Reservations & Permits

Special Park Use

A Special Park Use Permit Application Form (PDF) is required for any organized activity using park space that requires space or special set up beyond a typical facility rental, such as a shelter or a field.

Please mail the completed form, application fee and deposit to:

James City County Parks Administration
5340 Palmer Lane
Suite 1A
Williamsburg, VA 23188

If you have additional questions, please contact Stephanie DeBord, Facilities Coordinator, at 757-259-5395 or via email.

Special Events 

If the event meets any of the following criteria, it will require a Special Event Permit as defined in Chapter 14 of the Code of James City County:

• Held in an open space
• Held within a public or private road right-of-way (such as a parade or road race)
• Musical or entertainment festival
• Not held in a “Permanent Installation*”
• Open to the public
• Outdoor gathering with 200 or more attendees

Apply for a Special Event Permit with PermitLink at least 90 days in advance of the proposed event.

Facility Reservations

The following are facilities with rentable space. You can also browse a list of all county parks, trails and centers in our Facilities section.

• Abram Frink Jr. Community Center
• Freedom Park
• James City County Recreation Center
• Legacy Hall
• Veterans Park

Field/Court Reservations

For information on renting athletic fields at the James City County Recreation Center or the Warhill Sports Complex, please call 757-259-5395.

Field/Court Rental Fees

• Athletic Field (2-hour minimum) - $25/hour for residents; $35/hour for nonresidents
• Light Fee (per field) - $20/hour for both residents and nonresidents

Field/Court Forms & Information

• Athletic Fields/Courts Reservation Form (PDF)

Tournaments

A tournament is defined as any of the following:

1. The use of 4 or more fields for more than 4 hours at any location or combination of locations
2. Less than four 4 at one location, but exceeds 200 participants
3. Two or more baseball/softball fields for more than 4 hours

Please fill out our either the Indoor Tournament Application Form (PDF) or the Outdoor Tournament Application Form (PDF), whichever is appropriate for your event, to reserve event space for tournaments and our Concessions Permit Application Form (PDF) if planning to provide concessions. 

Private Outdoor Pool & Splashpad Rentals

Have your next party at one of our great outdoor pools or splash pad! Call 757-259-5395 to reserve your space or visit our Outdoor Pools page for more information.

Permits

Certain James City County parks are available to host a variety of services and programs.  The provisions of chapter 16 of the County Code authorize the Director of Parks & Recreation to develop and administer County policies, procedures, rules and regulations governing the use of outdoor recreation facilities.

In addition to providing such authorization, the Permit process ensures the program or service is held at an appropriate park location, does not conflict with other scheduled activities and, the County, service offerors, and participants are property insured and the program/service is coordinated effectively with James City County staff.

All permit applications and appropriate fees should be sent to:

Parks Administration, Attn: Stephanie DeBord
5340 Palmer Lane, Suite 1A
Williamsburg, VA 23188

 Concession Permit Application (PDF)

Concessionaire is defined as any group affiliated with an approved organization that wishes to set up an area for sale or distribution of food/beverage, goods, promotion, information or services in County parks. Permits are categorized as seasonal, single day or tournament/special event. For events and tournaments all concession applications and fees must be submitted by the lead representative of the event/tournament no later than 7 days before the event.

 Mobile Food Vending Park Use Permit (PDF)

Any individual or business that is interested in using a designated County park as a location for the delivery of a mobile food vending service is required to obtain a mobile food vending park use permit. Permits may be issued under a variety of options to include hourly, multi-day or monthly. Mobile food vendors operating as part of a special event or tournament will follow James City County Parks & Recreation concession permit policies.

 Annual Instructional Class Park Use Permit (PDF)

Certain County parks are available to host a variety of instructional services and programs. Permits may be issued under a variety of options to include weekly, monthly and quarterly options. A permit is required for each location used to provide the instructional program. 

Rental Area & Equipment

Shelters include picnic tables and grills with some shelters located next to playgrounds. Shelter capacities range from 50-150, and most have convenient access to restrooms, electricity and lighting. Shelters can be reserved for dates between March 1 – Oct. 31 only. However, you’re able to make reservations for those dates up to a year in advance. Between Nov. 1 – Feb. 28 shelters are available on a first-come, first-served basis only, reservations times are 9 a.m.-2 p.m., 3-8 p.m. or all day 9 a.m.-8 p.m. Fees range from $50-$125.

Reservations are confined to immediate shelter area. Use of tents, inflatables, etc. will require a Park Use Permit (PDF). Pool access is not included in the shelter rental.

Making a Reservation

Shelter reservations can be made online or by completing a Shelter Reservation Form (PDF).

Please mail the completed form and payment to:

Or hand deliver form and payment to:

• Freedom Park
  
• James City County Recreation Center
• Chickahominy Riverfront Park
• Satellite Services Office

Refunds & Reservation Changes

Refunds will be granted if Request for Refund form is received seven days before reservation date. A 10% processing fee will be assessed on all refunds. No refunds will be issued due to weather. Forms may be delivered to any payment location or to Stephanie.DeBord@jamescitycountyva.gov.

Requests for changes to a current reservation should be submitted, in writing, to Stephanie.DeBord@jamescitycountyva.gov prior to date of current reservation. Fees may be adjusted depending on change to reservation.