Special Events Planning Guide

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Every year, the Municipality of Port Hope’s recreation facilities, parks and open spaces are home to a wide variety of community events. If you wish to hold your special event on Municipal Property (including: roads, fields, parks, parking lots, beach etc) you are required to obtain permission through the Special Events application process.

It is the policy of the Municipality that organizers of special events must provide proactive planning and ensure compliance with all requirements of the Municipality before, throughout and following the event so that safe and successful events create a positive impact to the community.

The Special Events Application process is designed to help event organizers understand their responsibilities, connect with various Municipal departments and facilitate approvals that lead to successful events. Special Events contribute to cultural life in Port Hope and promote community involvement through volunteerism; they increase tourism, civic pride, and provide educational and economic opportunities to the community. Thank you for your interest in hosting your event in Port Hope. Let’s get started.

 Understanding the type of event you plan to host is step one.

Before filling out the Special Event Application, you are encouraged to review the entire Special Event Planning Guide in order to better understand the necessary steps and requirements for hosting events in the Municipality of Port Hope.

The Municipality if Port Hope is pleased to provide a dedicated Special Event Coordinator as a primary point-of-contact for all event inquiries. Going forward, the Special Events Coordinator will be your contact for your event application within the Municipality of Port Hope.

Event Coordinator Contact: Jeannie Maidens

Office Location: Town Park Recreation Centre, 62 McCaul Street, Port Hope

Mailing Address: 56 Queen Street, Port Hope, ON L1A 3Z9

Phone: 905-885-7908 x 3425

Email: jmaidens@porthope.ca

Municipal event applications must be completed and returned with all required attachments, a minimum of ninety (90) days prior to the scheduled start of the event to ensure adequate time to process the application. The application process begins when you submit the completed Municipal Event Application, including all required attachments to the Events Coordinator.

The following (flow chart) outlines the Municipality of Port Hope’s general event application & approval process. Within this process please observe the necessary timelines, payment information and requirements for submitting supporting documentation outlined throughout this guide.

Following the receipt of the completed event application and any supporting documents, your application will be sent out to the Special Events Review Committee comprised of members from:

  • Port Hope Police Services
  • Port Hope Fire & Emergency Services
  • Works & Engineering Department
  • Parks, Recreation & Culture Department
  • Marketing & Tourism Department
  • Corporate Services
  • Applicable External Agencies

The Event Coordinator will schedule a Special Event Review meeting with the Review Committee and you (the Event Organizer) if deemed necessary, to review the application.

You will be notified if there are any issues or objections to your event plan or if additional information, modification or fees and charges may be applicable.

Events requesting the service/sale of alcohol, road closures, overnight camping and/or large scale events that expect over 500 attendees require a Council resolution. The Events Coordinator will present the application as a Report to Committee of the Whole (COW) no later than four weeks prior to the proposed event for consideration, when all requirements of the Special Events Review Committee are met. The recommendation of the COW will be forwarded to the next scheduled Council meeting. Council may by resolution approve the event, grant approval with conditions or deny the request. (provide link to Council meeting schedule)

The Municipality of Port Hope has a rolling intake process for event applications. All applications are processes on a first-come, first-served basis as facilities, space and resources are available.

Applications:

Events Application Form (link)

Event Follow Up Report: (link) – to be created

Guidebook A-Z

Prior to completing and submitting your special event application, you are encouraged to review the following sections to ensure your event complies with The Municipality of Port Hope’s event policies, procedures and regulations.

The Municipality of Port Hope strives to be an inclusive and accessible community, event organizers are encouraged to ensure access for all at their events under the Accessibility for Ontarians with Disabilities Act (AODA).

Event organizers are encouraged to consider ways to host accessible events; access to amenities, parking and programming elements.

Guide to Accessible Festivals & Outdoor Events: http://www.festivalsandeventsontario.ca/wp/wp-content/uploads/2014/07/Festivals-and-Events-Guide-EN.pdf

The Special Events Application process is designed to help event organizers understand their responsibilities, connect with various Municipal departments and facilitate approvals that lead to successful events. Special Events contribute to cultural life in Port Hope and promote community involvement through volunteerism; they increase tourism, civic pride, and provide educational and economic opportunities to the community. Thank you for your interest in hosting your event in Port Hope. Let’s get started.

(alcohol sale/service, letter of Municipal significance, liquor license, Municipal Alcohol Policy)

Alcohol (sale/or service) is not permitted at any event unless proof of a valid liquor license is provided by the permit holder to the Municipality and posted at the event at all times.

The Alcohol and Gaming Commission of Ontario (AGCO) oversees the administration of the Special Occasion Permit (SOP) program, which allows for the sale and service of alcohol on special occasions, including events that are open to the public. If alcohol will be sold or served in conjunction with your event, a Special Occasion Permit must be obtained from the AGCO and be posted at the event. Any and all the guidelines or conditions implemented by the Alcohol and Gaming Commission of Ontario and Liquor Control Board of Ontario (LCBO) must be adhered to. SOP Application, guidelines and timeline found online: www.agco.on.ca

The Event Coordinator can assist you with providing a SOP Notification letter template and contact information for the Municipal Clerk, Police & Fire Departments and Health Unit.

Events must also comply with the conditions outlined in the Municipal Alcohol Policy (By-law 53/2006 LINK). Event organizers must submit a copy of the SOP, list of Smart Serve event staff, a site plan, confirmation of security and a copy of event liability insurance, to the Event Coordinator in compliance with the Municipal Alcohol Policy.

All outdoor events that include the sale/service of alcohol require approval from the Municipality of Port Hope in the form of a Resolution of Council.

Municipal significance designation can be obtained through resolution of Council.

If planning on having any amusement rides or inflatables at your event, please disclose on the online special event application form.

Copies of current Technical Standards and Safety Authority (TSSA) certification for each ride and/or inflatable must be submitted to the Municipality prior to the event, as well as appropriate insurance.

Unsolicited buskers, street or roaming performers are not permitted on Municipal property.

Organizers wishing to invite buskers to the downtown are required to obtain approval through the Heritage Business Improve Area (HBIA) Busker Program. HBIA contact: info@porthopehbia.com

In accordance with the By-law 45-2012 Govern Use of Parks, Recreation Areas and Park Facilities, overnight camping is not permitted.

In special circumstances, permission to camp may be granted on a limited basis, through approval from the Parks Manager and resolution of Council. The provision of all necessary site amenities and personal security during any granted overnight camp is the sole responsibility of the Event Organizer.

Copyrights are a form of intellectual property that gives the author, the owner or the distributor of original work (movies, literature, music, etc.) exclusive rights for a certain time period in relation to that work, including its publication, distribution, adaptation and use.

If live or recorded music of any kind is included in your special event, event organizers are required to pay a license fee to SOCAN. SOCAN is the Society of Composers, Authors and Music Publishers of Canada. Visit the www.socan.ca or call 1-800-557- 6226 to determine the applicable license and fee.

Re:Sound is the Canadian not-for-profit music licensing company dedicated to obtaining fair compensation for artists and record companies for their performance rights. Re:Sound licenses recorded music for public performance, broadcast and new media. www.resound.ca

All organizations that present commercially available movies in a public performance environment are required to obtain a license from the appropriate rights representative. This applies even if presentations are free of charge, for non-profit reasons or if copies are obtained from personal collections, retail stores or online retailers.

Any inclusion of drone(s) at your event must comply with all Transport Canada Drone Regulations & Protocols. https://www.tc.gc.ca/eng/civilaviation/opssvs/flying-drone-safely-legally.html

Event Organizers are responsible for adequately considering, planning for and mitigating against event emergencies through the development of an event specific emergency plan.

For all Special Events, the Emergency Plan must be approved by the Port Hope Fire & Emergency Services Department prior to the event. (Example plan)

The Emergency Plan for your event should include the following:

  • First Aid: All events are required to have a fully-stocked first aid kit easily accessible to both staff and event attendees at the event site at all times.
  • Emergency Access: Every event site shall designate primary, secondary and emergency access points. A minimum width of six metres shall be observed at all access points at all times. All access points are to be clearly marked on all event site maps and layout diagrams. For events on roadways: All events taking place on a road must ensure one lane, a minimum of 3.7meters remains free and clear of any temporary or permanent installments (i.e., tents, vendors, stage, rides, games, etc.) at all times used in the case of emergency vehicle access through the site.
  • Capacity: The event organizer shall, at all times, know the number of persons using the permitted facility space, and understand the layout of the facility, including the location of emergency exits.
  • Fire: Upon detection of any fire, immediately call 911 for the Municipality of Port Hope’s Fire department. The permit holder is responsible for the safe evacuation of its employees, volunteers, attendees, staff and participants, and for ensuring compliance with these procedures immediately upon detection of smoke or fire, or if the fire alarm is heard or seen.
  • Extreme weather: Event organizers are responsible for tracking and communicating extreme weather conditions to event participants and attendees before and during the event.

The rental of municipal equipment is subject to availability. Rental fees for equipment and additional services by the Municipality of Port Hope will be applied according to the Fees and Charges by-law, as amended each year.

Additional picnic tables are available to Event Organizers to rent, at a first come, first serve basis.

Event Organizer is required to submit a Final report to the Event Coordinator 4 weeks following the event. Please see Event Evaluation Form and plan ahead.

The Ministry of Tourism has an online tool which helps event organizers measure the economic impact of their event and it's called TREIM. This economic impact model is also helpful for event organizers who wish to gather insights to build a business case for funding applications and develop comprehensive follow up reports. Ontario’s Tourism Regional Economic Impact Model (TREIM) includes conducting a survey during the event and identifies other information you need to gather to determine economic impact.

The Municipality of Port Hope has established user fees as a means to assist with the capital, maintenance and operational costs of its services and facilities. (LINK: Fees & Charges By-Law)

By-Law 71-2012 is the Fee Waiving and Reduction Policy for Municipal Parks and Facilities which may be applied to exceptional circumstances only and subject to the detailed criteria included in the policy. (Attach Policy & Application)

Approval of all event fencing must be obtained prior to installation. Event organizers wishing to install temporary fencing are requested to indicate the positioning of all fence lines on their site plan/map. Please note that staking or spiking into the ground or grass is not permitted until utility locates have been set in place.

At no time is event fencing permitted to block access to residents’ property, driveways, parking lots, walkways or thoroughfares, and it must be kept clear of all temporary or permanent emergency access points and routes.

No person or group of persons shall hold a display of display fireworks in the Municipality of Port Hope without first submitting a Fireworks & Pyrotechnics Event Application and obtaining a permit issued by the Fire Chief. Please refer to By-law 102-2008 for a breakdown of guidelines and requirements for a Fireworks Display, and to obtain a Fireworks & Pyrotechnics Event Application Form.

If food is to be served/sold in conjunction with your event, the Event Organizer must supply a list of food vendors/suppliers to the Event Coordinator, as well as notify the Haliburton, Kawartha, Pine Ridge District Health Unit.

Information about safe food handling is available online at the Haliburton Kawartha Pine Ridge Health Unit site: www.hkpr.on.ca.

Event Organizers are required to submit the full contact list of Mobile Food or vendors at their event. All Mobile Food Service Vehicles will be inspected and approved in accordance with the Technical Standards & Safety Authority (TSSA) requirements and the Ontario Fire Code.

No bbqing will take place under tents. All BBQ’s must be a minimum of 3 metres (10ft) away from any structure or tent. Fire Extinguishers are required to be available at BBQing locations.

There are a variety of grant opportunities available for special events. A few resources are listed here, but this list is by no means extensive:

Community Grants & Donations: The Municipality’s Community Grant & Donations Program is open to submissions every year in October. Please carefully read eligibility and criteria.

Grants ON: Grants Ontario is your source for grants provided by a number of Ontario Government Ministries.

Ontario Trillium Foundation: The Ontario Trillium Foundation is an agency of the Government of Ontario, and one of Canada’s largest granting foundations.

RTO8 Partnership Allocation: Although not a grant program, the Kawarthas Northumberland Partnership Allocation regional fund supports tourism initiatives which follow RTO8's strategic direction.

Additional funding sources and tourism research can be found on the Northumberland Partners website: www.northumberlandpartners.com/en/funding/Funding.asp

It is the responsibility of the Event Organizer to ensure adequate liability insurance is obtained for the event. The Event Organizer should consider all event components when reviewing insurance requirements, including all vendors, food merchants, performers and all programming elements.

All Special Events require appropriate liability insurance coverage in the amount of $2,000,000 with the Corporation of the Municipality of Port Hope named as an additional insured. Evidence of appropriate coverage must be provided prior to the event. The Municipality of Port Hope reserves the right to set higher insurance limits on the event as necessary.

Special Events sponsored by a local board or committee and approved by Council, have insurance coverage provided by the Municipality. Special Event Organizers are responsible for consulting with the Finance Department to ensure that appropriate coverage has been obtained.

All occurrences gambling and games of chance (i.e. lotteries, raffles, bingo and 50/50 draws) in the province of Ontario are subject to the licensing and regulations of the Alcohol and Gaming Commission of Ontario. Any event planning to include any form of gambling or game of chance (even if for fundraising purposes) must obtain a lottery license from the Municipality of Port Hope’s Information Licensing Coordinator at Town Hall. http://www.porthope.ca/lottery-licenses

When you event is approved, please upload your event listing to the online calendar at: www.porthope.ca/calendar. You will also find a list of external online calendars for your consideration.

Northumberland County Tourism has compiled some great resources for planning and promoting your event: www.northumberlandpartners.com

All special events shall observe the Municipality’s Noise By-law (35/96 as amended) at all times, unless prior exemption has been granted by Council.

All amplified concerts will not exceed a sound pressure of 70 decibels beyond 30 metres (100ft) from the stage.

Concerts must cease by 11 p.m.

For events requiring the services of paid-duty police officers, event organizers must arrange booking of officers with the Port Hope Police Service.

It is the responsibility of the Event Organizer to provide a parking diagram, specifying requested parking restrictions, as well as dates and times. All parking restrictions must be approved by Council.

Event organizers are responsible for considering the impact of their event to area parking and are encouraged to develop a parking plan, including sufficient parking for event attendees, signage, arranging off-site parking and providing shuttle service, if needed.

In order to provide a safe and clean environment for all to enjoy, dogs are not allowed to be off-leash on any municipal property, with the exception of in designated off-leash areas. Stoop-and-scoop practices shall be followed at all times.

With the exception of service animals, dogs and all other animals are not allowed inside any municipal facilities. (LINK Pets in Facility Policy) Designated service animals are welcome on all municipal property and at events.

Depending on the nature of the event and out of care and concern for your attendees’ pets, consider using your pre-event communication channels to advise whether or not pets are welcome to attend your event (where facilities permit) or if they should be left at home.

The Municipality of Port Hope’s event planning guidelines require that one washroom (stall) and one handwashing station be available at a ratio of 1:100 event guests.

The Municipal Chief Building Official is the authority on determining the number of available washrooms and hand washing stations your event must include.

Requirements for requested road closures, roaming processions
All road closures must be approved by Council through a resolution and subsequent road closure by-law.

It is the responsibility of the Event Organizer to draft a road closure diagram (or is the case of a roaming procession, a route map) with any road closure request, specifying:

  • A legend to determine symbols or icons on the plan
  • Event name, date, location(s)
  • Which roads and intersections are to be closed
  • Start and End times for road closures
  • The location of primary and secondary (emergency) access points
  • The location of all roads/trails/routes used for the procession
  • The location of all activity zones and temporary infrastructure

For approved road closures, the Works & Engineering Department will assist in the preparation of a traffic control plan and arrange for the set up and teardown of all barricades required for approved temporary road closures. Parking meters (if any) will need to be covered with "No Parking" in advance of the road closure. Security and/or paid-duty police officers may be required to assist with traffic control, at the permit holder’s expense.

Emergency access must be available at all times with an unobstructed fire lane for emergency vehicles. Event Organizers are advised that event staff must be posted to all major intersections while temporary road closures are in effect. The Ontario Community Emergency Assistance Program (OCEAP) volunteers can be accessed through the Port Hope Police Department to assist with this role, however, alternative coverage must be arranged in the event OCEAP is not available. Requests for OCEAP service can be arrange through the Event Coordinator.

Event organizers are required to inform all area residents and businesses of approved road closures by letter prior to the event. The notification letter should provide contact information, purpose of road closure, particulars of the road closure (date, times, direction of traffic), a map and the detour route available.

It is requested of the Event Organizer to arrange signage for the road closure barricades that indicate why the road is closed, name of event and where parking is located.

The road closure may also require the detouring of public transit buses; Municipal transit operates Monday – Friday 7am until 8pm, Saturday 9am until 4pm, with NO service on Sundays or holidays. (LINK to transit Map). Municipal transit can be rerouted to accommodate the Council approved temporary road closure through the Works & Engineering Department.

Parades: All parades require a Police escort and must be arrange through Events Coordinator.

For Road Closures within the Heritage Business District, consultation with the Heritage Business Improvement Area (HBIA) must take place to ensure cooperation and accommodation with our downtown stakeholders.

If your tent(s)/structures(s) require stakes, utility locates must be arranged under the supervision of the Department of Parks Recreation and Culture. Under no circumstances shall tents be anchored to asphalt, concrete or similar surfaces using stakes or spikes; only surface anchor blocks shall be used. (LINK to Ontario One Call)

Event organizers are responsible for contacting the Chief Building Official to apply for and obtain any necessary signage permits for their event in accordance with the Municipal Sign By-law 17/2005; this includes special event parking and directional signage.

The Municipality of Port Hope has three community entrance signs. To arrange to have an entrance sign created for your event, please contact the Marketing Manager

Please provide a detailed site drawing illustrating all physical objects:

  • A legend to determine symbols or icons on the plan
  • Approximate size and scale of the event space
  • Event name, date, location(s)
  • The location of all activity zones (ie stage, food vendors, )
  • The location of primary and secondary (emergency) access points
  • The location of all roads/trails/routes used for the procession
  • The location of temporary infrastructure (ie fencing, portable washrooms, First Aid, garbage disposal (pick up location)
  • The location and size of all tents and temporary structures

The Municipality must be notified of all tents and temporary structures planned for within an event site. A detailed site plan for your event is required to be submitted and should indicate the location and size of each tent and temporary structure.

If your event set up included a tent larger than 10 x 20, you will be required to submit a tent application. (LINK to form) 5 Mill contact:

If your tent(s)/structures(s) require stakes, utility locates must be arranged under the supervision of the Department of Parks Recreation and Culture. Under no circumstances shall tents be anchored to asphalt, concrete or similar surfaces using stakes or spikes; only surface anchor blocks shall be used.

All tents must have flame retardant tags affixed. Tags must be visible and legible for inspection.

A Site inspection will be arranged prior to your event opening to the public.

Depending on the size and location of the installations the Ontario Building Code may require a Building Permit. The Chief Building Official must be contacted to determine if a building permit and an engineer report is required.

Event considering the installation of stages or elevated platforms, must consult with the Chief Building Official to review any applicable building code and accessibility requirements.

The use Municipality of Port Hope Parks and Public Spaces are governed by municipal by-laws, including By-law 45-2012 Govern Use of Parks, Recreation Areas and Park Facilities and PRC Behavior Management Policy.

It is the responsibility of the Event Organizer that Municipal property is protected from crowd damage, overuse, vandalism and improper disposal of garbage. Any damage resulting in maintenance, repair or replacement will be the sole responsibility of the Special Event Organizer. If damages occur during or as a result of an event, any repair costs will be accessed and communicated to the Event Organizer within 72 hours of the event vacating the site.

Electrical:
Electrical access will be provided where possible and at the sole discretion of the Director of Parks, Recreation & Culture. Ontario Electrical Safety Code: https://www.esasafe.com/

Generators:
Events requiring the use of generators may utilize whisper-quiet generators only. The location of generators should be well positioned, as to not create a hazard, disturb or cause nuisance as the result of noise or exhaust emissions.

Municipal Water:
Municipal water access will be provided where possible at the sole discretion of the Director of Works & Engineering

Locates:
Underground utilities (including hydro, gas, or irrigation lines) may be buried below the surface of municipal property. If an event requires the installation of any object that penetrates the ground, approval from the Municipality must be granted and utility locates (the marking of underground utilities) are required. Costs associated with conducting utility locates will be the responsibility of the event organizer. Any penalties or charges resulting from damage to any underground utilities as the outcome of unapproved staking, spiking or digging are the responsibility of the event organizer.

Staking or spiking on concrete or pavement is not allowed on municipal property at any time.

Vehicular access can be made available in Municipal Parks. Pre-consultation with the Parks Manager will be required to determine access routes and seasonal restrictions.

Events planning to feature vending or vendors of any nature (retail, food, etc.) on municipal property as part of the event’s programming must disclose these details during the event application process.

Vending is not allowed on Municipal property, unless outlined on the event application.

The provision of all necessary site, vendor and personal security during any event is the sole responsibility of the event organizers.

Food vendors will be required to notify the Event Organizer and the Kawartha Pine Ridge District health Unit (Please see Food & Beverage).

As an event organizer you are responsible for the clean-up of your event site. The Municipality will provide all normal maintenance services to its current routine standards. Any additional maintenance required by the special event organizers prior to or during the event should be requested and additional fees may apply.

The event organizer is encouraged to promote recycling/reuse of materials. The County of Northumberland has recycling containers available for your event. Call 1-800-354-7050. http://www.northumberlandcounty.ca/en/departments_publicworks/recyclingwaste.asp