Book a Facility
Those looking to reserve City lodges, shelters, parks, green spaces, athletic fields or courts can do so online through through R-Central.
Private events such as birthday parties, baby showers, reunions, memorials, graduations, etc. only need a facilities use permit and do not require an additional permit from the Office of Special Events.
When Can I Reserve a Lodge for an Event?
1. If it is a private event.
2. If there is no selling or giving away food, beverages, or any other items.
3. If there is no vending of any kind.
4. If there is not an entrance fee or ticket of any kind, including pre-sales.
Obtain a Lodge Permit to reserve the space. Please note that if your private event includes bounce houses or any related items, you are also required to provide general liability insurance in addition to the lodge permit.
When Can I Reserve an R-Center Community Space for an Event?
1. If it is a public event (not for private events like birthday parties, baby showers, repasses).
2. If you are part of a community or neighborhood association.
3. If you can provide a 501c3 form and flyer for the community event. Call your local R-Center to check availability and reserve the space
Special Events utilizing City parks & trails
Those interested in utilizing a city park or trail for an event held outside that is open to the public, including festivals, races/walks, or film shoots, must obtain a special event permit four months prior to your event date in addition to booking the desired park or trail online via R-Central to ensure that another event is not scheduled in conflict.
The City of Rochester, NY encourages special events that enhance the quality of life, provide entertainment, promote local economic health, attract visitors, and contribute to the dynamic atmosphere of the community.
When do I need a Special Event Permit?
Permit modifications and cancelation policy
The permit holder will be required to fill out a "Permit Modification/Cancelation Request" Form at 57 St. Paul Street.
- Permit modifications have a $10 modification fee and must be submitted at least ten business days in advance of the event date.
- Permit cancelations have a $20 cancelation fee.
- Cancelations submitted thirty business days in advance will be refunded 100% (minus the application fee and cancelation fee).
- Cancelations submitted under the thirty business days will be refunded 50%.
- Cancelations submitted under ten business days in advance will not be refunded.
Permit Modification/Cancelation request form
Additional charges for failure to comply with procedures and regulations
- Any damage done to the facility – charges to the permit holders will be based on the assessed value of damages/damaged item(s) and the cost of repair/replacement.
- Failure to leave the facility in a clean and orderly condition - resulting in a minimum additional charge of $150 to the permittee. The City reserves the right to charge additional fees depending on the time and effort necessary to return the venue to its original condition.
- Failure of the permittee and guests to vacate the facility by the permit end time – resulting in a minimum additional charge of $200 to the permittee. The City reserves the right to charge additional fees beyond the minimum charge at a rate of $50 for every additional 15 minutes the permittee and guests refuse to vacate the venue.
If any of the aforementioned violations occur during your permitted activity, as identified by City Security and the security checklist, charges will be immediately deducted from your credit card. Failure to pay these charges will result in the permittee losing the privilege to permit any City of Rochester facility in the future.
Contact
If you have any questions, please contact our Permit Office at 585-428-6755 or email facilitypermits@cityofrochester.gov.
Office hours are 9 a.m. to 5 p.m. (closed from 1 p.m. to 2 p.m. for lunch)