Community Special Events

The objective of the Community Special Events Application is to ensure that local events are adequately planned to include considerations for applicable regulations, public safety and the potential impacts on the local community.

“Failing to plan is planning to fail”

The application is meant to serve as guide for planning an enjoyable and safe special event in the community. As an event organizer, it is your responsibility to ensue that you are familiar and compliant with all relevant regulations, municipal by-laws and/or processes pertaining to special events. The municipality requires that all event organizers notify the municipality about a all special event.

In cases where events are being organized by a third party event organizer on private lands, it is the responsibility of the property owner as well as the event organizer to ensure that the third party has complied with regulations and processes.

Municipal Responsibilities

• Identify areas of a special event that fall under by-law, policy, procedural or best practice guidelines (OPP guidelines, Alcohol and Gaming Commission, local Health Unit, municipal services) or other regulating agencies which may be applicable to the event
• Confirm a plan is in place that meets the special events expectations
• Request meetings for large scale events that include all stakeholders as required
• Provide timelines for completion of planning and submission or supporting documentation in advance of the event

Event Organizer Responsibilities

• Ensure communication and coordination with all agencies having jurisdiction and have submitted all necessary forms, plans and information discussed in this document
• Provide a special event operations plan – site plan, timing of event, onsite services, parking and traffic management, sanitation and waste management, emergency management and planning (first aid/medical services, evacuation, communication plan with organizers, vendors, attendees), security if required
• Review potential hazards that could impact event and develop a plan to mitigate and manage these hazards (consult with the appropriate agencies as required)
• Provide confirmation of training of all event staff - training must include what to do in the event of an emergency
• Provide confirmation if the event will be exceeding normal capacity in a building or venue inside or outside, so the venue can provide additional facilities or special arrangements.

Disclaimers

• Include disclaimer about confidentiality of information being shared between municipality, event organizers and other agencies
• Include disclaimer about the municipality assuming no responsibility or liability for events on public or private property

Timelines for Submission of Plans

The Community Special Events Event Coordinator/Organizer Application Form must be submitted to the municipal office (or name position such as CEMC, Clerk etc.) 120 days prior to the event date. The Special Event Operations Plan must be submitted a minimum of 90 days prior to the event date.

Special Event Operations Plan

The planning document provides a detailed overview of the special event and the planning and control mechanisms for event implementation. It is the responsibility of the event organizer to ensure that complete plan is submitted to the municipality and relevant organizations (e.g. OPP, Health Unit etc.) within established timelines prior to an event.