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1. Parks Department Approval

A thirty (30) day notice is required for a park lease. Event representatives are required to meet with the Director of Parks and supply a layout of the event prior to submitting a park lease for approval.

2. Park Lease Fees

A $500 deposit check and a $1 non-refundable fee must accompany the submission of the lease paperwork.  

3. Alcohol Sales

• If alcohol sales are planned, the event coordinator will be required to meet with the Director of Parks and the Chief of Police. Please contact the Parks Department at 785-628-7375 or jboyle@haysusa.com to schedule the meeting.
• A Cereal Malt Beverage License and/or a Liquor License must be obtained from the City Clerk's Office for any event with alcohol distribution.  Costs, regulations, and permit applications are available at City Hall, 1507 Main Street, or by calling (785) 628-7300.  
• The distribution of alcohol must be confined within the park with temporary fencing or some other approved method.  The placement of the fence must be approved by the Parks Department prior to installation.  
• A sign must be displayed at all exits stating "NO ALCOHOL BEYOND THIS POINT".
• Glass bottles/containers are prohibited in all City parks.

4. Driving/Parking Within the Park

The City Code of Ordinance prohibits the operation of motor vehicles in a park except on designated roads and parking areas.   Rare exemptions to this can be approved by the Director of Parks as necessary.  

5. Electricity

The event representative will be responsible for all electrical charges incurred during an event.  For events at Municipal Park that require heavy use of electricity, the event representative must contact Midwest Energy at (785) 625-3437 to have the electrical usage billed to them for the term of the event.   The electrical outlets will need to be unlocked by the Parks Department.  Review the map to determine which boxes are needed.

6. Food Vendors

There are no permits required by the City of Hays for the use of food vendors during an event.  All state regulations and requirements apply.

7. Insurance Requirement

Large events will require proof of liability insurance covering all aspects of the event.

8. Noise Permit

Loud noise producing events and activities are regulated through the City Code of Ordinances.  Noise Permit applications are obtained through the City Clerk's Office.  All loud noise producing activities are prohibited between 10:00 P.M. and 7:00 A.M.

9. Overnight Park Use Permit

An Overnight Park Use Permit can be requested for property security purposes only.  Upon approval, this allows the event organizer or his/her designee to be in the park after the 1:00 a.m. curfew.

10. Picnic Tables/Trash Receptacles

The City provides a certain number of tables and trash cans at each park location that can be used for scheduled events. It will be up to the event organizer to provide additional tables, seating and trash cans if necessary.

11. Tents, Shade Canopies, etc.

The use of any structure requiring stakes to be driven into the ground is limited to certain designated areas within parks due to underground utilities. Stakes are prohibited at Aubel-Bickle Park and Massey Park.  All structure placement must be approved by the Parks Department prior to placement. Maps are available online or by contacting the Parks Department that show the designated areas available for items requiring the use of stakes.

Tents exceeding 400 square feet require an inspection from the Fire Department to ensure all fire code safety regulations are followed.  Inspections are done at no charge and can be scheduled by calling the Fire Department at (785) 628-7330.

12. When is a Park Lease required?

Large events or events restricting access to a park will require a park lease.

13. Water Access

Access to water may be granted by the Director of Parks on a limited basis.  All City of Hays water conservation regulations must be adhered to if access is granted.