What is a Special Event?

A Special Event means a planned temporary aggregation of people or attractions for a common purpose, including but not limited to, street fairs, arts, and crafts shows, carnivals, circuses, rallies, public entertainments, or other similar events or attractions, that:

(1) Are conducted primarily outdoors; and

(2) Interfere with the normal flow or regulation of pedestrian or vehicular traffic; or

(3) Require special city services, including but not limited to, street closure, provisions of barricades, special parking arrangements, or special police services.

Please answer one or more of the following questions to determine if your event requires a Special Event Application.

Thank you.

Your event appears to meet the Special Event definition. Please continue filling out the Special Event Application.

A $75 application fee is required. Your application will not be reviewed until payment is received. Upon payment, the City of Round Rock's Special Event Coordinator will review the application to determine if a Special Event Permit is required.

Your event appears to not meet the Special Event definition. A Special Event Permit is not required. However, you will be responsible for ensuring the following requirements are met.

1. If alcohol is distributed to the public, you must receive a TABC permit.
   
2. If food is distributed to the public, all food vendors must receive a Williamson County Temporary Food Establishment Permit.
   
3. All fire lanes and access must be clear at all times. Must keep open road access.
   
4. Any canopy (open on all sides) 700 sqft or tent (not open on all sides) 200 sqft or larger must be inspected by the City of Round Rock Fire Department (call 512-218-6628 to schedule an inspection).
   
5. All LPG gas cooking units must have a State Tagged 3A 40BC fire extinguishers
   • all fire extinguishers must be inspected by the City of Round Rock Fire Department (call 512-218-6628 to schedule an inspection).
     
6. All mobile food trucks must be inspected by the City of Round Rock Fire Department (call 512-218-6628 to schedule an inspection).
   
7. All electrical panel/generators must be inspected by the City of Round Rock Fire Department (call 512-218-6628 to schedule an inspection)

Indemnity Agreement

1) As a condition of a Special Event Permit being issued, the Applicant acknowledges that he/she has voluntarily applied for a Special Event permit that in consideration of the privileges associated therewith, Applicant agrees to PROTECT, INDEMNIFY and HOLD HARMLESS, the City, its officers, agents and employees, from and against suits, actions,
claims, losses, liability or damage of any character, and from and against costs and expenses including attorney fees incidental to the defense of such suits, actions, claims, losses, damage or liability on account of injury, death or
otherwise, to any person or damage to any property, arising from any negligent act, error or omission of 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 privileges granted by this permit.

2) APPLICANT AGREES THAT THIS INDEMNITY AGREEMENT IS INTENDED TO BE AS BROAD AND INCLUSIVE AS IS PERMITTED BY THE LAWS OF THE STATE OF TEXAS, AND THAT IF ANY PORTION 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 Travis, State of Texas. I do solemnly swear (or affirm) that all the answers given and statements made on this Application are full, true and correct to the best of my knowledge and beliefs. I have been given a copy of the ordinance and have read the provisions contained
therein and agree to abide by them.

Thank you for taking the time to fill out a Special Event Application.

Next Steps

1. Upon receipt of your completed application and payment of the $75 application fee, a coordinator will contact you to guide you through the process. The coordinator may ask follow-up questions and/or request additional documents.
2. Once the coordinator receives your completed application, copies of your application will be distributed to all City affected departments for their review.
3. All affected City departments will review the application and inform the coordinator if additional information, permits, fees, or licenses are required to approve the event.
4. If additional information, permits, fees, or licenses are required, the coordinator will contact you. If the coordinator requests additional information, permits, fees, or licenses, please provide the requested information to the coordinator in a timely manner in order to complete the review process as quickly as possible.
5. The coordinator will approve the application once a completed application with all required additional information, permits, fees, and licenses are received.
   • If the departments do not approve the event, the application will be denied. Please refer to Section 34-25 and 34-26 of the City's Code of Ordinances to learn more about the denial process.
6. If the application is approved, you will receive the approved Special Event Permit outlining specific requirements that must be met in order for the permit to be valid.

** The City will provide an approval/denial within 15 business days from the receipt of a completed application. You may contact the Special Event Coordinator at any time at spfefferkorn@roundrocktexas.gov for a status update on your application.

Thank you for taking the time to determine if a Special Event Permit is required. If you have any questions, please contact the Special Event Coordinator at spfefferkorn@roundrocktexas.gov.