Special event parking reservation form
Request parking reservations for special events with six or more vehicles by submitting your event details and a departmental FAO number.
Form
Special event parking services
Information for departments planning special events that require parking, including permits, reservations, guest services, and available locations.
Topics on this page:
Popular resources
Plan special event parking on the Health Sciences Campus (Med Center)
Find information for departments planning special events that require parking, including reservations and available locations.
How-to
Plan special event parking on the River Campus
Find information for departments planning special events that require parking, including reservations and available locations.
How-to
Charter bus request form
Request transportation for University-related events and group outings by submitting an online request for shuttle or charter bus service.
Form
Request special event parking
Use the options below to request parking for your event based on the number of vehicles.
For 5 vehicles or fewer
- Departments may purchase one-day visitor passes.
- Requests require at least 24 hours’ notice.
For 6 or more vehicles
- Departments must complete the special event parking request form to reserve lot space.
- Requests require at least 48 hours’ notice.
Processing timeline
- Requests submitted by 4 p.m., Monday through Friday, will be processed within 24 hours.
- Requests received after 4 p.m. will be processed the next business day.
Parking reservation information
Find details on parking capacities, fees, and reservation requirements:
Urgent requests
If an urgent situation arises and parking is needed with less than 24 hours’ notice, contact the Special Events Parking team directly.
Optional services
Optional services are available to support event parking and traffic flow. Costs can be added through the reservation form and will be charged to the department FAO at the end of the month.
Parking attendants
Parking attendants are available for mobile patrol, directing traffic, and staffing at gated lots. There is a two-hour minimum for parking attendant services. Parking attendants will be on site 30 minutes prior to the event start time.
- $45 per hour for each attendant (2-hour minimum)
- $55 per hour for a supervisor (2-hour minimum)
Traffic control equipment
The following options are available to help direct and manage parking for your guests. Contact Special Event Coordinator Quentin Shaw at qshaw@ur.rochester.edu or (585) 273-2140 to discuss your needs.
Traffic cones — $5 each
Barricades — $10 each
Signs (24×36) — $5 each
Custom signs (24×36) — $125 each
A limited number of generic “Special Event” signs are available for rent. Please do not add additional wording to signs. One month’s notice is required to create a custom sign.
Important
Cancellation policy
Events canceled less than 48 hours in advance will incur a 50% charge. Events canceled on site will be charged in full.
To cancel event parking, contact Special Event Coordinator Quentin Shaw at qshaw@ur.rochester.edu or (585) 273-2140.
Need a charter bus for your event?
Shuttle bus charter services are available for University-related events, including local and long-distance travel. Continuously looping buses can also be arranged.
Related offices and departments
Browse related offices for contact information and related resources.
Other Parking resources
Get an employee parking permit for East End Garage
Register for an East End Garage parking permit, manage your parking account, and review available permit options.
How-to
College Town Garage parking guidelines for employees
Employees may park in College Town Garage during designated times. During regular business hours, employees parking for work should use their assigned University parking location.
Policy or guideline
FY27 East End Garage employee parking permit rates
Permit rates for parking at East End Garage.
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Parking overflow locations
Find your designated overflow parking locations for River Campus and Health Sciences Campus lots when your assigned lot is full.
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Check real-time parking availability for the Health Sciences Campus (Med Center)
View current parking availability on the Health Sciences Campus to quickly find open lots.
Tool
Check River Campus real-time parking availability
View current parking lot availability on River Campus to quickly find open parking locations.
Tool