Depot Park Special Event Application Logo

  • Depot Park Special Event Application

  • This application may be submitted as early as six months, but no later than 60 days, before your event.

     

    Please note: If it is determined that your event meets certain criteria, you will need to apply for a City of Gainesville Special Event Permit. There are additional fees associated with applying for a permit and there may be additional fees for the services requested. For more information, visit specialevents.gainesvillefl.gov.

  • Rentable areas information, rental fees and deposits.

    Please note, dimensions are approximate and there is a two-hour minimum on all rental spaces. A map showing the rental spaces is available to view online.

    Rental areas and descriptions

    Rental time and fee

    Deposit

    1) Pavilions A and B

    Pavilions A and B are adjacent to the parking lot, restrooms and children’s play area. You can rent one or both. Each pavilion has three picnic tables, each measuring 96” x 30” with seating for 18-24 people, and two charcoal grills. Pavilions do not have electrical outlets or water.

    Size: Each pavilion is 24’ x 24’.

    Availability: Each pavilion is rented separately. Pavilions are rented in four-hour blocks, 8 a.m.-12 p.m. or 1-5 p.m.. Set up and clean up must be completed within that four-hour block.

    $71.75 per 4-hour block

    Blocks are from
    8 a.m.-12 p.m.
    and/or 1-5 p.m.

    $71.75

    2) West or East Overlook

    Circular overlooks are available for smaller events, weddings and ceremonies.

    West perimeter: Inner circle 113.8', outer 252.2'
    East perimeter: Inner circle 83.6', outer 174'

    Availability: Each overlook is rented separately.

    $44 per hour

    $44

    3) The Pad

    Concrete area located south of the Historic Depot Building. Ideal location for small tabling events.

    Size: Approximately 30’ x 30’

    $44 per hour

    $44

    4) Little Lawns A, B and C

    Small open grassy areas ideal for small tabling events, games and gatherings.

    Availability: Each little lawn is rented separately.

    $44 per hour

    $44

    5) The Wheel

    Located on the northeast corner of the park and adjacent to the children’s play area. Ideal for small gatherings or tabling events.

    Size: 72’ diameter

    $44 per hour

    $44

    6) The Big D

    Located on the northwest corner of the park at the intersection of Main Street and Depot Avenue.

    $44 per hour

    $44

    7) The Boulevard

    Concrete walkway connecting the Big D to the West Overlook.

    Size: 17' wide x 267.3' long

    $44 per hour

    $44

    8) Promenade (full or half)

    Concrete walkway along the pond. The West and East Overlooks are included with this rental. Ideal for festivals, food trucks, etc.

    Size: Approximately 76’ long x 20’ wide

    $137.75 per hour (full)

    $937.25 per day (full)

    $137.75

    $551.25

    $82.75 per hour (half)

    $551.25 per day (half)

    $82.75

    $341.25

    9) Open Lawn (full or half)

    Open, grassy area on the northwest corner of the park near the historic Depot Building. Ideal for larger events such as festivals, games and company picnics.

    Size: Approximately 44k ft², perimeter 886'

    $137.75 per hour (full)

    $937.25 per day (full)

    $137.75

    $551.25

    $82.75 per hour (half)

    $551.25 per day (half)

    $82.75

    $341.25

    10) The Hill

    Large hill centrally located in the park. Ideal for corporate events and more.

    Size: Approximately 37,705 ft², with an outer perimeter of 613’

    $82.75 per hour

    $82.75

    $551.25 per day

    $341.25

    11) Mobile Stage

    Sound shell stage offers convenient setup and excellent sound projection. PA system is not provided. More details upon request.

    Size: 14’ x 36’

    $900 per hour

    $275

    $682.50 per
    4-hour block

    $275

    12) Children's Area Flatcar Stage

    Small stage inside play area. Ideal for educational activities, puppet shows, etc. Seats 12-15 people. Please note: food and drink are not permitted in the children’s play area.

    Stage size: Approximately 8’ x 12’

    $27.50 per hour

    $27.50

    Race fee

    $275.00

    $0

    13) Historic Depot Building

    This space if privately managed. For all rental inquiries about the Depot Building or the Boxcar Wine & Beer Garden, email TheDepotGainesville@gmail.com.

  • Attendance and admission

  • If the number of anticipated attendees changes prior to the event, the licensee shall notify the Depot Park Office in writing, to DepotPark@GainesvilleFL.gov, no later than 14 days before the event.

  • Tents and canopies

    Tents larger than 10’ x 10’ require a tent permit from the City of Gainesville. Absolutely no staking is permitted in Depot Park. The park is a brownfield site and the ground cannot be penetrated. In lieu of staking tents, sandbags, bricks or water jugs are often used. If applicable, list the size and quantity of all tents, canopies or temporary shelters.

  • Sound

    If your event will have amplified sound, your event timeline will need to include the name of the company you are renting from (if applicable) and the delivery and pickup time. Depending on the time and noise decibels of your event, you may be required to complete a noise permit with the City of Gainesville.

  • Electricity

    Generators are prohibited in Depot Park.

  • Please note: If it is determined that your event meets certain criteria, you will need to apply for a City of Gainesville Special Event Permit. There are additional fees associated with applying for a permit and there may be additional fees for the services requested. For more information, visit specialevents.gainesvillefl.gov.

  • Depot Park Special Event Process

    Step 1 Complete and sign this "special event application" for Depot Park management review.

    Step 2 Meet with Depot Park management for application review and approval.

    Step 3 Pay rental fees and deposits in full to secure your event date and time.

    Step 4 Submit all applicable items listed below in "your special event checklist."

    Step 5 Meet with Depot Park management at least 14 days prior to event to review final details and sign a special event license agreement.

     

    Your Special Event Checklist

    All items must be submitted 14 days before your event.

    • Certificate of Insurance listing the City of Gainesville as "additional insured"
    • Proof of City of Gainesville Special Event Permit application (if applicable)
    • Event timeline
    • Event layout map
    • Completed "Depot Park Vendor Application" from each vendor
    • Load-in/load-out plan 
    • Security contract information (if applicable)
    • Final attendance number

     

    Cancellation Policy

    All cancellations must be sent via email to DepotPark@GainesvilleFL.gov and confirm receipt

    • 30 days or more prior notice of cancellation: 80% refund of rental fees and full deposit

    • Between 15 and 29 days prior notice of cancellation: 50% refund of rental fees and full deposit

    • Less than 14 days’ prior notice of cancellation: No refund of rental fees or deposit

  • Please read the following rules and regulations and acknowledge acceptance:

    1. This form is an application only and spaces are not guaranteed until deposits and rental fees have been paid in full and a permit is generated by the Depot Park office.
    2. Depot Park management reserves the right to refuse rental requests.
    3. Confetti, glitter, bounce houses, large inflatables and water balloons are prohibited.
    4. Selling food, drinks, merchandise or services in the park requires special permission from the Depot Park management and rental of the space.
    5. The Children’s Play Area is designed for children age 2-12. Children must be accompanied by an adult at all times. The Blue Grotto Splash Pad is open when the temperature outside is above 70 degrees. The Play Area is open from dawn to dusk.
    6. Absolutely no staking in Depot Park. The park is a brownfield site and the ground cannot be penetrated. In lieu of staking, sandbags, bricks or water jugs are often used.
    7. For events requiring directional signage, the paths can be marked with tape, chalk, cones, or temporary decals. Any signage that penetrates the ground is prohibited.
    8. Smoking and vaping are prohibited in Depot Park. Depot Park is included in the city's Sip and Stroll area (http://gainesvillefl.gov/sipandstroll).
    9. Fishing is prohibited in Depot Park. The ponds are filled with runoff from downtown Gainesville and are lined with a plastic liner, which can easily be damaged by hooks.
    10. Personal grills are prohibited in Depot Park. There are two grills located in each pavilion. These are only available if the pavilions are not rented. Depot Park does not provide a place to dispose of your charcoal, so whatever you bring in, you must also take out and dispose of properly.
    11. Decorations may be attached to the pavilions with tape or zip ties; please do not use nails or staples so the wood is not damaged.
    12. Pets are permitted only when leashed. There are no off-leash areas in Depot Park.
    13. Only service animals are permitted in the Children’s Play Area.

      Additional regulations, laws and ordinances apply. They are listed in the Gainesville Code of Ordinances: Chapter 15-6 (noise ordinance) and Chapter 18 (parks, recreation and cultural affairs).
  • Powered by Jotform SignClear
  • Should be Empty: