Special Event Permits
City of Bryan staff will route a Special Event Permit Application through the appropriate city offices for approval or denial of application. An applicant will be notified of approval/disapproval pending compliance with noted concerns, within 10 business days of the application. Final notice will be given no less than 5 days prior to the date of the event. Applicants may appeal the denial of a special event permit application or the conditions to be imposed with the permit pursuant to Section 106-196 of the Bryan City Code. If Streets need to be closed or Solid Waste Containers are needed, the proper applications need to be completed and the applicable fees paid. Make sure any sketches, maps, or additional information as outlined in the application are included.
Special Event Definitions
A special event is defined as an event open to the public held within city limits, that is of limited duration, and is likely to attract 100 or more visitors and shall include, without limitation; exhibitions, automobile races, sporting events, festivals, air shows, carnivals, circuses, revivals, tent sales, concerts, parades, runs, walks, races, or motorcades. Other relevant definitions include:
Motorcade
Any organized procession containing ten or more motor vehicles, except funeral processions and authorized governmental processions, upon any public street, sidewalk, or alley.
Parade
Any march or procession consisting of people, animals, or vehicles, or a combination thereof, except funeral processions, upon any public street, sidewalk, alley, park or other outdoor places owned or under the control of the City.
Run
Any event that is considered a walk, run, or race consisting of people upon any public street, sidewalk or alley.
Street closing event
Any activity, including but not limited to special events which require a closing of any public street, sidewalk, or alley, and require rerouting of normal or unusual traffic flow.
Exemptions to Special Event Permits
The following may be conducted within the City of Bryan without a permit:
- Special Events, Street Closing Events, Parades, Runs, Walks, Races or Motorcades hosted or sponsored by the City of Bryan (i.e., where the City of Bryan itself is the promoter) shall not require a permit but notice of same shall be given to the Police Department, Fire Department, Public Works Department, Development Services Department and the Brazos County Health Department.
- Private parties held on residential private property and to which the public is not invited and where there are not more than 100 guests.
- An event wholly contained on property specifically designed or suited for the special event and which has an appropriate certificate of occupancy, appropriate zoning and adequate parking.
- Funeral processions.
Application Process
City staff will route the Special Event Permit Application through the appropriate City offices for approval or denial of application. Applicant will be notified of approval/disapproval pending compliance with noted concerns within 10 business days of application. Final notice will be given no less than 5 days prior to the date of the event. Applicants may appeal the denial of a Special Event Permit Application or the conditions to be imposed with the permit pursuant to Section 15-192 of the Bryan City Code of Ordinances. If streets need to be closed or solid waste containers are needed, the proper applications need to be completed and the applicable fees paid before approval. Make sure any sketches, maps or additional information as outlined in the application are included.
Application Fees
The Special Event Permit Fee shall be paid at the time of application. The permit must be present on site at all times during the event. The deposit fees shall be paid when the total amount of all event fees are determined.
| Event Size | Permit Fee | Permit Deposit | Deadline for Submission (Number of Days Prior to Event) |
|---|---|---|---|
| under 100 persons | $30.00 | None | 30 working days |
| 100 – 499 persons | $30.00 | $500.00 | 60 working days |
| 500 – 999 persons | $60.00 | $1,000.00 | 60 working days |
| 1000 – 3999 persons | $90.00 | $1,500.00 | 90 working days |
| 4000 + persons | $120.00 | $2,000.00 | 120 working days |
Cancellation Policy
Cancellation notice procedure: Applicant must contact Parks Department at least 10 working days in advance of reservation date to qualify for a refund, less 10% or $10 whichever is greater for administrative fee. Contact the Parks and Recreation Office at 979-209-5528 or fax to 979-209-5524. Notification date will be the date Parks and Recreation Office receives the written or faxed notice.
Groups failing to use their permits and/or failing to cancel permits at least 10 working days prior to their event date will forfeit their entire fees paid.
Permits may only be transferred or fully refunded with weather exceptions or city preemption. The Parks and Recreation Office must receive written requests for such within 5 working days after the original permit date.
More Information and Comprehensive Instructions
The information on this page will help get you started in applying for an event permit, but please download our Special Event Instruction Guide as a comprehensive reference for the application process. This guidebook contains extensive information and examples of the entire application process.
Still Have Questions?
If you are interested in holding a special event in the City of Bryan or have any questions, please contact Matt Minahan at (979) 209-6005 or by email: mminahan@bryantx.gov
