Promoter Phone Number:
Organization/Business Type:*
Non-profits will need to submit proof below.
For-profit: event proceeds go to:
For-profits only: enter how or where your event proceeds are disbursed.
Proof of non-profit status:
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.
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Applicant Information

EVENT INFORMATION & LOCATION
Official Event Name:*
For private events, please list the last name of the contact person and the type of event. For example, "Smith Wedding Ceremony & Reception"
One-day event:
One-day event:
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.
Multi-day events:
Multi-day events: Start Date
—
Multi-day events: End Date
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.
Recurring Events:
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).
Is this a first-time event?*
If this event has never been held or produced on City property before, select "yes." A $100 application fee will apply.
Estimated Attendance*
Enter estimated attendance including attendees, staff, volunteers, and vendors.
Is the event open to the general public?*
If yes, proof of general liability insurance is required.
MARKTPLATZ EVENTS
Please skip this section if your event will not be held at Marktplatz.
Marktplatz - Facility Request (100 W. Main Street)
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:
1. Entire Square: $2,400 per week
2. Entire Square (add-on day): $650
3. Adelsverein Halle: $250
4. Kinder Halle: $150
1. Oktoberfest Halle: $150
2. Catering Kitchen: $50
3. Fest Room: $50
Entire Square add-on days:
Enter the number of add-on days, if applicable
Banner Hanging Fee - Optional
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.
Notes about your event:
Please include any important information related to your facility rental above.
LADY BIRD JOHNSON MUNICIPAL PARK EVENTS
Please skip this section if your event will not be held at Lady Bird Johnson Municipal Park.
Lady Bird Johnson Municipal Park "LBJMP" - Facility Request (432 Lady Bird Dr.)
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:
1. Pioneer Pavilion: $650 for 4 days (Thurs-Sun only)
2. Pioneer Pavilion (add-on day): $125
3. Pioneer Pavilion Cooler - OUT OF ORDER
4. Tatsch House (Sat/Sun/holidays & Dec.): $200 + $100 deposit
5. Tatsch House (weekday): $150 + $100 deposit
6. Entire Park: $1,600 per week
1. Entire Park (add-on day): $650/day
2. Pavilion #1: $50
3. Pavilion #2: $50
4. Pavilion #3: $60
5. Pavilion #4: $60
6. Pavilion #5: $80
Pioneer Pavilion add-on days:
Please enter the number of Pioneer Pavilion add-on days, if applicable,
Entire Park add-on days:
Please enter the number of add-on days for the Entire Park, if applicable.
Notes about your event:
Please include any important information related to your facility rental above.
OTHER EVENT LOCATIONS
Please skip this section if your event will be held exclusively at Marktplatz or Lady Bird Johnson Municipal Park.
Other Facility Requests
Costs are per day unless noted. Please check all that apply:
1. Town Pool: $50/hour (restroom access only)
2. *Parade/Other/Private Property
*Parade/Other/Private Property
List location and address and upload property owner permission letter.
*Permission Letter
Upload written permission from property owner for event use.
Notes about your event:
Please include any important information related to your facility rental above.
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Event Information - Facility Requests

Event Information (continued)

EVENT COMMUNICATION & SECURITY
During the event what form of communication systems will be used for the following:
Event Management (internal):*
Public Address (external):*
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.
What security/law enforcement agency have you hired for your event?
Enter the agency or company name above
Security contact name:
Please include first & last name
Security contact phone number:
Please include area code
Have you contacted Fredericksburg Police Department in relation to your event?*
If yes, who did you speak with?
Security details:
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.
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Event Communication & Security

Equipment, Activities & Amusements

STREET CLOSURES/BLOCKING CITY STREETS OR PROPERTY
Skip this section completely if your event is not requesting a street closure or to block any City-owned property.
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 two (2) 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.
I am requesting to:
Please check all that apply.
1. Block city-owned property for two (2) hours or more
2. Close a street for two (2) hours or more
3. Block city-owned property for less than two (2) hours
4. Close a street for less than two (2) hours
UPLOAD - Street Closure Request Form
Upload your street closure request form once complete.
UPLOAD - Notification Letter
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."
Blocking city-owned property:
Describe in detail your request including the location and address.
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Street Closures & Blocking City-Owned Property

UTILITIES, RESTROOMS, & HAND-WASHING STATIONS
Please Note:
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.
Will you need use of electricity?*
If yes, what will electricity be used for?
Will a licensed electrician complete any electrical work?*
Electrician name and phone:
Please enter the name of your licensed electrician and their phone number, including area code.
Will you need access to water?*
If yes, what will water be used for?
Portable Restrooms & Handwashing Stations
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.
# of regular portable restrooms
# of ADA portable restrooms
# of handwashing stations
Servicing of portable restrooms & handwashing stations:
When will items be serviced and how often?
Equipment will be delivered on:
Equipment will be delivered on:
Equipment will be delivered on:
Enter date and approximate time.
Equipment will be picked up on:
Equipment will be picked up on:
Equipment will be picked up on:
Enter date and approximate time.
Sanitation Company Name:
Phone Number:
Additional details:
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).
CLEAN-UP/TRASH-COLLECTING & RECYCLING
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.
Contact name responsible for event clean-up:*
Please include first and last name
Contact's phone number:
Please include area code
Will a dumpster(s) be delivered?*
If yes, when?
If yes, when?
Enter delivery date
Dumpter(s) quantity & size:
Please enter the number of dumpsters and sizes (i.e. Two roll-off dumpsters, each 20 yards)
Where will the dumpster(s) be placed?
Describe the location requested for each dumpster (i.e. parking spaces at the corner of Adams & Austin).
What provisions have been made for recycling, if any?
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Utilities, Restrooms and Trash Collection

FOOD & BEVERAGE
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.
Please indicate all food & beverage elements that apply to your event:*
1. Sale of food/beverages
2. Distribution/giving-away of food/beverages
3. No food/beverage at the event
UPLOAD - Food & Beverage Vendor List
Upload your completed special event food & beverage list.
Alcohol:*
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.
1. Sale of alcoholic beverages
2. Distribution of alcoholic beverages
3. No alcohol at the event
Type of alcoholic beverages:
If you are selling or distributing alcohol, please check all that apply:
1. Beer
2. Wine/Champagne
3. Liquor
Landlord Permission Letter:
Please let us know if you need a permission letter to obtain a TABC permit for alcohol sales:
Host Liquor Liability Insurance Certificate
Please upload your host liquor liability insurance certificate with the City of Fredericksburg named as a certificate holder and additional insured.
Grey Water Disposal Containers:
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.
Who will provide the alcohol?
Enter the contact name and telephone number of the business, organization or person that will be providing alcohol at the event.
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Food & Beverage

FIRST AID, EMERGENCIES & INCLEMENT WEATHER EMERGENCY ACTION PLAN
Events will not be permitted without emergency vehicle access. Please review your event layout/footprint and ensure emergency access lanes are always available. An inclement weather emergency action plan is required for gated/fenced events, or any event with anticipated attendance over 500.
Will your event have a first aid station on-site?*
Contact Information for First Aid:
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.
If you will not have a first aid station on-site, what are your plans for a minor emergency?
What are your plans for a major emergency?
Do you have a written Incident Action Plan? What contingencies have you planned for?
DOWNLOAD - Inclement Weather Emergency Action Plan
Inclement Weather Emergency Action Plan
Download using the link above, complete, and upload this form in the box to the right if your event is fenced, gated, or will have more than 500 attendees (including staff, vendors and volunteers)
UPLOAD
Upload your completed Inclement Weather Emergency Management Plan.
RACES, RUNS, WALKS & PARADES
Please complete this section if your event is a race, run, walk or parade.
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.
On-site preparation and set-up begins on:
On-site preparation and set-up begins on:
On-site preparation and set-up begins on:
On-site registration will begin at:
On-site registration will begin at:
On-site registration will begin at:
Assembly location (street, pavilion, etc.):
Starting time:
Starting time:
Please enter the time when the first participant leaves the starting line or staging area.
If starting times are staggered, please enter all start times and explain:
Name of company providing registration/marketing/run timing:
Who will set out barricades, if applicable (rental company, requesting city assistance)?
Enter name of company or city representative here
Describe your route, including the starting point and disbanding area and attach a map:
Starting point/location:
Route:
Include a description of distance(s).
Disbanding point/location:
Route Map upload:
Upload a route map for your event
Parades only:
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.
How many vehicles and/or floats?
Please enter an anticipated number of parade entries
*Does the parade place restrictions on the sizes of entries?
*If yes, what are the restrictions?
*Will the parade allow animals to participate?
*If yes, what type and what provisions will be made to clean-up animal waste?
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Races, Runs, Walks & Parades

CITY SUPPORT
City Support:
If you have contacted any City departments prior to submitting this application, please list the information received from each department, including notes and requirements.
SIGNATURE & INDEMNITY AGREEMENT
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).
First Name
Last Name
Date and Time:
Date and Time:
Date and Time:
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City Support, Signage, Signature & Indemnity

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1. Receive an email copy of this form.
Email address

This field is not part of the form submission.
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Special Event Application

Steps

Special Event Application

Applicant Information

Event Information - Facility Requests

Event Information (continued)

Event Communication & Security

Equipment, Activities & Amusements

Street Closures & Blocking City-Owned Property

Utilities, Restrooms and Trash Collection

Food & Beverage

Races, Runs, Walks & Parades

City Support, Signage, Signature & Indemnity

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