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.
James City County Parks Administration
5340 Palmer Lane
Williamsburg, VA 23188
If the event meets any of the following criteria, it will require a Special Event Permit (PDF) 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
Special Event Permit should be submitted to the Department of Community Development or via email at least 90 days in advance of the proposed event.
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
Forms & Information
A tournament is defined as any of the following:
- The use of 4 or more fields for more than 4 hours at any location or combination of locations
- Less than four 4 at one location, but exceeds 200 participants
- Two or more baseball/softball fields for more than 4 hours
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.
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.
Geocaching Park Use Permit
Geocaching also knows as GPS stash hunt or GeoStash, involves "hiding" items, usually containers holding various "treasurers" and the providing specific Global Positioning Satellite (GPS) coordinates for each "cache" on a website. Visitors to these websites can choose which "cache" they would like to locate using their own personal GPS device. Cache searchers typically bring along their own "treasures" and make an exchange once the cache has been located. Virtual caching involves locating not a cache, but a specific landmark, feature, park sign, etc. These "virtual caches" should be encouraged at parks in lieu of a physical cache. However, neither geocaching nor virtual caching will be permitted at the Abram Frink Community Center or within the fenced grounds (My Place, Skate Park, manicured athletic fields) at the James City County Recreation Center. Individuals or organizations who wish to place a cache in a public park are required to complete a permit prior to placing the cache in the park.
Rental Area and Equipment
We have shelters with capacities from 50-150. Shelters include picnic tables and grills with some shelters located next to playgrounds. Most have convenient access to restrooms, electricity and lighting. Shelters are available year-round and can be reserved up to 1 year in advance. Between March 1 and Oct. 31, 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.
Between Nov. 1 and Feb. 28, shelters are available on a first-come, first-served basis. Reservations are not accepted during this period.
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 To reserve a picnic shelter, please complete the Shelter Reservation Form (PDF).
Please mail the completed form and payment to :
Parks and Recreation Facility Request
James City County Recreation Center
5301 Longhill Road
Williamsburg, VA 23188
Or hand deliver form and payment to:
- Freedom Park
- James City County Recreation Center
- Chickahominy Riverfront Park
- Satellite Services Building
REFUNDS AND 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 all payment locations or to Stephanie.DeBord@jamescitycountyva.gov.
Reservation Changes: 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.
Shelter reservations can now be made online. To register online you'll need your user name, password and a credit/debit card. To get your user name and password visit or call the James City County Recreation Center at 757-259-4200.