Local Intel on Austin Event Planning from the Experts at Hosts Texas
Austin event planning can feel like ropin’ longhorns—especially when you’re juggling travel windows, venues, and shifting downtown dynamics. You’re not alone—and you’re not the first to wonder how early to book or what to do when a festival takes over the city. That’s why we sat down with the local legends of logistics: Lora Null, Haley Hyman, and Cassie Robinson from Hosts Texas. From high-touch incentive trips to sprawling corporate activations, they’ve done it all.
Here’s their no-fluff, straight-talking guide to planning smarter—and stress-free—in one of the most dynamic meeting destinations in the U.S.
- What’s the best time of year to host an event in Austin?
Haley: Spring (March–May) and fall (late September–early November) are gorgeous—mild temps, blue skies, and that quintessential Austin vibe. But these months are also high demand, so booking early is key.
Cassie: Summer can be great if your group is mostly indoors—venues are easier to secure, and hotels may offer value rates. Check with Hosts Texas for the best timing strategy. You can also check Visit Austin’s seasonal guide for broader travel trends.
- How far in advance should I book Austin venues and vendors?
Lora: For peak months? Ideally 9–12 months out, especially if you’re looking at unique venues or anything near downtown. Some hot spots book out even earlier during major events like SXSW and ACL.
Haley: For smaller meetings or off-peak dates, 6 months might do—but the earlier the better if you want options. Our event design & production team helps secure high-demand spaces with creative lead times.
- Do I need permits for outdoor events or activations?
Cassie: Yes, particularly if you’re in a public park, serving alcohol in an unfenced area, or using amplified sound. The City of Austin Special Events Office has a permitting process that varies based on location and group size.
Lora: Hosts Texas handles all of that. We know what’s required and who to talk to—it saves planners a ton of time and stress.
- What’s the weather really like in Austin?
Haley: Unpredictable! March can be 75 and sunny or bring surprise thunderstorms. Summers are hot—like, triple-digit hot—but it’s dry heat with lots of indoor venue options. You can track trends on U.S. Climate Data.
Lora: Always have a rain plan, especially in spring. We build in contingencies like tent rentals or backup indoor options with seamless transitions.
- What local taxes or fees should planners budget for?
Cassie: The Hotel Occupancy Tax is 17% in Austin. That includes a 6% state tax and an 11% local tax. Some venues also charge a venue fee or “production surcharge”—typically 5–10%. Here’s a breakdown from the Texas Comptroller.
Haley: Also, Sales Tax: The state of Texas has a state sales tax of 6.25%, and Austin adds an additional 2%, making the total sales tax rate 8.25%. This applies to most goods and services, including catering, décor, and equipment rentals.
- How’s the transportation scene? Do I need group transfers?
Lora: Austin’s downtown is walkable, but traffic and parking are tricky—especially during big events. We almost always recommend private group transfers for larger events, even if everything’s “close by.”
Cassie: Don’t rely on rideshare for VIPs or tight timelines. We build transfer schedules that beat traffic and keep groups flowing smoothly.
- What are Austin’s hidden blackout dates?
Haley: Besides the obvious ones like SXSW (March) and ACL (October), watch out for Formula 1 (late October), UT home football games, and Austin Marathon weekends—they can cause sky-high hotel rates and traffic chaos.
Lora: We help planners navigate those calendars, or find ways to work around them with creative venue picks and insider timing.
- Are there local laws or customs I should know about?
Cassie: Noise ordinances are real—especially east of I-35 and in residential neighborhoods. Outdoor music has to wrap up early unless you’ve got special permits.
Lora: Also, some venues have unique vendor rules—like requiring specific vendors or in-house AV. We flag those details early in the planning process.
- What kinds of experiences feel “uniquely Austin” but still upscale?
Haley: Think private music showcases, custom leather goods activations, or chef’s choice omakase. We do upscale in a way that feels fun and local—not stuffy.
Lora: Our sweet spot is balancing authenticity with polish. Whether it’s a dinner in a historic winery or a wellness morning on the lake, we build experiences your group couldn’t get anywhere else.
- What’s the biggest mistake out-of-town planners make in Austin?
All three (laughing): Underestimating how busy Austin gets!
Cassie: Also, thinking they can piece it together solo. There are so many moving parts—permitting, local vendors, logistics—you really want someone on the ground. That’s where Hosts Texas shines.
Your Event. Our Expertise. One Amazing City.
Planning an event in Austin can be a dream—or a detour—depending on your prep. With Hosts Texas, you’re not just getting a DMC. You’re getting a strategic partner who understands Austin event planning inside and out—from transportation logistics to event design & production, dining experiences, and everything in between.
Got a question we didn’t answer here?
Contact Hosts Texas and let’s plan something unforgettable—together.
