Planning an Event

Cultivate Festival main stage

Planning to host an event in Port Hope? Our event booking and application process is designed to help you understand your responsibilities and facilitate approvals that lead to excellent events. Our Special Events Management Policy expects that you provide proactive planning to make sure that you follow our requirements before, throughout, and following your event. This ensures that safe and successful events create a positive impact on the community.

Event types

The following definitions will help to determine the appropriate event approval process for event organizers based on their event size, scope and type.

A small or large scale special event, parade, or procession taking place on Municipal property will go through the Special Events Office to get the appropriate permits.

Event Organizers will indicate if the event is non-profit or a commercial in nature. A Non-Profit Applicant is an individual or an organization who is an incorporated non-profit or is raising funds to support charitable initiatives. A Commercial Applicant is an individual or an organization with revenue-generating goals for their event on Municipal property. Event applicants may be asked to supply proof of organizational status or affiliation with a non-profit organization.

Apply for a Special Event Permit

A reservation of a Municipal facility, room or sport field for an event, practice, or tournament will go through Central Bookings for a booking permit.

Request a facility booking

While events on private property do not require municipal approval, there may be components that do require municipal sign off, such as installing a large tent. Contact us to discuss any ideas you might have. Don’t forget to play nice with the neighbours!

Application process

With adequate insurance and applicable licensing, after booking a facility, you will get a booking permit within two weeks of your request.

You can apply for a special event permit at any time of the year. Please submit a minimum of ninety days before to the event date to ensure enough time to process approvals. Before completing and submitting your special event application, you must review the following Planning Guide to ensure your event complies with our event policies, procedures, and regulations.

The Special Events Review Committee (SERC) will review your application and give feedback on your event plan. They will notify you if they need more information, changes, or if fees and charges may be applicable.

Find out what’s happening in Port Hope. Our event calendar is updated regularly. Please review the calendar before submitting your event applications.

Events requesting the service/sale of alcohol, road closures, overnight camping and/or large-scale events that expect over 500 attendees may require Council approval.

Review our A-Z Planning Guide below to review various event planning considerations, including insurance and safety planning.

For new or significantly changed recurring events, we will present your application as a report to Committee of the Whole (COW) no later than four weeks before the proposed event. 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.

Even if your recurring event has no significant changes, you must still submit a new application each year. The application may not require a Council resolution, but instead will be reviewed and approved by our Municipal staff team.

Planning Guide (A-Z)

Our reference guide can help you with the special event planning process. If you have a question about hosting an event on Municipal property, contact us.

Many of the below topics reference various Municipal By-Laws, which can be found on our By-Laws Page.

Accessibility

The Municipality of Port Hope strives to be an inclusive and accessible community. We encourage you to review the Guide to Accessible Festivals and Outdoor Events to find out how to host accessible events, especially with regards to access to amenities, parking and programming elements such that they meet the requirements of the Accessibility for Ontarians with Disabilities Act (AODA).

Alcohol

Alcohol is not permitted at any event unless proof of a valid liquor license is provided by the permit holder to the Municipality and is always available onsite at the event.

Visit the Alcohol and Gaming Commission of Ontario (AGCO) to apply for a Special Occasion Permit (SOP), which allows for the sale and service of alcohol at events. You must follow all guidelines or conditions implemented by the AGCO and Liquor Control Board of Ontario (LCBO).

The Event Coordinator can assist you with providing a template and contact information for the required SOP notification letter that must be sent to the AGCO and local authorities. All licensed events must comply with the conditions of the Municipal Alcohol Policy.

Outdoor events

For outdoor events to obtain an SOP, approval is required from the Municipality of Port Hope in the form of a Resolution of Council or a letter from the Clerk deeming the event to be of municipal significance. This can be obtained through the special event application process.

Resources

Smart Serve

AGCO

Municipal Alcohol Policy

Resolution: 04-2024

The Municipality of Port Hope strives to ensure celebrations, promotions and events create a positive impact on the community. The aim of this Municipal Alcohol Policy (MAP) is to set conditions and requirements under which Municipal properties may be used for the sale, service, and consumption of alcohol. This policy supports all regulations set out by the Alcohol and Gaming Commission of Ontario (AGCO) and the Liquor Licence Control Act (LLCA) established by the Province of Ontario.

Policy

Municipal properties, including Municipal-owned buildings, facilities, parking lots, parks, public spaces, and roadways, may be locations for special events involving alcohol. Municipal staff, and applicable stakeholders, will review requests to hold licensed events and activities on municipal property through the Special Event Application and/or Facility Booking process.

Municipal staff may explicitly designate where in the facility or on the property alcohol service and consumption can take place. At the discretion of municipal staff, requirements for delineation of licensed areas, capacity, and security monitoring (i.e., police presence) will be determined per event. Decision criteria may include but are not limited to:

Nature of the proposed event
Duration and hours of the proposed event
Impact upon neighboring properties and other facility users
Projected number and age of participants at the event
Site logistics and public safety considerations

Organizers of licensed events must provide proactive planning and ensure compliance with all requirements of the Municipal Alcohol Policy, Special Event Management Policy, and AGCO before, throughout, and upon the conclusion of a licensed event.

The Municipality of Port Hope will not permit licensed events and activities to take place on municipal property that have not undertaken the facility booking and/or event application and approval process, supplied adequate insurance coverage and proof of applicable AGCO license.

The Municipality of Port Hope reserves the right to refuse any applicant permission to run a licensed event on its property and/or impose conditions or restrictions it deems appropriate to the circumstances.

The Municipality, in the interest of public safety may, in its discretion, direct termination of an event permit prior to commencement or while an event is in progress.

The Municipality shall not be liable to the organization for any costs, damages, loss of profit or any other amount for terminating the event or implementing conditions.

Requirements of the Municipal Alcohol Policy shall in no way imply exemption from any municipal by-law, Federal or Provincial regulation. This policy is an operational document that will be updated as required.

Types of Liquor Licensing

The AGCO is responsible for regulating alcohol and issuing liquor licensing in accordance with the principles of honesty and integrity, and in the public interest.

It is the responsibility of the Event Organizer to obtain the applicable license suitable for their event from the AGCO.

Special Occasion Permits (SOP) are for the sale and/or service of beverage alcohol at special occasions such as weddings, receptions, public events, etc. An SOP is needed anytime alcohol is offered for sale or served anywhere other than in a licensed establishment or a private place. A private place is an indoor area not usually open to the public and not open to the public during the event (for example, a private office or a residence). Special Occasion Permits are issued exclusively online via the Alcohol & Gaming Commission of Ontario online portal: iAGCO

SOP Types

Private Event - limited to invited guests only and may not be publicly advertised. The public cannot be admitted and there can be no intent to gain or profit from the sale of alcohol at the event.
Public Event - open to the public. These events can be advertised and fundraising and/or profit from the sale of alcohol at the event is permitted.
Liquor Industry Promotional Event - held to promote a manufacturer’s product(s) through sampling. There can be no intent to gain or profit from the sale of alcohol at the event.
Tailgate Event - public events that are held in connection with, and in proximity to, a live sporting event and where attendees may bring their own liquor (BYOB) for consumption at the event.

Other License Types:

Caterer’s Endorsement - permit allows Ontario Breweries and By-the-Glass Endorsements permission to conduct the sale and service of alcohol at locations away from the manufacturer’s licensed premises with the primary aim to promote the licensee’s product, provide an enhanced tourist experience or educational purpose.
Industry Promotional Event - permits are intended for promoting a manufacturer’s product through sampling. These events can be either for invited guests or advertised to the public.

The Licence/Special Occasion Permit holder must ensure that all the conditions of the Liquor Licence Act and The Municipality of Port Hope are adhered to at the event.

Requirements and Operations Standards for hosting licensed events on Municipal Property

All AGCO Permit holders are required to obtain permission directly from the Municipality of Port Hope to host an event on municipal property.

Requirements for hosting licensed events on Municipal Property:

Applicants must complete a Special Event Application Form, or Facility Rental Agreement to obtain permission to utilize municipal space. Throughout this process, supplemental materials, such as but not limited to site plans, operational plans, emergency plans, tent permits etc. may be required.
Municipal staff will provide information and clarification with regards to expectations and requirements necessary to ensure appropriate use of municipal spaces and safety of participants, Organizers must ensure the event site meets all requirements as set out by the municipality and considers appropriate measures to ensure alcohol stays contained to the licensed area and promote safe consumption. The licensed area(s) must be clearly delineated and secured, signed, and monitored.
The Event Organizer/Permit Holder must obtain the appropriate Special Occasion Permit or Licence from the Alcohol and Gaming Commission of Ontario and show proof to the Municipality at least 14 days prior to the event.
The Event Organizer/Permit Holder must provide proof of insurance at least 14 days before the event to the appropriate municipal staff. The Certificate of Insurance must:
- be in effect for the date(s) when the municipal property is to be used.
- Identify the Municipality of Port Hope as an additional insured.
- Include coverage for bodily injury and property damage liability.
- Include a Host Liquor Liability endorsement.
- Set a $5,000,000 (Five Million Dollars) general liability coverage.
- Be endorsed to provide that the policy shall not be altered, cancelled, or allowed to lapse without written notice to the Municipality.
- Include additional requirements as identified by staff where deemed appropriate.

Failure to submit any of these documents may result in the municipality withholding permission for the event.

Operational Standards for Licensed Events on Municipal Property:

The Event Organizer/Permit Holder must be at least 19 years of age.
The Event Organizer/Permit Holder must attend the event and be responsible for making operational decisions to ensure compliance with the Municipal Alcohol Policy and Liquor Licence Act of Ontario.
All Event Workers handling, serving, or monitoring alcohol must be at least 18 years of age.
The Event Organizer/Permit Holder and Event Workers must not consume alcohol while on duty at the event.
All Event Workers must enforce minimum age drinking laws and verify Proof of Age for individuals who appear to be under 25 years of age.
A system for identifying age-of-majority (i.e., wristband, identification checks) must be approved by municipal staff prior to the event.
The AGCO Licence must on the event premises readily available for inspection.
Capacity and licensed area(s) entrances/exits must be monitored and managed.
Event Workers must screen for age of majority and monitor intoxication and behaviour.
For safety reasons, all beverages must be served in non-breakable containers.
Alcohol sale and service must cease at least a half hour before the time specified on the Liquor Licence. There must be no last call for the bar.
All alcohol must be removed from the event site or locked up and secured by the time indicated on the Liquor Licence.
Guests cannot be required to purchase a minimum number of drinks (or drink tickets) to enter or remain at the event.
Standard Drink size is as follows:
- 12 oz or 341 ml of beer with 5% alcohol or
- 5 oz or 142 ml of wine with 12% alcohol or
- 1 ½ oz or 43 ml of spirits with 40% alcohol
Practices which encourage the increased consumption of alcohol are not allowed. Specifically, oversize drinks, double shots, drinking contests, and volume discounts.
Participants must be allowed to collect refunds for unused drink tickets at any time when the bar is open and for at least 30 minutes after bar closing.
Event Organizers/Permit Holders must promote safe transportation options for event participants.
For certain types of events, a ratio of Event Workers, who are certified under the AGCO-approved server training program (Smart Serve™), must be maintained. See Chart.
Event Workers must be familiar with Canada’s Low-Risk Alcohol Drinking Guidelines and promote these Guidelines in training sessions. Events Workers should refuse service when a person appears to be intoxicated or near intoxication and offer non-alcoholic substitutes.
Create and communicate an event specific emergency plan to ensure your Event Workers can appropriately respond to emergencies.
Post all signage required by law and as listed in the signage section.
Report any incidents to municipal staff within 48 hours of the incident.

Additional considerations:

It is recommended that Event Organizers/Permit Holders allow community-based organizations to provide substance use prevention and harm reduction information and/or outreach support at events. Kawartha Pine Ridge District Health Unit can provide contact info for organizations that provide this type of service.
Food service is encouraged to slow down the absorption of alcohol into the bloodstream and therefore reduce the risk of intoxication.
Event Workers are clearly visible by wearing identifiable badges or clothing (i.e.. hat or t-shirt).
The risk of injury and liability is high when an impaired driver leaves an event where alcohol is served; it is important for Permit Holders to be alert and provide safe transportation options to help reduce and prevent risks of harm and liability. Some examples for consideration include:

- Having and promoting a designated driver program in place.
- Providing free non-alcoholic drinks for designated drivers.
- Requesting that a sober friend or relative assist a potentially intoxicated person.
- Promoting the use of taxis or public transportation if the individual is adequately able to care for him/herself.
- Providing chits for a taxi or public transportation if the individual is adequately able to care for him/herself.

The Permit Holder and Event Workers are required to uphold Operating Standards for Licensed Events on Municipal Property as listed above. Event Workers could include Bartenders, Ticket Sellers, Door Monitors and Floor Monitors, have a range of roles and responsibilities, as appropriate to their position. The Following Chart specified ratio of event worker positions required to be filled.

Minimum Number of Event Workers
Number of Event Participants	Min.# of Bartenders	Min.# of Ticket Sellers	Min.# of Door Monitors (Per Event Access Point)	Min.# of Floor Monitors
Under 25	1*	1	1	0
25 to 49	1*	1	1	1
50 to 99	2*	1	2	1
100 to 199	2*	2	2	2
200+	2* +1 for every additional 200 event participants	2 +1 for every additional 200 event participants	2 +1 for every additional 200 event participants	2 +1 for every additional 200 event participants

*indicates minimum number that must be SmartServe certified.

Signage

A sign, approved by Municipality of Port Hope staff must be posted stating the name of the Special Occasion Permit Holder and the telephone number of the facility/property operator and the Alcohol and Gaming Commission of Ontario.

In addition to any signage required by law, including the Liquor License Act and its regulations, the Municipality requires that the Event Organizer post the following information near each bar area:

The legal drinking age in Ontario is 19. You cannot drink any alcoholic beverages at this event if you are under 19 years of age.
If you appear to be under 25 years of age, the bartender, other event worker or Municipality of Port hope staff can request Proof of Age Identification, such as an approved government-issued photo I.D. card.
It is against the law for bartenders, servers, or participants to provide alcohol to anyone who is, or appears to be, intoxicated.
There will be no "last call".
Thank you for not drinking and driving. The R.I.D.E. program is in effect in our community. Use a designated driver or call for a ride.
No Alcohol Beyond this Point
WARNING: Drinking alcohol during pregnancy can cause birth defects and brain damage to your baby. (This sign is available at: www.agco.on.ca/pdfs/en/warnsign_bw.pdf.)

Enforcement and Penalties

A violation of this policy occurs when the Permit Holder fails to comply with the conditions of this Policy, the AGCO or the Liquor License Act of Ontario.

Intervention can be initiated by:

a participant at the event
a group member from the rental organization
a designated Municipal Staff Member
a Municipal Law Enforcement Officer
an Inspector of the Alcohol and Gaming Commission of Ontario
the Fire Department and/or Kawartha Pine Ridge District Health Unit

Procedures:

A participant at the event should notify a member of the organizing group of the violation.
A member of the organizing group should inform the offending individual(s) of the policy violation and ask that it stop. If this fails, call police for enforcement.
A staff member should inform the organizers of the event to stop the violation, or they may close the event. If this fails, call police for enforcement.
A Municipal Law Enforcement Officer or Inspector from the Alcohol and Gaming Commission will intervene if they are on site or in response to a call from a staff member and/or group member. The offending individual(s) will be informed that they are in violation of the policy and be asked to stop. The offender(s) and perhaps the organizing group may be asked to leave the facility or area. Charges may be laid against the offending individual(s) under the Liquor License Act of Ontario and/or termination of the event may occur.

Penalties:

Where the Permit Holders have violated the municipal policy and have been confronted by Municipality of Port Hope staff, the group will be sent a registered letter advising of the violation and indicating that no further violations will be tolerated.
Should the Permit Holders violate the policy within one year of receiving notice of their first violation, the organizers will be suspended from organized use of Municipality of Port Hope facilities or property for a period of one (1) year. A registered letter will be sent to the contact person advising of the suspension. A copy of the suspension letter will be provided to Municipal Council and to the AGCO when appropriate.
An individual or organized group may appear as a delegation to Municipal Council to appeal their suspension or to have their privileges reinstated.

Policy Definitions

Access Point means any entrances and exits to the licensed area.

Alcohol and Gaming Commission of Ontario (AGCO), formerly the Liquor License Board of Ontario, is a regulatory agency that reports to the Ministry of the Attorney General.

Alcohol means a product of fermentation or distillation of grains, fruits, or other agricultural products, and includes synthetic ethyl alcohol.

Bartender means an event worker serving or selling alcoholic beverages.

Canada's Low-Risk Alcohol Drinking Guidelines are guidelines that include recommended limits on alcohol consumption so that people who choose to drink can make informed choices.

Catering Endorsement The holder of a liquor sales license may add a Catering Endorsement to their license. The endorsement allows the licensee to serve beverage alcohol at an event in an unlicensed area or in an unlicensed part of a licensed establishment. The licensee must notify the AGCO of its intention to do so by submitting a Catering Notification form at least ten days prior to the event.

Municipality means Municipality of Port Hope, also referred to as MPH in this document.

Municipal Property

means municipal-owned buildings, facilities, parks, public spaces, and right-of-ways which are eligible to host events.

Designate means a person appointed by the Event Organizer to be their representative and who has satisfactorily proven to the Event Organizer that s/he will act in accordance with the MAP.

Door Monitor means an event worker who supervises any access point of an event, checks identification, and keeps out intoxicated, violent, or aggressive individuals. The Door Monitor also monitors for signs of intoxication when participants leave the event and recommends safe transportation options.

Event means an event held on Municipal property at which alcohol will be served and/or sold under the authority of a Liquor Licence issued by the AGCO and with municipal approval.

Event Organizer/Permit Holder means any person or organization applying to hold an event on municipal property. It also includes the person whose name is listed as a permit holder on a Special Occasion Permit and may also be the holder of the Catering Endorsement. Where this term is used it includes his/her Designate.

Event Workers means paid and/or volunteer workers who hold positions of responsibility in the operation of the event and who help ensure that the requirements of the Municipal Alcohol Policy are carried out. This term includes Bartenders, Ticket Sellers, Door Monitors, and Floor Monitors.

Floor Monitors means Event Workers who are responsible for monitoring participants' floor activity, including monitoring for signs of intoxication, during an event. Floor Monitors may also assist Door Monitors in their duties controlling access points.

Liquor Licence is the applicable License obtained to allow the sale or service or alcohol at an event. Examples include Cater Endorsement, Special Occasions Permit, Industry Promotional License

Liquor Licence Act (LLA) outlines the laws regarding the sale and service of alcohol.

Municipal Alcohol Policy (MAP) is a local policy that specifies the requirements and conditions under which alcohol may be sold and served at municipally owned properties and facilities under the authority of an applicable Liquor Licence from the AGCO and Municipal Permit. In this document MAP refers to the Municipality of Port Hope Alcohol Policy.

Municipal Properties are all municipally owned or leased lands, buildings, or structures.

Permit includes any written authorization, contract, approval, or facility rental agreement issued or required to be issued by the Municipality as permission for an event.

Proof of Age Identification is outlined by the AGCO as including:

A driver’s licence with a photograph of the person to whom the licence is issued
A passport.
Canadian citizenship card with a photograph of the person to whom the card was issued.
A Canadian Armed Forces identification card.
A secure certificate of Indian status issued by the Government of Canada
A photo card issued by the Liquor Control Board of Ontario
A permanent resident card issued by the Government of Canada
A photo card issued under the Photo Card Act, 2008.

Smart Serve™ Program means the training program offered by Smart Serve Ontario, a division of the Hospitality Industry Training Organization of Ontario.

Special Occasion Permit (SOP) means a permit issued by the AGCO or Registrar of Alcohol and Gaming. The SOP authorizes the holder to sell or serve liquor at a prescribed special occasion. Prescribed means prescribed by the regulations made under the Liquor Licence Act

Standard Drink means:

12 oz or 341 ml. of beer with 5% alcohol or
5 oz or 142 ml. of wine with 12% alcohol or
1 ½ oz or 43 ml. of spirits with 40% alcohol

Ticket Sellers are event workers who sell or otherwise provide tickets for redemption for alcohol, refuse to provide tickets to participants who are at or near intoxication, and refunds tickets upon request.

Representative with Recognized Authority is designated per facility or event.

Amusement Rides and Inflatables

All rides and inflatables must always be manned to ensure safe operations while the event is open to attendees.

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, along with appropriate insurance.

Buskers

We do not permit unsolicited buskers, street or roaming performers on Municipal property.

If you would like to invite buskers to the downtown area, you must get approval through the Heritage Business Improvement Area (HBIA) Busker Program.

You can invite buskers into your permitted event space at your own discretion.

Camping

Camping is not permitted on Municipal property. In special circumstances, permission to camp may be granted on a limited basis through approval from the Parks Manager or resolution of Council, through the Special Events Application Process.

Fires and bonfires are not permitted in any Municipal Park or Recreation Area, as set out in the Fire Code, Section 2.6.3.4.

For information regarding barbecues and cooking devices, please see the Food & Beverage section.

The provision of all necessary site amenities and personal security during any granted overnight camp is your sole responsibility.

Resources

Visit the Municipal By-Laws webpage to read the most recent version of the Govern Use of Parks By-Law.

Copyright

Copyrights are a form of intellectual property that gives the author, 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, you must obtain appropriate licensing from the Society of Composers, Authors, and Music Publishers of Canada (SOCAN) and Re:Sound.

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.

Resources

COVID-19

Review the latest provincial public health measures and information to help develop a plan to protect workers, customers and the public from COVID‑19.

Although event-specific COVID Safety Plans are no longer required, all event organizers must still provide an event-specific Emergency Plan (see Emergency Management accordion below).

Drones

Any inclusion of a drone at your event must comply with all Transport Canada Drone Regulations & Protocols.

Emergency Management

You are responsible for considering, planning for, and mitigating against event emergencies through the development of an event-specific Emergency and Safety Plan.

All event-specific emergency plans must be approved by Port Hope Fire and Emergency Services.

Remember to share your Emergency Plan with your organizing team and volunteers.

Emergency Plan

The Emergency Plan for your event should include the following:

Contact list: Provide contact details for your main and emergency contacts
First Aid: Events are required to have a fully stocked first aid kit at the event site. Considerations should be given to arranging for trained first aid personnel to be stationed at your event.
Emergency Access: There shall be designated primary and secondary emergency access points.
Capacity: The Event Organizer shall know the number of persons using the permitted space.
Fire: all public events located in buildings and outdoor areas shall be designed with fire safety in mind, including the placement of fire extinguishers. Hay, straw, or similar combustible materials shall not be used in the construction or as decorative feature unless provisions are made to control the hazards.
Extreme Weather: Event Organizers are responsible for tracking extreme weather conditions and communicating them to event participants and attendees before and during the event.
For event on roadways: Events taking place on a road must ensure one lane, a minimum of 3.7 metres remains clear of any temporary or permanent installments (i.e. tents, vendors, stages, rides, games, etc.) throughout the event to ensure emergency vehicles can access the site.
Infectious Disease Control: Review current public health measures and consider strategies and systems for reducing the spread of germs.

Resources

Equipment Rental

The rental our 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.

Equipment is available to rent, on a first come, first serve basis. Consult the Events Coordinator for available equipment details.

Fees and Fee Waving

The Municipality of Port Hope has established user fees and charges to assist with the capital, maintenance, and operational costs of its services and facilities.

The waiving of fees may be applied in exceptional circumstances only and is subject to the criteria.

Fencing

You must have approval of all event fencing before installation. If you would like to install temporary fencing, you must indicate the positioning of all fence lines on your site plan/map.

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

Staking and spiking

Please note that staking or spiking into the ground or grass is not permitted until utility locates have been set in place.

Fireworks Display

Fireworks cannot be ignited, discharged, or set off in any Park, except as a controlled and supervised fireworks display authorized by permit.

Please refer to the Fireworks page for a breakdown of guidelines and requirements for a Fireworks Display, and to obtain a permit.

Food and Beverage

If food is to be served/sold to the public as part of your event, you must send us a list of food vendors and suppliers, as well as notify the Haliburton, Kawartha, Pine Ridge District Health Unit at least 14 days prior to the event. Event organizers are requested to submit all their food vendor applications as one package to the Health Unit.

Food provided to specific event partners (i.e. volunteers) is not required to obtain a permit from the Health Unit but is still required to follow safe food handling regulations.

Additional requirements for pop-up Food Vendors:

There shall be no open flames under a tent.
Propane cylinders secured with mechanical damage protection.
Propane cylinders and generators shall not be located under a tent and shall not be located within a means of egress or path of travel.
Gas lines and electrical cords shall not be located in a means of egress or path of travel where they present a trip hazard.
Exits and means of egress shall be maintained at all times.
ABC extinguisher required.
Class K extinguisher required if cooking with grease.

Mobile Food Service Vehicles

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 by the Municipal Chief Building Official and Fire Chief prior to the start of your event.

Additional requirements for Food Trucks include:

Record of T.S.S.A inspection.
Record of Health Unit Inspection.
Record of current kitchen suppression inspection.
Record of fire extinguisher annual and monthly inspections.
ABC extinguisher required.
Class K extinguisher required if cooking with grease.
Propane cylinders secured to prevent tip over and mechanical damage.
All records shall be readily available for review by the fire inspector upon request.
Any food vendor not inspected by the Fire Department shall not participate.

Barbeque or Cooking Devices

No person shall, on any Municipal property, use any barbeque or cooking device without a Special Event Permit. No permitted barbequing will take place under tents. All permitted barbeques must be a minimum of 3 metres (10ft) away from any structure or tent. Fire extinguishers are required to be at all BBQ locations.

Resources

Grants and Funding

There are a variety of grant opportunities available for special events:

Our Community Grants & Donations Program has an October deadline each year. Please carefully read eligibility criteria.
The Government of Canada has Federal Grants & Funding available.
Grants Ontario is your source for grants provided by a number of Ontario Government Ministries.
The Ontario Trillium Foundation is an agency of the Government of Ontario, and one of Canada’s largest granting foundations.
The RTO8 Partnership Allocation regional fund supports tourism initiatives which follow RTO8’s strategic direction.

Northumberland Partners has additional funding sources as well as tourism research.

Insurance

You must ensure to have adequate liability insurance for the event. You should consider all event components when reviewing insurance requirements, including all vendors, food merchants, performers, and all programming elements.

All events require appropriate liability insurance coverage in the minimum amount of $5,000,000 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 request a higher level of insurance coverage to ensure appropriate coverage has been obtained.

Please use the following when listing the Municipality as an additional insured: The Corporation of the Municipality of Port Hope (56 Queen Street, Port Hope ON L1A 3Z9).

Options to obtain necessary insurance coverage include contacting your personal insurer, local brokers or using an online service such as Duuo.

Land Acknowledgement

A Land Acknowledgement is a formal statement that recognizes the relationship between Indigenous peoples and their traditional territories; it is a small yet significant way to show respect and acknowledge the presence of Indigenous peoples past and present. Please consider opening your event with a Land Acknowledgement.

Lottery, Raffles, Games-of-Chance

All occurrences of 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 Corporate Services.

Resources

Alcohol and Gaming Commission of Ontario
Municipality Lottery Licenses
Govern Use of Parks By-Law, available through the By-Laws page

Marketing and Promotion

When your event is approved, please upload your event information to our online calendar. You can submit your event listing to the calendar by clicking the 'submit event' button at the top right and following the prompts.

Northumberland County Tourism has compiled some great resources for planning and promoting your event.

Community entrance signs

The Municipality of Port Hope has three municipally managed signs located at three gateways into town (on Hwy 2, Toronto Rd., and Ontario St.). At any one time, these signs can hold three different ovals signs with written content.

municipal sign with community partners
Learn more about how to order a sign for your next event.

Noise Exemption (Sound Amplification)

Events shall always observe the noise by-law unless prior exemption has been granted by Council, Chief Building Official or through SERC. Concerts (and sound amplification) must cease by 11:00 p.m. as per our Control Noise By-Law.

Please be mindful of the volume of your event and any program components such as music. Recognize that there are people who reside and conduct business in the area; this mindfulness is especially important for events taking place in Memorial Park.

Local police will respond to noise complaints and may identify to the users of the park to reduce volume, as necessary. In the event the Police are activated by a community complaint, organizers must comply with Police or Municipal staff direction.

Resources

Control Noise By-Law, available through the By-Laws Webpage

Parks and Facilities

Explore our parks and facilities to discover and rent a venue that is right for your next event.

The use of our parks and public spaces are governed by Municipal By-Laws, including Govern Use of Parks, Recreation Areas, and Park Facilities and Parks, Recreation and Culture Behaviour Management Policy.

Vehicular access can be made available in Municipal Parks. Book a pre-consultation with the Events Office to determine access routes and seasonal restrictions.

It is your responsibility to ensure 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 Event Organizer. If damages occur during or because of an event, any repair costs will be accessed and communicated to the Event Organizer within 72 hours of the event vacating the site.

To obtain a copy of the above named by-laws, please contact the Department of Parks, Recreation and Culture.

Visit the By-Laws page for the most recent copy of the Govern Use of Parks By-Law.

Parking and Parking Lots

You are responsible for considering the impact of your 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 required.

As per the Use of Parks & Recreation Areas By-Law, vehicles and trailers may not be parked in undesignated overnight parking areas between the hours of 11:01 p.m. and 4:59 a.m., unless otherwise authorized. Unauthorized vehicles may be removed or towed at the expense of the owner upon instructions of a Police Officer or By-Law Enforcement Officer.

Vehicular access can be made available in Municipal Parks. Book a pre-consultation with the Events Office to determine access routes and seasonal restrictions.

Parking diagram

Events requesting parking restriction must provide a parking diagram as part of the event application, specifying your requested locations, dates and times. All parking restrictions must be approved by Council or SERC.

Pets

To provide a safe and clean environment for all to enjoy, dogs are not allowed to be off-leash on any Municipal property, except for designated off-leash areas. Stoop-and-scoop practices shall always be followed.

Except for designated service animals, dogs and all other animals are not allowed inside any municipal facilities as per our Animals in Facilities Policy.

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.

Parades and Processions

If you would like to have a parade on Municipal roads, you must submit a detailed route map and arrange for appropriate Police escort. See Road Closures section for more information.

A procession is an event that travels through the Municipality of Port Hope on streets or sidewalks, with or without a stopover. Event Organizers holding a procession on Municipal roads must consult with the Events Coordinator to discuss requirements and provide adequate insurance coverage.

Parade Participation Opportunities

To be notified when parade registration opens for the Port Hope Canada Day and Santa Claus Parades, please subscribe to our mailing list under the 'eNewsletters' category, called 'Parade Participant Mailing List':

Parade Mailing List

Picnic Tables

Picnic tables can be rented from the Municipality based on availability and at a cost outlined in the Fees & Charges By-Law. The Events Coordinator will assist with arranging picnic table rentals and delivery for special events.

Police

For events requiring the services of paid-duty police officers, you must arrange booking of officers with the Port Hope Police Service. Contact can be arranged through the special event application process.

Policy

Organizers are required to provide proactive planning and ensure compliance with all requirements of the Municipality, before, throughout, and upon the conclusion of their special event. The Special Event Management Policy establishes our internal procedure to manage your event approvals.

Special Event Management Operating Procedure

The Special Event Management Policy establishes our internal procedure to manage your event approvals.

The Events Coordinator is the central point of contact for all Event Organizers with the Municipality; the organization making the application must appoint a representative to be the central point of contact for the applicant organization.

The Special Event Planning Guide and Application Form are operational aspects of the event approval process that can be adjusted through review by the SERC (Special Event Review Committee) as required.

Applicants are advised that generally the approval procedure for all special events takes a minimum of 90 days from the pre-consultation period to final approval by Council and/or the SERC. Organizers are required to review the Special Event Planning Guide and begin the application process as soon as possible to allow adequate time for planning, review and collaboration of supports.

Event Organizers are required to fill out the Event Application Form and, depending on the scope of the proposed event, the application process may include the submission of additional forms, documents, maps or proof of compliance as laid out by other by-laws, policies and regulations. Included in the required documentation, the Event Organizer shall provide proof of liability insurance coverage in a form and amount satisfactory to the Municipality with the Municipality named as an additional insured party.

When the event application package is deemed complete by the Events Coordinator, the application is to be reviews by the SERC. When all the requirements of the SERC are met, the Events Coordinator will seek event approval through Council Resolution for or through SERC. An event will not be deemed approved until all required documentation has been submitted to the Events Coordinator and the Events Coordinator and the SERC deem that any outstanding issues or concerns have been met. The Municipality of Port Hope reserves the right to cancel any approved or active event where public safety is a primary concern or where the terms of the permit are not being met.

The Municipality of Port Hope has a rolling intake process for event application. All applications are processed on a first-come, first-served basis as facilities, space and resources are available after annual and on-going events are accommodated.

All points of procedures not specifically addressed in this policy shall be determined in accordance with the Municipality's Procedural By-Law and other policies and by-laws in existence. The Event Organizers shall also be required to pay fees to the Municipality of Port Hope as determined by the Fees & Charges By-Law, unless expressly waived through the Fee Waiving Policy.

Any costs incurred by the Municipality due to non-compliance with the Govern Use of Parks and Recreational Areas By-Law will be charged back to the individual who is in non-compliance.

Visit the By-Laws page for the most recent copy of the Govern Use of Parks By-Law.

Portable Washrooms and Sanitation

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

The Municipal Chief Building Official is the authority on determining the number of available washrooms and hand washing stations your event must include and will confirm this detail through the special event application process.

Post-Event Report

To help us gain insights and improve our processes, we request that Event Organizers submit a post-event report to us within four weeks of your event taking place on Municipal property. Please review the form before your event to ensure you collect the requested information.

Tourism Regional Economic Impact Model

Ontario’s Tourism Regional Economic Impact Model (TREIM) is a free online tool that helps event organizers measure the economic impact of their event. This economic impact model may be helpful for event organizers who wish to gather insights to build a business case for funding applications and develop comprehensive event analysis. TREIM includes conducting a survey during the event and identifies other information you need to gather to determine economic impact.

Road Closures

Applications for road closures must be approved by Council through a resolution and subsequent road closure by-law or through annual approval by SERC, as per the Policy.

For road closures within the Heritage Business District, consultation with the Heritage Business Improvement Area (HBIA) will take place to ensure cooperation and accommodation with our downtown stakeholders. Approval of road closures within this district remains with Council/SERC.

Road closure map

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

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
A legend to determine symbols or icons on the plan

Traffic control

For approved special event 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” bags in advance of the road closure; the Events Coordinator will work with the Event Organizer on how this will be implemented. Security and/or paid-duty police officers may be required to assist with traffic control, at the permit holder’s expense.

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 arranged through the Events Coordinator.

All event taking place on a road must ensure one lane, a minimum of 3.7 metres remains clear of any temporary or permanent installments (i.e. tents, vendors, etc.) throughout the event to ensure emergency vehicle access the site.

Road closure notice

Event Organizers are required to inform all area residents and businesses of approved road closures, in writing, prior to the event. The notification 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 encouraged that the Event Organizer arranges signage for the road closure barricades that indicate event name and duration of the closure.

Transit

The road closure may also require the detouring of public transit buses. Municipal transit can be rerouted to accommodate Council/SERC approved temporary road closures through the special event application process.

Staking or Digging (locates)

If your tent(s)/structure(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.

If your event requires excavation of municipal property, the Events Coordinator must be notified. 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.

Signage

You're responsible for requesting permission to install event-related signage within the Municipality of Port Hope through your event application. The request must include details on the type and size of signs and the installation locations – keeping in mind any sightline concerns. Event signs can be installed up to 21 days prior to the event and must be removed 48 hours after the completion of the event. Through the Event Coordinator, your request will be reviewed by the Chief Building Official and Works Department.

Community entrance signs

The Municipality of Port Hope has three community entrance signs. To arrange to have an entrance sign created for you event, please contact the Economic Development Coordinator.

Resources

To obtain a copy of the Sign By-law, please contact By-Law Enforcement or visit the By-Laws Webpage.

Site Map

Please provide a detailed site drawing illustrating all physical objects:

Event name, date, location(s)
Approximate size and scale of the event space
The location of all activity zones (i.e. 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 and size of all temporary infrastructure (i.e. tents, fencing, portable washrooms, First Aid stations, garbage disposal/pick up location)
A legend to determine symbols or icons on the plan

To assist in the development of an event-specific site map, try using our Outdoor Event Space Planning Tool. The Tool has a few features, like a measurement tool, drawing tool and has a few layers of information.

Unfortunately, you are not able to save content in the tool, but you can print to PDF, screen-shot, or simply use as a reference to identify site specifics.

If you need assistance using the Outdoor Event Space Planning tool, please contact our Event Coordinator.

Smoking

You are encouraged to create smoke-free environments and must consider if any special arrangements will need to be made regarding smoking.

Smoke-Free By-law

As per the Smoke-Free By-Law: “No person shall smoke in a public park within a 10 metre radius of the boundary of any playground equipment, sports field, and playground area including but not limited to soccer pitches, baseball diamonds, tennis courts, player’s benches, spectator’s area, beaches, splash pads, dog parks, skate parts, and any children’s playground equipment including but not limited to swing sets and climbing apparatus including the surrounding playground equipment area which is located within the municipal boundaries of any public park which is owned or leased by the Municipality.”

Visit the By-Laws page for the most recent copy of the Smoke-Free By-Law.

Tents and Temporary Structures

Please notify us of all tents and temporary structures planned for your event site. You must submit a detailed site plan for your event and indicate the location and size of each tent and temporary structure.

If your tent(s)/structure(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 ballast blocks shall be used.

If your event set-up includes stage platform over 3m 3 m (9’-10”) in height from grade, or a tent or group of tents greater than 60 m² (645 sq ft or 20x30) in aggregate area, or that is constructed within 3 meters of another building or structure, you will be required to obtain a Building Permit.

All materials in connection with tents must be flame resistant and have a certification tags affixed. All tents greater than 225 m² are required to be assessed by a Professional Engineers who then must provide a Final General Review.

Tents and temporary structures must be inspected and permitted by the Building and Fire Departments, prior to your event opening to the public. For this reason, it is advised that tents and temporary structures are installed with ample time prior to the event.

We can arrange consultation with the Chief Building Official for any Event Organizer considering the installation of tents, stages or elevated platforms to review any applicable building code and accessibility requirements.

To obtain a Building Permit, please review requirements for your Application for a Permit to Construct or Demolish, and note the permit fee. The permit fee will be issued to the applicant in advance of your event, along with confirmation details for tent inspection. Review the Fees and Charges for most current pricing.

General Guidelines for tents and outdoor stages:

Emergency access (entrances and exits) shall be provided and maintained at all times to the grounds, buildings and tents.
The fire safety plan shall be implemented and followed throughout the duration of the event.
Occupancy loads shall be maintained at all times.
All tents shall be installed to the requirements of the Ontario Building code.
When the tent is occupied, supervisory staff shall be present for the purpose of fire watch.
Fire extinguishers installed to the requirements of the Ontario Fire Code.
All tents shall have a flameproof treatment to pass a match flame test to NFPA 705 standards.
There shall be no hay, stray, shavings, or similar combustible materials within a tent or stage.
There shall be no open flames in or under a tent.
Smoking shall not occur within a tent, proximity to a tent, and proximity to combustible materials.
Temporary electrical wiring shall not be used where it presents a fire hazard.
Gas lines and electrical cords shall not be located in a means of egress or path of travel where they present a trip hazard.
Outdoor Stage is to be installed to the requirements of the Ontario Building Code.
ABC extinguisher is to be located at the stage.

Utilities

We will coordinate and help you through gaining permissions and implementing requirements for utilities.

Electricity

Electrical access will be provided where possible and at the sole discretion of Parks, Recreation & Culture. Events requiring the use of generators may utilize whisper-quiet generators only. Generators should be well-positioned, as to not create a hazard, disturb or cause a 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. The Events Coordinator will arrange for the locates to be marked. 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.

Resources

Vendors

Events planning to feature vendors of any nature (e.g. 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 Organizer.

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

Vending / Market Opportunities

If you are a food or artisan vendor that would like to be a vendor at one of our community events, be sure to subscribe to our mailing list for information on upcoming opportunities, under the 'eNewsletter' category:

Food and Artisan Vendor mailing list

Resources

Volunteers

Looking to find volunteers for your event? Register your organization at Volunteer Northumberland to post positions.

Looking to be a volunteer at an event? Scope out volunteer postings at Volunteer Northumberland.

Waste Management

As an Event Organizer, you are responsible for the clean-up of your event site. We will provide all normal maintenance services to our routine standards. Any additional maintenance required prior to or during the event should be requested and additional fees may apply.

We encourage you to promote recycling and reuse of materials. Northumberland County Recycling & Waste has recycling containers available for your event.

We Love Events

Festivals and events contribute to cultural life in Port Hope and promote community involvement through volunteerism. They increase tourism and civic pride and provide educational and economic opportunities.

We have a rich history of events in Port Hope and look forward to hearing about your next idea.

Check out our Leisure Services Master Plan, Culture Plan and Strategic Plan for further insights into the importance of events in our community.

Are you a local event planner? Subscribe to our eNewsletter!

Subscribe to our Event and Festival Organizer Newsletter to stay informed on relevant information, funding programs and community updates that impact your organization. The newsletter will be issued, as needed, throughout the year and tailored specifically to individuals who are passionate about planning community events and festivals in Port Hope.

Events and Festival Organizer Newsletter Archive

Please Note

Applicants are reminded that a submitted application does not ensure a confirmed booking. You will be contacted upon receipt of your application to verify receipt and discuss next steps.

The Municipality of Port Hope reserves all final decision-making authority with respect to considering, granting, issuing, or terminating an event permit at any time.

The Municipality of Port Hope reserves the right to cancel any approved or active event where public safety is a primary concern or where the terms of the permit are not being met.

I Want To...

Get in touch

Apply and Register

Pay

Get Involved

Planning an Event

Event types

Application process

Planning Guide (A-Z)

Accessibility

Alcohol

Outdoor events

Resources

Municipal Alcohol Policy

Policy

Types of Liquor Licensing

Requirements and Operations Standards for hosting licensed events on Municipal Property

Signage

Enforcement and Penalties

Policy Definitions

Amusement Rides and Inflatables

Buskers

Camping

Resources

Copyright

Resources

COVID-19

Drones

Emergency Management

Emergency Plan

Resources

Equipment Rental

Fees and Fee Waving

Fencing

Staking and spiking

Fireworks Display

Food and Beverage

Additional requirements for pop-up Food Vendors:

Mobile Food Service Vehicles

Additional requirements for Food Trucks include:

Barbeque or Cooking Devices

Grants and Funding

Insurance

Land Acknowledgement

Lottery, Raffles, Games-of-Chance

Resources

Marketing and Promotion

Community entrance signs

Noise Exemption (Sound Amplification)

Resources

Parks and Facilities

Parking and Parking Lots

Parking diagram

Pets

Parades and Processions

Parade Participation Opportunities

Picnic Tables

Police

Policy

Portable Washrooms and Sanitation

Post-Event Report

Tourism Regional Economic Impact Model

Road Closures

Road closure map

Traffic control

Road closure notice

Transit

Staking or Digging (locates)

Signage

Community entrance signs

Resources

Site Map

Smoking

Smoke-Free By-law

Tents and Temporary Structures

General Guidelines for tents and outdoor stages:

Utilities

Electricity

Municipal Water

Locates