Organize an Event

What is an event?

The City defines an event as a gathering of people that requires exclusive use of a site and is proposed to include one or more of the following aspects:

Is expected to have a greater impact on the site, neighbours, the surrounding residents and/or other facility operations than the intended site use

The installation of external infrastructure, including but not limited to the following: a stage, generator, power equipment, sound system, lighting, amusement rides, and portable washrooms

The installation of a tent that is 10 m²

Impact on traffic flow or road closures

Food or beverages served or sold to the public

The sale of merchandise

Amplified sound

The distribution or sale of liquor

The use of fireworks or other hazardous materials or activities

The use of live animals

Any activities requiring public safety approvals, fireworks, pyrotechnics, etc.

Event Checklist

Will you require exclusive use of the site?

Will the impact on the site and surrounding areas be greater than the intended site use?

Will there be any tents larger than 10 m² set up?

Will there be any temporary structures set up?

Will traffic flow be impacted?

Will you require traffic control?

Will road closures be required?

Will temporary power equipment be brought on-site?

Will any food or beverages be sold or served to the public?

Will merchandise be sold for profit?

Will any food or product samples be distributed?

Will there be amplified sound?

Will access to power be required?

Will access to drinking (potable) water be required?

Will there be any water-based activities?

Will alcohol be served?

Will there be fireworks, pyrotechnics or fire performances?

Will there be any activities involving live animals?

If you answered yes to one or more of the questions in the checklist, what you are planning is considered to be an event. Please continue through this guide to assist you in planning the event and completing the Event Application Form.

How to Apply

To obtain approval for hosting an event that includes City-owned or managed property, the Event Organizer must complete an Event Application Form. The completed application form must be submitted to the Community Services Department at least 60 days prior to the event setup date. Incomplete application forms will be returned. For special inquiries, please contact the Special Events Coordinator directly.

Step-by-Step Guide

Event Organizer submits a complete Event application Form to the Community Services Department.
A confirmation email will be sent to the Event Organizer once the application is received.
The Dept. then reviews the application for its completeness. Availability and suitability of location requests are reviewed.
Once the location is approved, another email is sent to the organizer to conditionally approve the event.
Once the organizer pays all the fees and submits a copy of the certificate of insurance;
The Dept. Will provide the organizer with a contract and or letter approving to host the event.
Organizers proceed with hosting their event.
The organizer ensures the site is cleaned up and repairs are arranged for any damage done.
Another City Dept. will review the site and decide if it passes inspection.
If the site is satisfactory, the damage deposit is returned. If the site is not, the organizer will be informed of their responsibility to rectify the damage and/or clean up the site. Further action will require the City to invoice the organizer for all costs not covered by the damage deposit

A damage deposit is required for events due to the increased potential for park damage. The amount requested will depend on the nature of the event, facility used, location, activities being planned, and previous event history.

Damage deposits typically range from $200.00 to $1,500 listed in the Fees and Charges By-law No. 4436, Part 12, and are to be paid once the event is approved.

Any damage caused as a result of the event is the responsibility of the Event Organizer.

Any required repairs, clean up, or restoration will be charged to the Event Organizer.

In the case where the damage deposit is insufficient to cover the associated costs, the Event Organizer will be invoiced for the balance. The City will assess the site as soon as possible after the takedown of the event. Deposits will be refunded upon completion of the event activities, inspection by City staff, and final approval by the Manager of Programs.

Planning an ACCESSIBLE Event

It is important to ensure that your event is accessible to everyone, including persons with disabilities, parents with strollers, and seniors. Ensuring accessibility includes entrances, parking, washrooms, transportation signage, vendors and booths, seating, and safety. Please take the following checklist and questions into consideration while planning accessibility at your event

Questions? Email @email

Form/Task	Time Required
Event Application	60 days
Occupancy Load/Special Occasion Permit	10-45 days prior, depending on event
Submit Insurance Certificate	30 days
Payment of Rental, City Service, and Damage Deposit Fees	30 days
Application for approval of a temporary food establishment permit	14 days
Fire Pit/Fireworks Display	14 days
Signage Permits	10 days
Lane Closure Request Form	7 days
Garbage, Compost, and Recycling Bins	7 days