Page 1 of 5 Rev. Dec. 2014
SPECIAL!EVENT!APPLICATION!
If#event#is#held# outside#a# city#park#return#application# to#City#Administration#Office#located#at#221# E.#Main#Street.#
Office:#(512) 218-3230#/#bgillis@roundrocktexas.gov##
If special event is held within a park return application to Parks and Recreation Office, McConico Building 301
West Bagdad Office: 512-218-5546 / Ajones@roundrocktexas.gov
This%application%could%require%an%additional%$75.00%Application%Fee%
APPLICANT!INFORMATION!
Today’s#Date:# Event#Coordinator:#
Event#Sponsor/Organization:#
Physical#Address:##
Email#Address:##
Phone#Number:## ###Fax#Number:
EVENT!INF ORMATIO N!
Name#of#Event:##
Event#Location:##
Event#Start#Date:## ###Event#End#Date:#
Event#Start#Time:##
###Event#End#Time:#
Event#Set-up#Time:##
#####Event#Tear-down#Time:##
Type#of#Event## ## #Festival# #Run/Walk#(Requires#T CP )# ## #School#Event# #Street#Fair##
#
#Other#
Sponsored#By## *CORR#–#Parks#&#Recreation *CORR#-#Convention#&#Visitors#Bureau ##N/A#
*Please#provide#name/department#contact:
Will#the#event#be#advertised?###
#Yes#### #No####
If#yes,#plea se #d e sc rib e #a d ve rt isin g #p la n #in cluding#dates#&#media#outlets:#
Number#of#attendees:## ##Number#of#motor#vehicles:##
Describe#in#detail#the#activities#planned.#(Plea se #a tt ac h #flye r#or#b roch u re,#if#app licab le) #
Page 2 of 5 Rev. Dec. 2014
TRAFFIC!/!POLICE!/!UTILITY!
Will!your!event!require!the!following?!!If!so,!how!will!the!service!be!provided?!!!-!Check#all#that#apply:#
#Parking#Arrangements#
§ What#type#of#parking#will#be#utilized#by#this#event?####Onsite
######Off!Site!! Both!!
o If#off-site#and#parking#is#on#private#property,#Applicant#must#submit#a#letter#of#permission#from#property
owner.
§ Parking#attendants?##Yes
#No# ####If#yes,#how#many?
§ How#will#attendees#be#transferred#from#off-site#parking#to#the#Special#Even t#area #and #retu rne d?:
!Electricity#–#Electrical#panel#and/or#generator:#
#Police!Security##
The# Applicant#may# b e#required# to#provide# police#officers#for#security,#crowd#control,#and/or#traffic#co n t ro l#at#the #Sp ec ial#Ev en t .##The#
total#number#of#police#officers#working#at#the#Special#Event#is#determined#by#the#Round #Rock#Police#Depa rtm en t,#and#in#some#cases#
may# use# planning# variables,# including:# (1)# the# estimated# number# of# participants# and# spectators;# (2)# the# a vailab ility# of# alcoholic#
beverages;#(3)#topography#and#size#of#the#event#location;#(4)#weather#conditions;#(5)#the#time#of#day#during#which#the#Special#Event#is#
conducted;#(6)#the#need#for#street#closures#or#rerouting#of#veh icular#or#pedestrian #tra ffic;#an d,#(7 )#th e#h isto ry#o f#th e#p articu lar#S p ecial#
Event.#
Traffic!Control#–
%Include #n u m b e r#o f #co n e s#and/or#barricades#&#identify#location#of#each#one#on#site#map.##Excluding#road#closures#
and#barricades#related#to#a#Traffic#Control#Plan.#(Applicant#must#pro vid e#co n es#an d #ba rricad es.)#
#Barricades:# ################# ## Cones:# Pedestrian#Crossing:###
Li
st#rental#company#name#and#contact#information#providing#items.
#Standard!Parade!or!Race!Route.###If#applicable,#please#iden tify #w h ich #city#route#&#TCP#will#be#utilized#(you#m ay#a ttach #
separate#sheet#I#needed):#
#Temporary!Road!Closures#–#Requires#a#Traffic#Control#Plan#(TCP).##Please#identify#requested#road#closures#intersections,#
distance,#and#time#of#requested#closure.##Road#closures#require#approval#from#Operations#&#Maintenance#department#and#the#Police#
department.#Attach#map#on#separate#page.
#
##Traffic!Control/Security#-##May#require#the#completion#of#sho rt-te rm #agree m en t#for#off -duty#officers#
(Excluding#officers#related#to#a#Tr af fic#C o n tr o l#Pla n )#
#Amplified!Sound#–#Includ e #sp e c ific#d e t ails #o n #th e #ty p e #o f#a m plified#soun d#
If#you#are#p la n n in g#t o #u tilize #a n y#lo u d s p e a ke rs #o r#o th e r#fo r m #o f #amplified#sou n d ,#p lea s e #in d ica te #o n #an#attached#site#plan#or#map#the#
location#a n d #o rien t at io n#o f #th o se #sy ste ms.##Speakers#sh o u ld #n o t#b e #p o sitio n e d #so #a s#to #a d v ers ely #a ffe ct#a n y #ad ja c en t#r es id en tial#area #
between#the#hours#of#9:00#p.m.#and#7:00#a.m.#A#separate#approval#may#be#required#by#the#Police#depa rtment#if#you#pla n #to #u tiliz e#
any#type#of#amplified#sound#systems.##Please#refer#to#noise#control#ordinance#for#more#information.#
Page 3 of 5 Rev. Dec. 2014
!
PROVIDE!A!SITE!MAP! INCLUDIN G!AN!EVE N T !S IT E!PLAN,!PA R K IN G,!BOOTHS,!AND!EMERGENCY!ENTRANCE!&!EXITS.!!ALL!
ITEMS !CHECKED!“YES”!BELOW!MUST!ALSO!BE!IDENTIFIED!ON!THE!SITE!MAP!
Check#all#that#apply#(Items#m ark ed #with #** #m us t#pro vide #add ition al#p erm it.) #
#
#Yes#### #No###Will#there#be#a#petting#zoo#or#any#type#of#animals#at#the#event?##(Exotic#animals#require#RRPD#approval)#
#
#Yes#### #No###Will#there#be#any#inflatables?##Additional#fee#is#required#if#in #p a rk .##
#
#Yes#### #No###Will#there#be#portable#restrooms?#
#
#Yes#### #No###Will#there#be#trash#dumpster(s)?#
#
#Yes#### #No###Will#there#be#any#special#seating,#i.e.#ble ac h ers ?#
#
#Yes#### #No###Will#there#be#a#first#aid#station?##Who#will#man#it?## #
#
#Yes#### #No###Will#there#be#amusement#rides?#(Police#inspection#&#insurance#required)##
#
#Yes#### #No###Will#there#be#selling#of#alcoholic#beverages?##Requires#fencing#and#controlled#entrances#**(Must#contact#
TABC)#
#
#
#Yes#### #No###Will#there#be#selling#of#food#or#beverages?##**(Must#contac t#W illiam so n#C o .#Health#Dept)#
#
#Yes#### #No###Will#there#be#merchandise#sales?#
# #
#Yes#### #No###Will#there#be#use#of#liquid#propane#or#BBQ#pits?#(Req uire#fire#extinguisher#onsite#-#type#to#be#dete rm ined #by #
the#Fire#Marshal)#
#
#Yes#### #No###Will#there#be#fencing#around#the#event?#
#
#Yes#### #No###Will#there#be#hot#air#balloons?#
#
#Yes#### #No###Will#there#be#fireworks?##Must#be#approved#by#Fire#Marshall#&#administered#by#a#licensed#techn ician.#
#
#Yes#### #No###Will#there#be#tents#(top#with#sides)?#A#“Certificate#of#Fire#Retardant”#is#required .##Certain#tents#require#
inspectio n #fro m#the#fire#department.#
#
#Yes#### #No###Will#there#be#canop ies# (to p #w/ #no#sid es )?##
#
#
#
#
!
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Page 4 of 5 Rev. Dec. 2014
!
Public!Notification!
If# the# City# Manager# requires # it,# the# Applicant# shall# deliver#written#notice# to# all#owners# or# occupants# of# real#property#
abutting#the#boun daries#of#the#area# in# which#the#Special#Event# w ill#be#conducted.## The#notice#must# include# the# following#
informa tio n :##(1)#ev e nt #da te ,#tim e #an d #loc ation,#and#(2)#sta te ment#that#an #Ap p lic at io n#fo r#a#Sp e c ial#E ve n t#Pe rmit#has#been #
filed#with#the#City#of#R ou n d#Ro ck . #
Signage!
All#signage#must#remain#on#the#event#site#and#removed#after#the#event.##Do#not#place#signs#in#the#City’s#right-of-way.!!
Disposal!of!Wastewater!
Applicant#shall#submit#a#plan# for#disposal#of# any# w astewater#in#connection#with# the# Special#Event#and# such# plan# m ust#be#
approved#by#the#Utilities#Department.#
Other!Permits!&!Fees!
Please#attach#copies#of#any#required#insurance,#surety#bonds,#permits#or#other#documents#as#described#in#Section#1.3400#
of#the#City#of#Round#Rock#Code#of#Ordinances.#
Insuran c e!a n d !B o n d s!
If#a#Sp e cia l#Even t#uses#any#portio n #of#the#City’s#rights-of-way,#the#Applicant# shall# provide#a#certificate# of#insurance#that#
complies#with#the#standards#established#by#the#City’s#Risk#Manager.###
#
If# a# S p ec ia l# Event# is# on # City# p ro p e rt y,# a# Te n # Thous a n d # Dollar# ($10,00 0 .0 0 )# surety # bond # shall# b e # depo sit ed # with# the#
Application#to#ensure#that#no#damage#is#done#to#City#property.##If#the#City#Manager#certifies#that#all#conditions#set#forth#in#
Section#1.3425,#Code#of# Ordinances,#are#com plied# with,# the# bond#shall#be# returned.##If#the#C ity#M anager# does#not#certify#
that#all#the#co nd itions#are#complied#with,#an y#costs#e xpe nd ed #for#po licing#and/or#cleaning#shall#be#deducted#from#the#bond#
and#the#remainder#returned.##Additional#conditions#are#spelled#out#in#Section#1.3425#as#to#additional#costs.#
#
If#a#Sp e c ial#Event #is#fully#on#private#prop er ty ,#Applica n t#shall#depo sit#Five#Hund re d #Dollars #($500 .00)#with#the#City#as#a#
condition#that#no#paper,#litter#or#other#debris#shall#remain#on#the#site#after#the#Special#Event#is#over.##The#deposit#shall#be#
returned#to#Applican t#upon#certifica tion #by#the#City#Manage r#that#all#c on ditio ns#are#met.##If#the#conditions# are#not#m et,#
such#costs#for#cleaning#shall#be#deducted#from#the#deposit#and#the#rem ainde r#returned.###
# !
Page 5 of 5 Rev. Dec. 2014
Indem n ity !A g r ee ment!
1)# As#a#condition#of#a#Special#Event#Permit#being#issued,#the#Applicant#acknowledges#that#he/she#has#voluntarily#applied#
for#a#Special#Event#p ermit#that#in#con sideration#of#the#p rivileges#associated#therewith,#Applicant#agrees#to#PROTECT,#
INDEMNIFY# and # H O L D # H A R MLESS,# the# C ity,# its # offic e rs ,# age n ts # an d # employees ,# fro m # a n d # ag ain s t# su it s,# ac tio n s ,#
claims,#losses,#liability#or#damage#of#any#character,#and#from#an d#against#costs#and#expenses#including#attorney#fees#
incident al# to #the #de fe n se #of# su c h #suit s,#act io n s,#claims,#lo s se s,#da mage#or#liability#on #ac co u n t#of #inju ry,#de a th #or#
otherwise,# to# any# person# or# damage# to# any# property,# arising# from# any# negligent# act,# erro r# or# omission# o f# the#
undersigned,#its#officers,#employees#or#agents,#arising#out#of,#resulting#from,#or#caused#by#any#act#occurring#as#a#
result#of#the#exercise #of#the #privileg es#gra nte d#by #this#pe rm it.#
#
2)# APPLICANT# AGREES# THAT# THIS# INDEMNITY# AGREEMENT# IS# INTENDED# TO# BE# AS# BROAD# AND# INCLUSIVE# AS# IS#
PERMITTED#BY#THE#LAW S#OF#THE#STATE#O F# TEXA S,# AND#THAT#IF# AN Y# POR TION# IS# HELD # INVALID,# THEN#IT#IS# AGREED#
THAT#THE#BALANCE#SHALL,#NOTWITHSTANDING,#CONTINUE#IN#FULL#LEGAL#FORCE#AND#EFFECT.#
#
3)# This#indemnity#agreement#contains#the#entire#agreement#of#the#undersigned#and#the#City#of#Round#Rock,#and#may#not#
be#modified#or#altered#without#the#express#written#consent#of#the#City#of#Round#Rock.#
#
4)# This#indemnity#agreement#is#interpreted#by#Texas#law#and#is#performable#for#all#purposes#in#the#County#of#Williamson,#
State#of#Texas,#or#the#County#of#Trav is,#State#of#T exa s.#
#
#
I#do#so le mnly#swe a r#(or#affirm ) #that#all#the #a n s w e rs #given#an d #statem en t s#made#on#this#App lication #are #fu ll,#true#a nd #co rrec t#
to#the#b est#of#my#k no w ledg e#and#beliefs.##I#have#b een #given#a#co py#of#the#o rdina nc e#and#have #re ad #th e#provisions#co n taine d#
therein#and#ag ree#to #abid e#by #them .#
#
#
Applicant:________________________________________________#
#
#
# **************************************************************************************#
I#hereby #g ra n t#th e #A p p lic a n t#a n d #a n y#a ffilia te d #o r ga n iz at io n #p e rmission#to#use#my#pr o p er ty #in #co nnection#with#the#Special#
Event#and#as#described#herein.#
#
#
#
Property#Owner:#__________________________________________#
#