special events application form · 2020. 8. 6. · dear special event organizer, the town of...
TRANSCRIPT
Special EventsApplication Form
Planning your Special Event in Oakville
Dear special event organizer,The Town of Oakville’s parks and open spaces, roads, and recreation facilities are home to hundreds of community events each year. These events enrich the community spirit and vibrancy of living in Oakville, and include many different festivals, film productions, parades, picnics, races, sidewalk sales, theatrical performances, tournaments, and walkathons.
Whether you are a resident, a local community group, sports organization, charity or business, the Town of Oakville welcomes you to host your next event with us.
Primary point-of-contactThe town’s Special Events Service is your primary point-of-contact for the details concerning your application, permit and all municipal requirements. Connect with the Special Events Service by emailing [email protected].
Consolidated application processThe town has developed the enclosed consolidated Event Application Package. To begin the process of applying to host your event in Oakville, please complete and return a completed application package to the town’s Special Events Service at [email protected]. This application form is also available online at oakville.ca/events.
Online one-stop-shopTo assist you with the successful planning and execution of your event, visit oakville.ca/events for consolidated town information, links to helpful resources, templates and best practices to make planning easier.
Community events calendarCommunity events in Oakville can also be featured online at oakville.ca! The community event calendar is available for viewing at oakville.ca/events/attend-an-event.html and using the Oakville smartphone app (available for free for both iPhone and Android).
The Town of Oakville values its community events and looks forward to delivering more resources and assistance to community event organizers. Please connect with the town’s Special Events Service for more information about hosting your event in Oakville. We look forward to helping ensure your event is a great success.
If you have any questions about completing this event application package, please contact us.
We look forward to working with you!
2 • Special Events Application Form
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Event Application: Parks and Open Space
Complete this section of the Event Application Package if your outdoor event requires use of a town park or open space.
Contact information:Organization name:
Charity number (if applicable):
Contact name:
Email:
Address / city / postal code:
Primary phone number:
Alternate contact name/phone number:
Event information:Event name:
Park/Open Space location requested:
Number of attendees:
Event set-up:
Date Start time a.m. p.m. End time a.m. p.m.
Event day(s):
Date Start time a.m. p.m. End time a.m. p.m.
Date Start time a.m. p.m. End time a.m. p.m.
Date Start time a.m. p.m. End time a.m. p.m.
Event take-down:
Date Start time a.m. p.m. End time a.m. p.m.
Event type:
Festival/Concert Film shoot
Parade Photo shoot
Street event (i.e. run, festival) Wedding
Other:
Special Events Application Form • 3
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Event Application: Public Road Allowance
Complete this section of the Event Application Package if your outdoor event:
• Is requesting using of a road or parking lot, or; • Is expected to impact an adjacent road(s), traffic or parking.
Contact information: same as previous page
Organization name:
Charity number (if applicable):
Contact name:
Email:
Address / city / postal code:
Primary phone number:
Alternate contact name/phone number:
Event information:Event name:
Road allowance location(s) requested:
Number of attendees:
Event set-up:
Date Start time a.m. p.m. End time a.m. p.m.
Event day(s):
Date Start time a.m. p.m. End time a.m. p.m.
Date Start time a.m. p.m. End time a.m. p.m.
Date Start time a.m. p.m. End time a.m. p.m.
Event take-down:
Date Start time a.m. p.m. End time a.m. p.m.
Event type:
Festival/Concert Film shoot Parade
Photo shoot Street event (i.e. run, festival) Wedding
Other:
Road details:
Band(s) (# ) Car(s) (# ) Float(s) (# )
Horse(s) (# ) Street stands/stalls (# ) Other:
4 • Special Events Application Form
Event Details
Which of the following elements are planned to be a part of this event? Please choose all that apply.
Alcohol service
Amusement rides (mechanical rides)
Auction
Animals for entertainment
Buskers (street performers)
Camping
Compost services
Filming (videography or commercial filming)
First aid services
Food vendors (i.e. food trucks, catering, BBQ, etc.)
Fireworks
Fundraising at the event
Generator(s)/temporary electrical equipment
Inflatables (i.e. bouncy castle, etc.)
Materials from rental companies/contractors
Music (select option below)
Live Recorded Dancing
Paid duty police officers
Raffle, lottery or bingo games
Recycling services
Road closure(s)
Sound amplification
Stage (Size: feet)
Tent(s) (Size: feet)
Vending (sales of any kind; artisans, etc.)
Waste management/garbage services
Water refill station (select option below)
Town-provided Rental company
Special Events Application Form • 5
Requested Resources
Does the event require any of the following support services from the town? A detailed list or resource associated costs will be provided following consultation with your special event liaison. Additional fees will apply. Please indicate all requested resources.
Additional clean-up
Additional sanitation
Bunting/flags
Hydro
Mobile stage (24’ x 16’ x 3’)
12 tables
24 tables
36 tables
Picnic tables
Portable bleachers
Regular units (# )
Snow fencing (Footage: )
Waterfront Stage (Coronation Park only)
Water refill station
Required documentsThe town’s Special Events Service requires the following event documents prior to the issuance of a final event permit. Please indicate whether each document is being submitted with the event application to [email protected] or will be provided at a later date.
Certificate of Insurance for the event With application To be provided
Emergency/Risk Management Plan With application To be provided
Event parking plan With application To be provided
Event site map With application To be provided
Supplemental documentsThe following event documents may also be required for submission with your event application depending on the nature and details of your event.
Please review and complete any necessary supplemental documents, and include these completed documents with your event application submission.
• Application for a Noise Exemption: http://bit.do/oakvillenoise
• Animals for Entertainment Permit: http://bit.do/oakvilleanimals
• Halton Region Health Department Forms*: http://bit.do/haltonregionhealth
* Copies of these forms must also be sent directly to Halton Region.
6 • Special Events Application Form
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Requested Resources continued
Release and waiver of liability formI warrant that in consideration of utilizing Town of Oakville property for the (name of event) event as outlined in the event application package submitted, HEREBY RELEASE AND HOLD HARMLESS, The Corporation of the Town of Oakville and its servants, agents and employees from all manner of rights, actions, claims and demands whatsoever by reason of the existence, or operation of the event named.
In witness whereof I have set my signature.
Name:
Title:
Signature: Date:
SignatureI authorize that the information on this event application form is complete and accurate to the best of my ability. I commit to the responsibility of advising [email protected] of any changes to the nature or details of my event at any time after this form is submitted.
Signature: Date:
Please return the completed Special Event Application Form to [email protected]. Applicants are reminded that a submitted application form does not ensure a confirmed booking. You will be contacted by a member of the Special Events Service Team within three business days to verify the details of your application and discuss next steps.
Any permit and resource fees associated with your proposed event will be provided to you once the application has been reviewed. Payment of any permit fees will occur once all conditions of the event have been approved. If you have any questions or need to change details on your application, please contact the Town of Oakville’s Special Event Service at [email protected].
Personal information on this form is collected under the authority of the Municipal Act, S.0. 2001, c.25 and will be used for the purpose of special event administration. Questions about this collection may be directed to: The Recreation and Culture Department, Special Events Service, Town of Oakville, 1225 Trafalgar Road, Oakville, Ontario, L6H 0H3. Email: [email protected].
Special Events Application Form • 7
Town of Oakville Special Events Service 1225 Trafalgar Road
Oakville, ON L6H 0H3
oakville.ca