Host an Event
If you're planning to host an event within the scenic backdrop of Southlake, Texas, on public grounds, you've come to the right place. Every event, whether it's a 5k run, an artistic festival like Art in the Square, or a lively Oktoberfest celebration, requires a Special Event Permit that grants you the green light for a successful public gathering.
Other details to keep in mind:
- Applications must be submitted at least one hundred and twenty (120) days prior to the date of the event if more than 1,000 people are expected to attend your event or ninety (90) days prior to the date of the event if less than 1,000 people are expected to attend.
- All applicants are required to pay a $1,000 deposit within 30 days of receiving their Provisional Letter of Approval.
To schedule a pre-application meeting, reach out to us via email at [email protected] or contact our dedicated Festivals and Events Coordinator, Dylan Duque, at 817-748-8919. Let's collaborate to make your event an unforgettable experience in Southlake!
Special Event Permit
All Special Events in the City of Southlake are required to be conducted and held pursuant to a Special Event Permit Policy adopted by the City of Southlake. Event organizers are required to obtain approval from the City and work with City staff to ensure a safe and enjoyable event. Applications that are submitted for Special Events are reviewed on a case-by-case basis and may be denied based on any of the provisions outlined in the Special Event Permit Policy.
Special Event Permit Application
If you're planning to host an event within the scenic backdrop of Southlake, Texas, on public grounds, you must apply for a Special Event Permit. Before you are eligible to submit a permit application, you must schedule and attend a pre-application meeting, virtually or in-person. Schedule a pre-application meeting today by emailing [email protected].
Specific Use Permit Application
If you are anticipating more than 1,000 attendees at your event, you will be required to apply for a Specific Use Permit before you apply for a Special Event Permit.
Community Event Participation Application
Prior to submitting a Community Event Participation Application, applicants must have already been issued a Specificl Use Permit and Special Event Permit. In addition, Applicants are required to review the Community Event Participation Policy before applying. View the Community Event Participation Policy for more information.
Please note that the event fees outlined below are estimated and subject to change based on annual updates to the City's Fee Schedule, as well as the event's scope and size.
- *Deposit | $1,000 per event
- Fireworks | $75 per day
- Rustin Pavilion
- $25 per hour for residents
- $30 per hour for non-residents
- Water Meter | Based on anticipated usage
- Community Events
- $300 resident/business fee
- $360 non-resident/non-resident business
- Specific Use Permit | $305
- Vendor Permit (retail) | $50
- Food Vendor Permit
- $100 (less than 5,000 attendees)
- $150 (more than 5,000 attendees)
- Tent Permit | $100 (if over 400 sq ft)
- Temporary Noise Exemptions Permit | $25
- Fire Inspection | $85 per hour (3 hour minimum)
- Off Duty Officers | $50 per hour
- Event Monitor | $30 per hour or $40 per hour if more than 75+ attendees
- Lost/Stolen Item Reimbursement
- Including but not limited to:
- Traffic Devices
- Road Barricades
- Water Barricade Wrenches
- Traffic Devices
- Including but not limited to:
* The $1,000 deposit will be deducted from the final invoice from the City of Southlake. If any amount it remaining, it will be refunded to the City.
Who can host a Special Event in Southlake?
Any individual or organization complying with the requirements of the Special Event Permit Policy may be considered eligible to apply for a Special Event Permit. Depending on the size and scope of the event, a Specific Use Permit approved by the City Council may be required. A Special Event, according to the policy, is any gathering of people for a charitable cause, cultural celebration, festival, or other similar type of gathering that is open to the public and is hosted in a public space.
What are the Special Event requirements and fees?
Special Event requirements and fees will vary based on the size and scope of the Special Event. A deposit of $1,000 is required for all events. Please review the Special Event Permit Policy as well as the Estimated Fees section above for more information.
When is the deadline to submit a Special Event Permit Application?
If the proposed Special Event anticipates more than 1,000 people, an application must be submitted at least 120 days prior to the event. If the proposed Special Event anticipates less than 1,000 people, an application must be submitted at least 90 days prior to the event.
Where may I host a Special Event?
Special Events may be hosted at Bicentennial Park, Bob Jones Park, Family and Rustin Park at Town Square, and Liberty Park at Sheltonwood. Facility and Park reservations are taken on a first-come, first-served basis. Other locations will be considered on a case-by-case basis.
How do I host a Special Event in Southlake?
Please review the Special Event Permit Process for further clarification on hosting a Special Event in the City of Southlake.