Pease Park Conservancy Background

Pease Park Conservancy celebrates the diverse ecology and history that make Austin’s first public park valuable and unique. The Conservancy works to restore, enhance and maintain this 84-acre public green space for the sustainable use and enjoyment of all. 

Pease Park is an accessible urban green space for play, adventure and connectivity, where land stewardship, environmental innovation and inclusive programming embrace the community's history and inspire its future.

Thank you for selecting Pease Park as the location for your event. You are important to us, and we will work as quickly as possible to respond to your request in a timely manner. 

Event Proposal / reservation inquiry

The reservation process begins when you submit an Events Application Inquiry Form that can be found at peasepark.org/reservations or by clicking the button at the end of this paragraph. In order to determine whether your proposed event is appropriate for Pease Park, and to quote an appropriate site fee, we ask that you complete the Events Application in full. Please provide a clear and complete description of the proposed event. Incomplete applications could delay the review process. Pease Park Conservancy is a 501(c)(3) non-profit organization responsible for managing operations, maintenance, and programming in Kingsbury Commons at Pease Park, and for approving event applications for Kingsbury Commons. We ensure activities and events can be accommodated, are properly coordinated, and do not negatively impact the park and its daily users.

Submission Time

Event applications should be submitted as far in advance of the proposed event as possible. For large scale events of 100 people or more, we recommend you submit the Event Application no later than 90 days prior to your preferred event date(s). For smaller events, we recommend that you submit the application at least 45 days in advance. We cannot hold or reserve a venue until the application is submitted, a contract is signed, and the reservation fee is paid. You may submit an inquiry to start the process here: peasepark.org/inquiry  Submission does not guarantee that your event will be approved. 

Please note our response time can take up to 5 business days due to the volume of inquiries.

Response Time

Fully completed applications are reviewed within five business days from the date of submission. Once the application has been reviewed, you will receive a price quote for park rental and recommendations on configuration of your event within the space. Estimated fees will not be quoted without a complete application. Please know that your original proposal may require minor revisions due to time and space restrictions, park rules, or logistical complications. 

Cancellation Policy 

All cancellations must be submitted in writing at least 30 days in advance of your event. If Pease Park Conservancy cancels the event due to unforeseen circumstances, applicable fees will be refunded to the applicant. Cancellations by the applicant within 21 or fewer days of the event, results in forfeiture of any rental fees already paid. (Except, see weather policy below.) Patrons needing to cancel within 30 days can transfer their reservation payments to an alternative day if available.

Rental Fees Overview

Total fees due will only be given after a complete proposal application has been submitted and accepted.  Park operations, management and programming of Kingsbury Commons in Pease Park is funded by private contributions and, in-part, by revenue generated through event rental fees.

The fee for your event will be determined taking into consideration the following criteria:

• Market research and costs for comparable event venues. 

• Type of Event: whether the event is public or private, corporate, commercial, promotional, or informational. 

• Public use/access to the park: whether the event disrupts the public use of the park, including obstructing pedestrian traffic flow or closing off any part of the park to the public. 

• Structures: whether large structures are required or large equipment is necessary. 

• Length of time: the total amount of time the park will be used from load-in and set up through load-out. 

• PPC labor needs: whether your event requires the labor of Pease Park Conservancy staff

Fees are determined according to the details in your event application. The more detailed you can be, the more accurate your estimate will be. Your total estimated fee will include a base fee depending on the area of Kingsbury Commons at Pease Park that will be used for your event. 

As the Conservancy learns and grows in developing its earned revenue model, PPC highlights the following guidelines in its event and amenity rentals:

1. As the recreational heart and cultural soul of Pease Park, the primary goal is to keep Kingsbury Commons open to the communities it serves.  As such, there will always be park guests in close proximity to event venues.    

2. Eastern trail access will never be closed

3. Prior to redevelopment of Kingsbury Commons, the Tudor Cottage was locked and used for volunteer supply storage. The Tudor Cottage and Terrace are isolated enough from the rest of Kingsbury Commons that any closures in this area do not impede the general public’s use of the remainder of Kingsbury Commons.  Pease Park Conservancy seeks to utilize  this area as much as possible for Community Events while also offering discounted reservations of the space to local nonprofits and free reservations to City of Austin Departments. The plan is to use this space for fee-based reserved rentals or free/discounted community event reservations more often than any other feature or amenity in Kingsbury Commons.

4. Available rental times on any given day are 6:00 AM to 10:00 PM.

5. Nonprofit organizations are eligible to receive a 50% discount, once per quarter, on reservations of Pease Park’s Tudor Cottage and Terrace.

Reservation Fees by Venue/Amenity

Visit each page below to learn more about each reservable space.

Cottage/Terrace

Basketball Court

Treehouse

Great Lawn

Outdoor Classroom/Amphitheater

Picnic Tables (4)

ADDITIONAL FEES

Pease Park Conservancy reserves the right to bill for damages in excess of the damage deposit.

furniture fee:

In order to use PPC’s (75) folding chairs, (3) 6ft tables and (10) 8ft tables, the patron will need to pay a $400 furniture fee. This fee does not provide set up or breakdown of PPC's furniture. Guests are responsible for their event set up and breakdown.

Damage to tables and chairs will be deducted from the damage deposit:

• Damaged or missing chairs: $112 deduction per chair

• Damaged or missing table: $150 deduction per table

• Damage to Park Features: Guests will be billed for the full amount of repair costs for damages to park features.

SECURITY:

Because the majority of the park remains open to the public, hired security is required for events of 100 or more to ensure event patrons are safe and to help usher traffic around the park.

Pease Park Conservancy partners with the Austin Police Department to provide security services at public events.  The cost per officer is $75-$100/hour per officer depending on availability. Payment of officers is done by the applicant. Please bring a check for the amount of time requested and fill in the “To:” section with the name of the officer upon your meeting with them at your event. Pease Park Conservancy can coordinate the scheduling of security and pass the costs onto the patron.

ADDITIONAL CHARGES MAY BE APPLIED FOR THE FOLLOWING:

• Excessive electrical or water usage

• Post-event clean-up

• City Permits (see Permits)

• Grounds restoration/replacement 

• Permitted parking

The applicant is responsible for providing all equipment, supplies, staffing, permits, security and emergency personnel, recycling and refuse management, and supplemental restrooms needed for the applicant’s event.

Refrigeration cleaning fee (tudor cottage & terrace reservations)

The refrigerator in the Tudor Cottage is available for you to use during your reservation. If anything (including unopened drinks, condiments, spills, etc.) is left in the fridge after your reservation ends, you will incur a $100 cleaning fee on the credit card provided for payment. All items left in the fridge after an event will be disposed and not returned to guests.

RENTAL FEE AND Deposit

Once an event application is approved, all events are required to pay a portion of the reservation fee. a deposit (see Reservation Fee above) to guarantee reservation the park. This amount is based on the size and area of the event, the length of the event, and the total estimated fee for the event. The remaining balance of the reservation fee is due no later than 2 weeks prior to the event. Following the Event Date, you will be invoiced for any damages and/or additional services.

PERMITS

Depending upon the nature of your event, you may be required to obtain permits associated with holding events in Austin.  These permits may include, but are not limited to, City of Austin Special Events Permits, Texas Alcohol Beverage Commission permits, amplified sound permits, street closure permits, parking and right of way permits, music copyright licenses (BMI, ASCAP, and/or others). Pease Park Conservancy management will help you determine which additional permits are required for your event, but you are responsible for obtaining all permits, paying all associated permit fees, and providing copies of each permit to Pease Park Conservancy management in advance of your event. Your event is subject to cancellation if the proper permits are not obtained. The City of Austin typically charges a fee for permitting.

PROFESSIONAL PHOTOGRAPHY & FILMING

Groups who wish to use Kingsbury Commons at Pease Park for commercial photography or videography, NOT in conjunction with an approved event, must apply for a permit. A permit is required if equipment is more extensive than a single tripod and single person crew. You can contact the Pease Park Conservancy to request a permit. 

FITNESS GROUPS OR RECURRING CLASSES

Pease Park Conservancy has a permit process, fees, and requirements for regularly scheduled activities that enhance the park experience at select sites.  Permits are required for all trainers/activities regardless if classes are free or paid.

Activities covered/allowed under this process include:

• Health and fitness consultants

• Dog trainers

• Yoga instructors,

• Bicycle tour groups (non-motorized), and

• Other outdoor professional service providers.

Permit Holders conducting instruction or non-motorized bicycle tour group activities on parkland are subject to a $50 permit fee per instructor/guide for each permit term. 

Permit Term Periods: January - June and July - December. Six months are standardized from January through June and July through December. Buying your permit mid-period will require you to renew your permit at the beginning of the next period.

STREET EVENTS

If your event exceeds the perimeter of the park, you may require a City of Austin Special Events Permit for use of the right-of-way.  This would include queues extending past the park boundaries and more.  We will help determine if your event requires street and right of way permitting. 

TEMPORARY CONCESSION PERMITS

Pease Park Conservancy offers Temporary Concession Permits for vending/sales of recreation oriented merchandise within Kingsbury Commons for a duration of 1 day to 6 months.  Food/beverage, merchandise, and performing artist permits are most commonly requested. Concession permits are NOT issued for vendors to sell outside or near permitted special events unless they are part of, or in coordination with, the event itself.

Permit Types/Fees

• Temporary Concession Permits ($1500/6-month period): For food, beverage and merchandise, the fee for operating for six months at Pease Park is based on a percentage of sales up to 10% in lieu of the permit fee.

• Single Day Concession Permits ($250/day) Pease Park Conservancy issues single day permits to vendors wishing to set up at (or outside of) a place in a park for a short-term event purpose.

• Performing Artists in the Parks Performing artists are allowed to entertain in the park provided they are registered with and approved by Pease Park Conservancy.

SOUND

Applicants can have amplified sound from 10:00AM to 10:00PM, up to 80-decibels with a permit. Sound levels must adhere to those established by the City Ordinance for a Residential Area (Chapter 9-2 Noise & Amplified Sound). A sound permit must be obtained from Austin Parks & Recreation Department (PARD) in order to operate sound equipment over those limits. For a temporary sound permit, you will need to contact the City of Austin (http://www.austintexas.gov/parkevents). Events that submit an Austin Center for Events (ACE) application may be contacted by PARD directly. The applicant is required to actively manage sound levels as prescribed in the City Ordinance and in coordination with nearby residents and businesses.

insurance

Pease Park Conservancy requires a special event insurance permit for events hosted at, but not limited to; the Tudor Cottage, Terrace, Treehouse, and Amphitheater. All applicants must comply with the insurance requirements set forth by Pease Park Conservancy. Commercial General Liability Insurance with a minimum bodily injury and property damage per occurrence limit of $500,000 for coverages: A- (bodily injury and property damage) & B- (personal and advertising injury).

The policy shall contain the following provisions:
A. Products and Completed Operations with a minimum limit of $500,000
B. Damage to Premises Rented to You or Fire Legal Liability with a minimum limit of $50,000
C. Independent Contractors coverage

Business Automobile Liability Insurance is required for all owned, non-owned, and hired vehicles with a minimum combined single limit of $500,000 per occurrence.

If a sole proprietor, then modified Personal Automobile Liability Insurance requirements may apply to you. The Conservancy will request the statement of sole proprietorship for you to sign and date. The statement documents for Pease Park Conservancy that you are a sole proprietor with no employees, subcontractors, or independent contractors and that the only vehicle used to provide services is your personal vehicle.

Proof of insurance must be submitted no later than 14 days prior to the event. Failure to submit Certificate of Insurance as required can result in cancellation and loss of deposit.

Insurance certificate & Policy Provisions, specifications, and requirements:

All required policies* shall be endorsed and certificates shall reflect the following:
A. Pease Park Conservancy and the City of Austin listed as additional insured (not required on Workers Compensation and Employer’s Liability Insurance).
B. Waiver of Subrogation in favor of Pease Park Conservancy and the City of Austin.
C. 30 day Notice of Cancellation in favor of Pease Park Conservancy and the City of Austin.
D. *The above endorsement requirements do not apply to Professional Liability Insurance.

ALL ENDORSEMENTS naming Pease Park Conservancy and the CITY as Additional Insured, granting Waivers, and providing Notice of Cancellation, as well as all Certificates of Insurance shall indicate:

Pease Park Conservancy: PO Box 50065, Austin, TX 78763
City of Austin Parks & Recreation Department: PO Box 1088, Austin, TX 78767

For private citizens seeking one-day special event insurance, applicants can purchase and obtain a special event insurance permit.

Release and Indemnity

Pease Park Conservancy and City of Austin are not responsible for anyone injured in connection with your event, or personal property damaged or left at Pease Park. You understand and agree that you will hold harmless and indemnify Pease Park Conservancy, and City of Austin (collectively, “Indemnified Parties”) for any and all claims, damages, or liabilities that may arise from your event or your use of Pease Park. You understand and agree that the release and indemnity provisions contained above are intended to cover injuries, claims, damages, or liabilities arising from the Indemnified Parties’ negligence. 

SUPPLEMENTAL GUIDELINES

Alcohol

If your event requires alcohol sales, an additional TABC temporary event permit is required by state law. 

Restrooms

Pease Park has three (3) female, (3) male, and (1) family restroom areas that are open to the public during park hours. Applicant is responsible for providing additional toilets when the number of event attendees exceeds 250 guests. Events over 250 guests require a ratio of two toilets per every 500 attendees with a minimum one of which must be ADA accessible. Hand sanitizing stations and daily servicing are required. Portable toilet placement and removal must be done under the supervision of Pease Park staff. 

Capacity

Event capacity for the entire Kingsbury Commons is approximately 20,000. Event participants numbers may not exceed this number at any time. 

Clean Up & Restoration

Applicants are required to remove any and all event-related materials including, but not limited to: equipment, supplies, litter, recycling, and refuse. Failure to fully remove all event-related materials from the park will result in possible additional restoration fees. 

Electricity 

See the Utilities Plan for access points to electricity onsite. Your application must include the need for power access and the type of distribution you are planning to use. A licensed electrician and an electrical permit is required for any tie-in, wire to wire, or similar electrical connections. Large events may be subject to a connection fee contingent upon the scale of power needs. Minimal use of electricity is complimentary. Location of power generators must be approved by Pease Park Conservancy staff. 

SIGNAGE

All event signage must be approved through the event application process for accuracy and to ensure that it is safe and will not damage park property. Removal or covering of existing park signage is strictly prohibited. No handwritten signage is permitted.

FOOD AND BEVERAGE

Though you may use the food and beverage vendors of your choosing, Pease Park Conservancy has to approve your vendor. At this time, Pease Park Conservancy does not authorize any outside food trucks. Please see below PPC’s preferred caterers and park food & beverage vendors. Below you will see a list of PPC's preferred  caterers:

• Flavor Company & Gusto Italian Kitchen, Cameron Lockley, Owner, https://www.flavorcatering.com/ or https://gustoitaliankitchen.com/gusto-at-home

  • Antipasti and cheeses

  • Italian

  • Mediterranean

  • Barbecue

  • Fajitas

  • Customizable

• SnoRide, is the official snow cone vendor of Pease Park Conservancy. We will not permit any other snow cone vendors in Pease Park at this time. Please contact SnoRide's for birthday party packages:

  • Hours of Operation: *Due to staffing shortages, weather forecasts, and stock amounts, please note that daily hours may vary.

  • https://www.snorideatx.com & cristina@snoride.co

• Brother Friend, is the official coffee & pastry vendor of Pease Park Conservancy. We will not permit any other coffee & pastry  vendors in Pease Park at this time. Please contact Brother Friend for catering requests:

  • Hours of Operation: Saturdays & Sundays from 9:00am-12:00pm

  • Tim Nicholson & Evan Nicholson: https://brotherfriend.com & evan@brotherfriend.com 

Landscaping/Trees/Grounds

The landscaping, trees, lawn, and walkways must be protected from damage during load-in, load-out, and throughout your event. Park staff will work with you to devise an appropriate protection plan. Any damage to park landscaping, turf, furniture, fixtures or equipment will be billed to the event applicant. Staking of tents or other structures is prohibited. Tents should be secured with water ballasts or sandbags.

Hours

Events must take place within the posted park hours, unless otherwise approved. The park is open from 6:00AM to 10:00PM.

PARK FEATURES

Other park features including the Splashpad, playground, and grills are not subject to reservation and are available for public use when operational. For the most up to date status on other park features' availability, please refer to our homepage's banner: www.peasepark.org and social media accounts for any closures and, or repairs that may impede on the general park experience.

Inflatables & Amusement Amenities

Use of inflatable bounce houses, moonwalks, climbing walls, dunking booths, mechanical rides and petting zoosare prohibited. Vendors, amusement contractors, or subcontractors are required to maintain insurance (and must provide required certificates of insurance prior to entering Pease Park) and must adhere to all State and local inspection requirements. 

PARKING

Parking is very limited. Tudor Cottage and Terrace reservations are permitted to one reserved parking space adjacent to the Tudor Cottage (at the top of the hill on Kingsbury Street). Tudor Cottage and Terrace events must coordinate with Pease Park Conservancy on additional parking options at least one month prior to the event date. More parking information can be found: peasepark.org/parking

Load-In/Out

The park and surrounding sidewalks must remain open to the public at all times unless otherwise approved in advance in writing by Pease Park Conservancy. Motorized vehicles are prohibited from being on any area of the park.  Pease Park has a commercial loading zone just west of the historic picnic tables  Additional permits can be secured through the City of Austin for longer load-in/load-out.  

Park Rules

Without exception, all park rules shall remain in effect during events.  

Signage

All event signage must be approved through the event application process to ensure that it is safe and will not damage park property. Removal or covering of existing park signage is strictly prohibited. No handwritten signage is permitted.

Stage & Setup

Detailed drawings indicating locations of all event equipment, footings, materials and activity sites are required with event application.  Once approved, a complete schedule of load-in, performance, and load-out activities must be submitted to the Pease Park Conservancy management at least four (4) weeks prior to the event.  

Tents

Tents over 400 square feet (with sides), or 700 square feet (without sides- canopy only) must be inspected by the Special Events Division of the City of Austin. All commercial, rental tents require coordination with the applicant in advance of the event. Pop-up style tents are allowed on the site. Use of stakes is strictly prohibited. Anchoring may be done by using appropriate weights or water barrels only. All tents must be approved as part of the event application process. 

Recycling and Refuse

All recycling and landfill trash must be properly removed from the park within the permitted rental time for the event. All recycling and landfill trash shall be hauled off-site to an appropriate facility or facilities. Failure to properly remove trash may result in additional fees and loss of security deposit. Event holders may use the trash and recycling dumpsters of located in the parking lot of Kingsbury Commons. Do not use the dumpsters of park neighbors.

Vehicles, Loading/Off-loading 

Vehicles required for loading and/or event production must be approved through the application process. All vehicles associated with the event must be permitted. Vehicles may not be driven onto the park ground at any time without prior permit and are strictly limited to areas approved for vehicles. Vehicles may not be left on-site during the event unless they have been approved through the event application. 

Inclement weather & event cancellation/delay protocol 

1. If inclement weather conditions occur POST-EVENT day(s), and PPC concurs (in writing) that an extended load out period is required to protect public property, there shall not be additional takedown fees assessed.

2. If inclement weather conditions surface PRE and DURING event day(s), and where ORGANIZER has not chosen to suspend, delay, and/or cancel the event day(s) to proactively protect public property, all additional take-down days required for any clean up/restoration activities, including each additional day until the grounds are fully restored to pre-event conditions (whether open to the public or not), a take-down fee per day shall be assessed in addition to the aforementioned fees.

3. Inclement weather may lead to suspension or cancellation of the event to protect public property. It is strongly recommended ORGANIZER consult with their insurance carrier and risk manager for appropriate business protections, as well as clauses and/or notices to all vendors/contractor agreements that adverse conditions may require a delay in removing property from the grounds.

4. PPC reserves the right to cancel an event due to weather and shall make this determination in its sole right as property manager to ensure protection of life, property, and ensure safety. PPC representatives will contact ORGANIZER to discuss existing conditions on site and requests for action (including postponement or cancellation) shall be presented.

Park Grounds Protection

1. The policy documents and requirements for irrigated park land, park grounds protection, and tree protections are located at: https://www.austintexas.gov/page/special-events-policies-procedures. See the “Special Events section.

2. ORGANIZER should provide adequate subcontractor and vendor training in advance, and contract for sufficient load in time to allow for a methodical load in from existing paved surfaces.

3. TREES: No vehicles, machinery, event infrastructure, materials, or similar items may be driven or stored under any tree canopies except as allowed through the event site plan process. Tree pruning SHALL NOT be performed by anyone other than Parks and Recreation’s Urban Forestry unit. Staging of all large/tall vendor vehicles should be strategically considered to avoid damaging tree canopies, trunks, or root systems. Certain permitted vendor vehicles may NOT fit under all existing trees/natural landscape.

4. Tree damages as identified by PARD Forestry review will require a retroactive Tree Ordinance Review Application and may result in mitigation fees and/or remedial expenses payable by the ORGANIZER, as outlined in Land Development Code 25-8 and the Environmental Criteria Manual 3.5.4.