# Vendor event permits in Waco, TX

In Waco, an outdoor event with over 150 people on public property, or over 50 with vending, needs an Outdoor Event Permit from Parks and Recreation, filed 45 to 180 days ahead. The organizer applies for an Open Air Vending Permit, food booths need Waco-McLennan County health permits, and vendors need a Texas sales tax permit.

_Sources checked 2026-10-11. Not legal or tax advice; confirm with each agency._

## For the organizer: Event permit

### Outdoor Event & Parade Permit
Submit the permit application with a site plan and any requested safety, security, insurance and parking documents. The city sends a cost estimate for city services 15 days out and the full property costs and deposit are due 10 days before the event.
- Who: organizer
- From: City of Waco Parks and Recreation Department
- When: More than 150 people on public property; more than 50 people on public property if vending or equipment is present; any street closure or traffic obstruction, on public or private property
- Fee: $55 processing fee due with the application
- Timing: 45 days before for fewer than 500 attendees, 60 days for 501 to 4,999, 180 days for 5,000 or more; accepted up to one year ahead
- Official page: https://www.waco-texas.com/Departments/Parks-Recreation/Outdoor-Events-Parade-Permits

## For the organizer: Fire safety, tents and cooking

### Fire Marshal's Tent Permit
The tent permit application needs a fireproof certificate for the tent, enforces a 10 p.m. closing and requires adequate parking. The event application says tents on city property or streets cannot be staked, so water barrels are used. Call (254) 750-1740.
- Who: organizer
- From: City of Waco Fire Department, Fire Marshal's Office
- When: Events with tents larger than 400 square feet; some events also need a Fire Marshal Special Assembly Permit
- Fee: $100 payment sent with the application to the City of Waco Finance Department
- Official page: https://www.waco-texas.com/files/sharedassets/public/v/3/departments/fire/documents/tent-permit-application.pdf

## For the organizer: Other rules

### Event insurance and alcohol permit
Organizers must give the city a certificate of general liability insurance listing the City of Waco as additional insured at least 10 days before the event, meeting limits in the city ordinance (Sec. 13-489). No alcohol may be sold without a TABC permit.
- Who: organizer
- From: City of Waco Parks and Recreation Department
- When: Outdoor events requiring a permit; events with alcohol
- Timing: Insurance certificate at least 10 days before the event
- Official page: https://www.waco-texas.com/files/sharedassets/public/v/8/departments/parks-amp-recreation/documents/outdoor-event-docs/outdoor-event-application-form.pdf

## For vendors: Vendor and business licenses

### Open Air Vending Permit
For organized events such as farmers markets or craft fairs, the event organizer applies for one permit covering all vendors, and individual vendors do not need their own. Seasonal permits cover three or fewer consecutive days and three or fewer months a year. City-sponsored events, events sponsored by schools or political subdivisions, and private event catering are exempt. Contact licensing@wacotx.gov.
- Who: organizer
- From: City of Waco Planning Services
- When: Sales outside permanent buildings, public or private, within Waco city limits
- Official page: https://www.waco-texas.com/Departments/Development-Services/Planning-Services/Planning-Permits-Licenses/Open-Air-Vending

## For vendors: Sales tax

### Texas Sales and Use Tax Permit
Texas treats market sellers as engaged in business in the state, so they need a sales tax permit even for a temporary booth unless an exemption such as the occasional-sales exemption applies. Apply through the Comptroller's online registration, by mail or at a field office.
- Who: vendors
- From: Texas Comptroller of Public Accounts
- When: Sellers at a fair, festival, market or show who sell taxable items or services, take orders, or use the event to promote sales, including sellers from outside Texas
- Fee: There is no fee to apply for a permit
- Official page: https://comptroller.texas.gov/taxes/publications/96-211.php

### Event promoter sales tax responsibility
Promoters are treated as sellers too and must collect and remit tax on their own sales and on sales by people at the event who have no active permit and no exemption. Checking vendors' permits is how an organizer avoids that exposure.
- Who: organizer
- From: Texas Comptroller of Public Accounts
- When: Organizers of fairs, festivals, markets and shows where sellers lack an active Texas permit
- Official page: https://comptroller.texas.gov/taxes/publications/96-211.php

## For vendors: Food vendors

### Temporary Food Establishment Permit
A single-event permit covers one booth for up to 14 consecutive days and a separate application is needed for each event. A multi-event permit covers one booth or unit at multiple events for one year. The application includes food preparation and dishwashing details. Call (254) 750-5464.
- Who: vendors
- From: Waco-McLennan County Public Health District, Environmental Health Division
- When: Each temporary food and beverage vendor at an event in Waco
- Fee: $52.00 single event; $104.00 late permit fee; $200.00 multi-event permit valid for one year
- Timing: Application received at least 3 working days before the event
- Official page: https://www.waco-texas.com/files/sharedassets/public/v/5/departments/health-district/documents/enviro-health/temporary-food-permit-packet.pdf

## What the rules ask of organizers about vendors

Under Texas Comptroller guidance, an event promoter must collect and remit sales tax on sales by vendors who lack an active Texas sales tax permit, unless those sales are exempt. For vendors claiming the occasional-sales exemption, the promoter needs a letter from the seller and both must keep records for four years. (https://comptroller.texas.gov/taxes/publications/96-211.php)

## Where the sources are unclear

- Waco has two city forms with different terms: the Outdoor Event & Parade Permit (April 2025 revision, $55 fee, 45 to 180 day deadlines) and an older City Secretary Activity Permit (undated, $35 fee, 15-day deadline). The outdoor event page is used here; confirm with Parks and Recreation.
- The Open Air Vending page refers to the city fee schedule for fees, which was not read, so no vending fee is recorded.
- The Fire Marshal tent form (revised 10/30/2024) states a $100 payment; the 400 square foot threshold comes from the Parks and Recreation event application.
- Waco's outdoor event page and Planning pages were readable only through WebFetch; direct requests were blocked.

## Questions

**Do I need a permit to host a vendor market in Waco?**

Outdoor Event & Parade Permit (City of Waco Parks and Recreation Department): Submit the permit application with a site plan and any requested safety, security, insurance and parking documents. The city sends a cost estimate for city services 15 days out and the full property costs and deposit are due 10 days before the event.

**Do vendors need a license to sell at events in Waco?**

Open Air Vending Permit (City of Waco Planning Services): For organized events such as farmers markets or craft fairs, the event organizer applies for one permit covering all vendors, and individual vendors do not need their own. Seasonal permits cover three or fewer consecutive days and three or fewer months a year. City-sponsored events, events sponsored by schools or political subdivisions, and private event catering are exempt. Contact licensing@wacotx.gov.

**Who handles sales tax at a market in Waco?**

Texas Sales and Use Tax Permit (Texas Comptroller of Public Accounts): Texas treats market sellers as engaged in business in the state, so they need a sales tax permit even for a temporary booth unless an exemption such as the occasional-sales exemption applies. Apply through the Comptroller's online registration, by mail or at a field office. Event promoter sales tax responsibility (Texas Comptroller of Public Accounts): Promoters are treated as sellers too and must collect and remit tax on their own sales and on sales by people at the event who have no active permit and no exemption. Checking vendors' permits is how an organizer avoids that exposure. For organizers: Under Texas Comptroller guidance, an event promoter must collect and remit sales tax on sales by vendors who lack an active Texas sales tax permit, unless those sales are exempt. For vendors claiming the occasional-sales exemption, the promoter needs a letter from the seller and both must keep records for four years.

**Do food vendors need a separate permit in Waco?**

Temporary Food Establishment Permit (Waco-McLennan County Public Health District, Environmental Health Division): A single-event permit covers one booth for up to 14 consecutive days and a separate application is needed for each event. A multi-event permit covers one booth or unit at multiple events for one year. The application includes food preparation and dishwashing details. Call (254) 750-5464.

**How far ahead should I apply in Waco?**

Outdoor Event & Parade Permit: 45 days before for fewer than 500 attendees, 60 days for 501 to 4,999, 180 days for 5,000 or more; accepted up to one year ahead Temporary Food Establishment Permit: Application received at least 3 working days before the event Event insurance and alcohol permit: Insurance certificate at least 10 days before the event

## Sources

- https://www.waco-texas.com/Departments/Parks-Recreation/Outdoor-Events-Parade-Permits
- https://www.waco-texas.com/files/sharedassets/public/v/8/departments/parks-amp-recreation/documents/outdoor-event-docs/outdoor-event-application-form.pdf
- https://www.waco-texas.com/Departments/Development-Services/Planning-Services/Planning-Permits-Licenses/Open-Air-Vending
- https://comptroller.texas.gov/taxes/publications/96-211.php
- https://comptroller.texas.gov/taxes/permit/
- https://www.waco-texas.com/files/sharedassets/public/v/5/departments/health-district/documents/enviro-health/temporary-food-permit-packet.pdf
- https://www.waco-texas.com/files/sharedassets/public/v/3/departments/fire/documents/tent-permit-application.pdf

All cities: https://bzar.app/permits