Trent Hills Special Event Application

Complete the following steps in order to file this application:

1. Ensure all requirements pertinent to your event are fulfilled prior to filing this application with the Municipal Office.
2. Attach a site plan showing the location of the event, identifying any associated activites, vendors, and required road closures if applicable, as well as standard and accessible washrooms, tents and parking.
3. Requests for In-kind support will be considered per Policy POL-REC-001.
4. Submit your Certificate of Insurance.
5. If the event is a Paid Admission Special Event, you will need to submit the appropriate application fee.

**All information and materials submitted for the application shall be made available to the public.**

 **Note: Applications must be received in the Municipal Office a minimum of 120 days priro to the event for Paid Admission Events and 90 days prior to the event for Free Admission Events. 

Pursuant to Special Event Permit By-law 2024-063, a Special Event means a cultural, recreational, education or similar event of a short term nature that has either:

• Free admission and is held on Municipal Property, and requires municipal resources or road closures; or

• Paid admission and is held Outdoors on Private Property or Municipal Property.

Event Information:

Paid Admission Events that are held Outdoors on Private Property or on Municipal Property are subject to an application fee.

Event Organizer Information:

Washrooms:

The organizer is responsible for all costs associated with providing washrooms.

Mark the location of all washrooms on the site plan for your application.

Tents:

Food and Beverage:

Serving of Alcohol:

Emergency Response/Safety Planning:

It is the responsiblity of the event organizer to have a safety plan in place.

If your expected attendance is over 500, you must also notify the following organizations and follow any advice/direction provided:

• Emergency Medical Services identifying/confirming arrangements for ambulance services
• Ontario Provincial Police, Campbellford Detachment, identifying/confirming arranagements for security and police protection, including crowd control, traffic control and police protection of properties in the vicinity of the event
• Municipal Fire Chief identifying whether a Fire Safety Plan is required.

Temporary Road Use or Closure/Traffic Flow Changes:

The quantity of traffic barricades/plyons and signage provided will be at the discretion of the Municipality.

Other Services/Resources:

Additional garbage receptacles and tables and chairs are subject to availablity and quantities will be at the discretion of the Municipality.

Accessibility:

As an event organizer, it is your responsiblity to ensure that your organization is in compliance with the Accessiblity for Ontarians with Disabilities Act (AODA). Directional signage needs to be prominently displayed throughout the event location to indicate the barrier-free path of travel and location of accessible washrooms and parking.

Planning Accessible Events Resource Guide

Making Outdoor Events Accessible

Insurance:

Every event organizer shall obtain insurance in an amount no less than $5,000,000.00 per occurrence against loss or damage resulting in bodily injury or death or damage to any property from one incident and such policy shall name The Corporation of the Municipality of Trent Hills as an additional insured, and shall protect the Municipality for all claims for all damage, injury, or death arisng out of any act or omission on the part of the event organizer, its servants and/or agents.  The policy shall be endorsed to provide that the policy shall not be altered, cancelled, or allowed to lapse without written notice to the Municipality.

The event organizer is responsible to ensure that all vendors or performers participating at the event, obtain insurance in the amount specified naming The Corporation of the Municipality of Trent Hills as an additional insured.

The Corporation of the Municipality of Trent Hills reserves the right to set higher insurance limits on the event, if required.

Event organizers are required to submit a Certificate of Insurance providing proof of the identified insurance requirements a minimum of 2 weeks before the event.

The event organizer shall be held financially responsible for any and all repairs, if it is determined by the Muncipality that the cause of the damage was due to negligence on behalf of the event organizer, or one of the participants.

Attachments/Additional Information:

By submitting the Special Event Permit Application, you are agreeing:

1. To indemnify and save harmless The Corporation of the Municipality of Trent Hills from any and all liabilities, damages, costs, claims, suits or actions arising out of the Special Event.
2. To provide all required documentation within specified timeframes.
3. To provide any bond or insurance which may be required.
4. To be responsible for any and all costs to provide and maintain sufficient traffic control measures to ensure safety for the travelling public and participants.
5. To the Municipality of Trent Hills making this application and its supporting documentation available as a public record.

Notice of Collection: Personal information contained on this form is collected pursuant to the Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of considering the Application and creating a public record.  Submission of the Application acknowledges that "personal information [is] collected and maintained specifically for the purpose of creating a record available to the general public" per Section 14(1)(c) of the Municipal Freedom of Information and Protection of Privacy Act.  Enquiries regarding the collection of this information may be directed to the Office of the Clerk, Municipality of Trent Hills, 66 Front Street South, P.O. Box 1030, Campbellford, ON K0L 1L0 705-653-1900.

Notice of Collection: Personal information contained on this form is collected pursuant to the Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of considering the Application and creating a public record.  Submission of the Application acknowledges that "personal information [is] collected and maintained specifically for the purpose of creating a record available to the general public" per Section 14(1)(c) of the Municipal Freedom of Information and Protection of Privacy Act.  Enquiries regarding the collection of this information may be directed to the Office of the Clerk, Municipality of Trent Hills, 66 Front Street South, P.O. Box 1030, Campbellford, ON K0L 1L0 705-653-1900.

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