Special Event Instructions for Friends Groups

1. Visit the Special Event Permit Request webpage on our online reservation and permit system. 

• Create an account or login to your existing account.
• Scroll to "Special Event Permit - Friends Group".
• Click “Submit a Request”.
• Use the calendars on the left to find the date you want. Special Events must be submitted at least two weeks before they occur. 
  • If you are selecting multiple dates, select the first one and add more date details in the custom questions.
• The selected date will show up as a large block in the middle of the screen. Click on the big light blue time block. When you do that, the block turns dark blue to indicate it has been selected.
• Click on the "Add to Cart" button in the lower right corner of the screen. 

2. The system will ask you questions about your event. Answer the questions and then submit your event request. 

3. Dane County Parks staff will email you within 24 business hours to confirm that your request was received and that the facility is being held for you.

4. Official approval will be emailed to the applicant once staff review all permit details.

Read our Event Rules & Information webpage for policy on waived fees, vending in parks, and sponsorship.

• No initial fees are charged to submit a special event request – they will be assessed when the event is approved.
• Fees will always be waived as long as at least 50% of the event proceeds go to the Friends Group or partner. 

The Special Event Trailer is a covered trailer that includes pop up tents, plastic folding tables, parking supplies like marking flags and barricades, high visibility volunteer vests, 5-gallon coolers, and many other resources needed to host an event. This trailer can be reserved through the special event permit reservation process. 

Additional details about the trailer, including a full itemized list of trailer contents: Special Event Trailer Guidelines and Resources (PDF).

The 20 x 30 Tent Trailer holds a large 20' x 30' tent, poles, and instructions for setup. The requestor is fully responsible for setup. This trailer can be reserved through the special event permit reservation process.

Setup instructions: 20 x 30 Tent Instructions (PDF).

The Volunteer Tool Trailer is a covered trailer that includes a variety of tools, Personal Protective Equipment (PPE): such as gloves, eye protection, etc., 5-gallon water coolers, and other materials needed for volunteer workdays. Special event requests should be submitted for large volunteer workdays of more than 30 people but are not required for all volunteer workdays. This trailer can be reserved through the special event permit reservation process.

Additional details about the trailer, including a full itemized list of trailer contents: Volunteer Tool Trailer Guidelines and Resources (PDF).

The following can be added to a special event request:

• Extra picnic tables (delivered in loads of 6)
• Extra trash and recycling receptacles

These items can be reserved through the special event permit reservation process; add them in the "additional details" area of the application.