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Reserving City shelters, lodges, parks, and other facilities

City of Rochester permitting policy for events on City-Owned Property

The City of Rochester is committed to ensuring that our community can safely enjoy City parks, trails, athletic fields, courts, shelters, and lodges. While parks are free and open to the public, the permitting guidelines below ensure that our public spaces remain accessible, safe, and enjoyable for everyone.

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Helpful terms

Types of events

Private Event

Examples: birthday parties, graduation parties, baby showers. 

  • Invite-only from the event organizer. Event cannot be advertised to the public, including promoting on social media or handing out flyers.  

Public Event

Examples: festivals, concerts, walks, runs, parades, health fairs, rallies, demonstrations, giveaways, or sports tournaments.

  • Open to the public with the intent to advertise via social media, physical flyers, or any other means of promotion. 
  • May feature any of the following: vending, food sales or giveaways, alcohol, admission ticket or registration fees.  

Types of permits

Parks, Athletic Fields, and Lodge Permit 

  • Issued by the Dept. of Recreation & Human Services
  • Deadline to Apply: 14 days prior to event 
    • Reservation of a city park, trail, athletic field, court, shelter, or lodge to ensure another event is not booked at the same time.  

Special Event Permit

  • Issued by the Office of Special Events; reviewed by the Rochester Police and Fire Departments
  • Deadline to apply: Depending on the nature and size of the event as well as the applicant’s ability to provide required documentation, permit review process may take up to 4 months prior to the event. 
    • Permit required for large events and any events open to the public on City property. 

Permitting policy FAQ

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. 

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, repasts).
  2. If you are part of a community or neighborhood association.
  3. If you can provide a 501(c)(3) form and flyer for the community event. 

Call your local R-Center to check availability and reserve the space. 

When do I need a permit to hold an event on City-owned property?

Private events with up to 50 attendees:

  1. No permit is required for outdoor park spaces. 

  2. If you are holding your event inside a Lodge, obtain a Lodge Permit to reserve the space. 

Private events with more than 50 attendees:

  1. Obtain a Parks and Athletic Field Permit for outdoor park spaces. 
    1. If your private event includes bounce houses or any related items, you are required to provide general liability insurance. 
  1. If you are holding your event inside a Lodge, obtain a Lodge Permit to reserve the space. 
  1. Your event may require additional approvals, plans and/or permits based on complexity and the size of your event; City team members will quickly help determine what your event requires. 

Public Events (regardless of attendance):
Note: Public Events are not permitted in City-owned lodges and shelters. For indoor events that are open to the public, a private facility is the better solution. 

  1. Obtain a Parks and Athletic Field Permit 
  2. Obtain a Special Events Permit 
    • Requires general liability insurance and security staffing. 

Given demand for public spaces, especially during Rochester’s warm-weather seasons, City leaders encourage people to reach out to start to plan events as far in advance as possible. 

Park, Athletic Field, and Lodge Permit

Special Events Permit 

What if I don't get a permit?

  • Your event will not be allowed to proceed. 
  • City Security or Police may break up your event and direct those in attendance to leave the area. 
  • You may be issued a Municipal Code Violation Ticket for holding an event without a permit. 
  • You may be barred from using Parks facilities in the future.

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.  Please note that refunds typically take 4-6 weeks to process and will be sent out via mail to the address on the permit. 

  • 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

The permit holder is responsible for adhering to the facility use policies and procedures provided during the permit application process. The City reserves the right to issue additional charges to the permit holder if found to violate any of the following general conditions:
  • 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)

Please take a moment and click here to complete the survey and provide feedback on your experience with our lodges. 

Video tutorials

Logging Into R Central For The First Time 

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