Special Events Policy & Guidelines

Event Organizers must submit a Special Event Application if:

a) You wish to hold your event on Municipal Property that is a Highway, including, but not limited to an event that is a Parade, Walkathon, or Race.

OR:

b) You wish to hold your event on Municipal Property that is not a Highway, where there will be any of the following:

• Food is being given or sold to the general public at an event open to the public
• Sale or consumption of alcohol at an event open to the public
• Sound amplification
• Tents larger than 30 square metres (Fire Safety Plan is required and possible a Building Permit)
• For tents larger than 60 square metres, a Fire Safety Plan and building permit is required
• Demountable stages and demountable support structures (are temporary platforms for performances or events) require a permit if:
  • more than 60 square metres in area
  • more than 225 square metres in combined area
  • more than 3 metres in height above adjacent grade level
  • any part of the platform or any roof, wall or structure attached to or on any of the platforms is 5 metres or more in height above adjacent ground level designed to carry superimposed specified loads greater than 115 kilograms would create a hazard to the public
• Amusement rides or inflatables
• Projected attendance of over 250 people

OR:

c) You wish to hold your event in whole or in part, on Private Property with the projected attendance of over 250 people and where there will be any of the following:

• Food is being given or sold to the general public at an event open to the public
• Sale or consumption of alcohol at an event open to the public
• Sound amplification
• Tents larger than 30 square metres (Fire Safety Plan is required and possible a Building Permit)
• Stages that are more than 225 square metres in area (Building Permit may be required)
• Amusement rides or inflatables

OR:

d) The Municipality requests you to do so because:

• Your event significantly affects municipal services. This includes events that are held on private property or inside municipally-owned facilities. Affected services can include fire services, police services, public works (roads), emergency services, regular flow of traffic, etc.
• Your event has the potential to pose a risk to the health and safety of participants or the general public
• A Special Event Permit is necessary to avoid the application of the Municipality's Business Licensing By-law

Please contact Customer Service by calling 519-326-5761 to determine if a Special Events Application is required for your event.

Review the Special Event Guide for more detailed information and relevant appendices and then complete and submit the Special Event Application. The Special Event Application should be submitted to the Municipality, together with all required forms and payment (if applicable):

• At least 120 days prior to the event, for large events.
• At least 90 days prior to the event, if the event is taking place for the first time or has significantly changed since the last time the event was held.
• At least 60 days prior to the event, if the event is an annual event and has no significant changes.

Failure to submit your complete application on time could result in the event not receiving approval.

Depending on the activities included in your event, additional forms, including insurance and special operating permits, may be required with your Special Event Application. Additionally, Event Organizers may be required to meet with staff and/or the Municipality to review the Special Event Applications and discuss details.

Apply Early!

Early applications will allow more time to resolve any issues relating to your planned event.

Upon receipt of the Special Event Application and all required supporting documentation (and fees, if applicable), the information will be circulated by the Special Events Project Manager to applicable departments for review and input. The Event Organizer may be contacted to provide additional information or to fill out additional forms.

When all requirements have been met, a Special Event Permit will be issued to the Event Organizer. Event Organizers may be required to enter into a Special Event Agreement with the Corporation of the Municipality of Leamington as part of the Special Event approval.