How long in advance can I reserve a field for a tournament? You can start reserving field for the months of February-June on the first Monday in December. You can start reserving fields for the months of July-November on the first Monday of May. There is typically a high facility demand during the opening Monday’s of accepting a new range of applications. Reservations are booked on a first come first serve basis as well as general facility availability.
When do I have to make payment for my tournament/event? You have to pay the deposit within 14 days of being approved for your tournament/event. Full payment must be paid 14 days prior to the event. Insurance must also be submitted for your event. You need to get with your insurer and ask them to submit an ACORD. Once payment is made in full and you will receive a permit from the Athletics Office to secure your reservation.
What is a permit? Once your reservation application has been review/approved by the Athletics Office and payment collected, then a permit will be sent to the email you placed on your application. Please have this permit available with you on site if approached by any staff to verify your reservation.
What are some general responsibilities of the primary contact/organization hosting a tournament or event? The event host is responsible for ensuring the safety of all individuals involved or present during a tournament or event. Additionally, the event host must ensure that park rules are always being adhered to. The facility must be cleaned and left in same conditions as when they arrived. The Athletics Office is always available to meet, give tours, or conference call to discuss logistics and answer questions prior to an event.
Do I get my deposit back or is it simply part of my payment? If I do get the deposit back, how long after my tournament/event do I have to wait? You do get your deposit back, but it is all depending on if you followed the guidelines set out for you. If there is no damage to the fields and all trash is picked up, and once we get word from our field maintenance staff, we will process your deposit back to you. This could take up to a week.
How do I reserve a field(s) to host a tournament/event? You need to fill out an “Formal Reservation Application”, which you can download off our website under the “Forms/Information” section of www.capitalcityathletics.com. Fill out the application and you can email it back to our office at PARDathletics@austintexas.gov. You can also come into our office located at the Krieg softball complex and fill out the form in person. We are located at 515 S. Pleasant Valley Rd. Austin, TX. 78741
Will maintenance staff be present during my event/tournament? No staff will be present during your reservation unless requested on your application; this is based on staff availability and additional fees will be required.
What does my event/tournament include? If applicable, your event/tournament will include 1 initial field prep according to any diagram you submit, bathrooms will be cleaned and restocked with toilet paper upon arrival, and lights will be set for any usage beyond sunset. Additional field preps must be requested on the application and will require additional fees.
What is the resident and non-resident fee? The fees are reviewed and approved by our City Council. If you have a City of Austin address you pay the resident fee. If you have any other address that is not within the City of Austin, you are required to pay the non-resident fee.
Are we allowed to have alcohol at the park for our tournament? Only Krieg and Havins Complexes allow alcohol. However, you are not allowed to have alcohol in the dugout or within the confines of the playing facility (on the field or sand courts). If alcohol is seen in either, this gives the athletics office the right to withhold your deposit. Glass is prohibited in all areas of the complex. Alcohol is strictly prohibited at all other fields and facilities.
Are we allowed to sale alcohol or give alcohol away, via a sponsor, at the complex? TABC (Texas Alcoholic Beverage Commission) - Liquor Liability insurance and a TABC permit is required IF alcohol will be present and service to those of legal age is dependent upon the sale of alcohol, an admission charge, a ticket, a donation, a donation JAR, membership fee, meal charge, or “tip”. YOU ARE ENCOURAGED TO CONSULT WITH THE TEXAS ALCOHOLIC BEVERAGE COMMISSION IF YOU HAVE ANY QUESTIONS. A $30 alcohol permit review fee will be charged by the Austin Parks and Recreation Department. Payment is due before the department will sign a TABC application. To get this permit, you can contact the Parks and Recreation Main Office at 512-974-6700
Are we allowed to have a food truck or sale/give away food at the complex? Food trucks are allowed, but you will have to get a permit, by contacting our Parks and Recreation Main Office. This office is responsible for distributing permits. You can call 512-974-6700. You also have to obtain a temporary food permit from Environment Health Services at 1520 Rutherford Lane 78754.
Once we have reserved the fields for our tournament/event, are we allowed to charge admission? Gate and/or parking fees may be collected however the event/tournament organizer must coordinate a plan to temporarily fence a parameter for and entrance/exit point. 25% of the gross collected admissions/parking fees must be paid to the Athletics Office. This operation must be discussed and approved with staff prior to implementation.
Do you provide umpires for tournaments? No, we do not. You can contact any local umpire association to inquire about umpires.
Are we allowed to use grills, have an open flame, or use propane to cook on the complex? You are allowed to use grills and have an open flame. However, if we are in a burn ban you are only allowed to use propane. View current burn ban status here.
What if there is an issue during my reservation? Once you have paid in full for your facility reservation, you will be sent an email with contact information for particular circumstances (locked out of a facility, lighting issues, maintenance issues, etc.). If in doubt you may always call 311 who can assist connecting you with the appropriate staff. Never hop a fence or cute any chains/locks to enter a facility.
What if I need to unload equipment within the complex for my reservation? Vehicles are strictly prohibited to entering or parking in any area on the facility at any time without receiving a permit from the Athletics Office. If you need to enter the complex or facility for any reason you must note this on your application or contact the Athletics Office prior to your reservation.
Where can I find additional information for events/tournaments? Detailed information regarding events/tournaments can be found within the “Sport Field Reservation Handbook” at www.captitalcityathletics.com under the “Forms/Information” section.