Reserving City Facilities, Fields, and other Amenities

COVID Guidelines:  

Permitted activities must follow all CDC and New York State recommended health guidelines regarding COVID-19.  Applicant is obligated to review and adhere to the Governor’s COVID-19 Executive Orders, including Department of Health guidance, comply with In-Person and Catered Events guidelines, respecting attendance limitations on indoor and outdoor gatherings, permitted hours of operation, social distancing requirements, face covering requirements, and attendees’ mandatory proof of negative COVID-19 test results (within 48 hours of the event) or appropriate vaccination(s) (at least 2 weeks prior to the event). Failure to strictly adhere to applicable Governor’s Executive Orders will result in immediate termination of the Permit without prior notice.  The City also reserves the right to cancel any permit for any reason whatsoever due to COVID-19 health concerns, and shall have no liability to permittee for payment of fees or any costs incurred by permittee, related to such cancellation.  

If you have any questions or concerns regarding rental facilities, please contact the Department of Recreation and Human Services Permit's Office at 585-428-6755 or email facilitypermits@cityofrochester.gov  

The Department of Recreation and Human Services permit allows the public to access lodges, ice rinks, specified pools, gyms, ballfields, tennis courts, and other spaces for special events or activities.  Birthday parties, wedding receptions, reunions, and any of your celebrations and gatherings are guaranteed to be memorable at a City of Rochester facility.  

Exciting News!  Our new R-Central software is now available online. R-Central will allow the public  to view, reserve, and pay for rental facilities, ice rinks, parks, ballfields and more online . Click Here  to reserve your space now.   

Download the customer guide here for help when signing up with One Stop Roc. 

  21 DRHS R central flier - final

Special Events in City Parks  - If you plan on using a city park for staging, registration, a leg of your race/walk, post-event activities, or anything else related to a special event, you must fill out a Facility Use Permit application as well. Filling out this application and the subsequent issuance of the permit will reserve the park you intend to use and ensure there will not be a conflict with another event. Remember that in addition to this permit, you will also need to go through the Special Event permit application process. For more information regarding Special Event's permit process visit www.cityofrochester.gov/eventpermit  

ADDITIONAL PERMIT CHARGES FOR FAILURE TO COMPLY WITH PROCEDURES AND REGULATIONS

 The permittee 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 permittee if found to be in violation of any of the following general conditions:

 

  • Any damage done to the facility – charges to the permittee will be based on 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. 

Permit Modification/Cancellation Policy 

In order to modify a permit the permittee will be required to fill out a "Permit Modification/Cancellation Request" form and submit it to the Permit's Office (57 St. Paul Street) at least ten (10) business days in advance of the event date for all changes.  All modifications have a $10 modification fee.  

To cancel a permit a "Permit Modification/Cancellation Request" form has to be completed and submitted to the Permit's Office (57 St. Paul Street).  Cancellations must be submitted at least thirty (30) business days in advance of the event date for all cancellations or application withdrawals  .  Cancellations have a $20 cancellation fee in addition to the $20 non-refundable application fee.  Cancellation refunds is as follows:

  • All cancellations submitted thirty (30) business days in advance will be refunded 100% (minus the application and cancellation fee) no exceptions
  • All cancellations submitted under the thirty (30) business days will be refunded 50%
  • All cancellations submitted under ten (10) business days in advance will not be refunded.

Click here to download the Permit Modification/Cancellation request form.

If you have any questions or concerns regarding rental facilities, please contact the Department of Recreation and Human Services Permit's Office at 585-428-6755 or email facilitypermits@cityofrochester.gov