HomeMy Public PortalAbout22-021 - Special Events By-lawTHE CORPORATION OF THE TOWNSHIP OF LEEDS AND THE
THOUSAND ISLANDS
BY-LAW 22-021
BEING A BY-LAW TO REGULATE AND GOVERN THE HOLDING OF
SPECIAL EVENTS AND TO ESTABLISH A PERMIT SYSTEM FOR SUCH
SPECIAL EVENTS.
WHEREAS Sections 8,9 and 11 of the Municipal Act, 2001, S.O. 2001 c.25
confer broad powers on municipal councils to govern their affairs as they
deem appropriate and to enact by-laws for broad purposes, including
notifications, licensing and the issuance of licenses, permits, approvals and
other systems of permissions;
AND WHEREAS pursuant to Section 126 of the Municipal Act, 2001, a
municipality may pass by-laws to (a) regulate cultural, recreational and
educational events including public fairs; (b) issue permits for such events;
(c) impose conditions to hold and renew such permits; and pursuant to
Section 129, may pass by-laws to regulate and prohibit traffic, noise,
vibration, odour, dust and outdoor illumination;
AND WHEREAS pursuant to Part IV of the Municipal Act, 2001, including
Sections 150 and 151, a municipality may provide for a system of licenses,
and have power to suspend or revoke such license, and to limit or impose
conditions on such licenses as it deems necessary to ensure the health,
safety and enjoyment of property;
AND WHEREAS the Council of the Township of Leeds and the Thousand
Islands desires to support Special Events in the municipality and will assist,
where possible, in facilitating Special Events at Township and private
locations within the jurisdiction of the Township;
AND WHEREAS Council seeks to regulate the holding of Special Events in
the Township and deems it necessary and expedient to enact a by-law to
govern the holding of such Special Events on both municipal and private
locations within the jurisdiction of the Township;
NOW THEREFORE the Council of the Corporation of the Township of Leeds
and the Thousand Islands enacts as follows:
1. That Schedule 'A' attached hereto is incorporated herein and forms
part of this By-law.
2. That this By-law shall be known and may be cited as the "Special
Events Policy".
3. That this By-law shall come into force and effect on the date of
passing hereof.
READ A FIRST AND SECOND TIME THIS 12th DAY OF APRIL 2022.
READ A THIRD TIME AND FINALLY PASSED THIS 12th DAY OF APRIL
2022.
Corinna Smith-Gatcke, Mayor
1
Megan Shannon, Clerk
•
SCHEDULE ‘A’
Township of Leeds and the Thousand Islands
Special Events Policy
1. DEFINITIONS
For the purposes of this By-law:
“AGCO” means the Alcohol and Gaming Commission of Ontario.
“Application” means an Application for a Special Event Permit.
“Certificate of Insurance” means a document issued by an insurance
company that certifies that an insurance policy has been purchased for
the Special Event, or which applies to the property on which the Special
Event shall occur, and which provides an abstract of the liability
provisions of the insurance contract.
“Charitable Organization” means an organization that provides for the
relief of poverty, the advancement of education, the advancement of
religion, or other charitable purposes beneficial to the community.
“CBS” means the Community and Business Services Department of the
Township.
“Council” means the Council of the Corporation of the Township of Leeds
and the Thousand Islands.
“Emergency Response Plan” shall mean a written plan to follow in the
event of extreme weather, criminal acts, personal injuries, medical or
other emergencies, a description of all first aid services to be provided,
and all other emergency preparedness information that the Fire Chief,
the OPP or their designates may require.
“Event Organizer” means the person or organization responsible for the
organization and operations of the Special Event.
“Fees” means an application fee or processing fee paid by the applicant
of a Special Event Permit, as outlined in this by-law.
“Fire Plan” means any plan required by the Fire Chief to mitigate the
risks associated with fire and life safety and ensure controls are
implemented to mitigate or control these risks.
“General Public” means all the people, or everyone, not members of a
specific group.
“Health Unit” means the Leeds, Grenville and Lanark District Health Unit.
“Liquor License” means a license issued by the Province of Ontario in
the form of a Special Occasion Permit or a Liquor License for the
purposes of serving alcohol.
“Noise” means any unwanted sound that is of such volume or nature that
it is likely to disturb the inhabitants of the Township.
“Non-Profit Organization” means an association, club, or society that
is not a charity and is organized and operated exclusively for social
welfare, civic improvement, pleasure, recreation or any other purpose
except profit.
“Officer” means a Police Officer, Municipal By-law Enforcement Officer,
Fire Prevention Officer or other officer appointed by the Township.
“OPP” means the Ontario Provincial Police.
“Permit” means any license or permission issued in accordance with the
provisions of this By-law and the licensing provisions of Part IV of the
Municipal Act, 2001.
“Permit Holder” means the event organizer or entity ultimately
responsible for the organization and operations of the Special Event.
“Person” shall include an individual, corporation, business entity, group
or association.
“Private Property” means any lands or facilities that are not owned or
operated by the Township.
“Security Plan” means a plan describing controls to be implemented to
mitigate any risk to the public.
“Site Plan” means a drawing or sketch of the subject area indicating the
details of the event that shall include but not be limited to booths,
entrances/exits, first aid points, and any other structure that is to be
accompanied by a map displaying the size and location of the event.
“Special Event” means an organized, one-time, annual or infrequently
occurring event or function being held outdoors on or about any Public
Facility and open to the general public or to the general public by
admission.
“Township” means the Corporation of the Township of Leeds and the
Thousand Islands.
“Public Facility” means any lands, premises, road or road allowances,
parks or parkettes, parking lots, trails or paths, open spaces, property,
buildings, public boat ramps or marine facilities owned or controlled by
the Township.
“Traffic Management Plan” means a plan/map providing for the
detailed control and management of traffic and parking including all
vehicular, pedestrian and cyclist movements to, from and within the
Special Event site.
“Waste Management Plan” means a plan outlining the management of
waste, recycling, septage and hazards, pre-event, during the event and
post event.
“Zoning” means the zoning applied to l and in accordance with Zoning
By-law 07-079, as amended.
2. SCOPE
2.1 This by-law has been enacted to ensure public safety, to control
noise, traffic, odour and nuisance, to mitigate any negative impact
on the community, and to ensure that the Township is able to
prepare and respond where necessary.
3. EXEMPTIONS
3.1 This By-law shall not apply to Special Events organized by the
Township including the Leeds and the Thousand Islands Public
Library, the United Counties of Leeds and Grenville, the Province of
Ontario or the Government of Canada.
3.2 This By-law shall not apply to events held indoors at a facility
operated by the Township. Indoor events are subject to the
separate terms and conditions.
3.3 This By-law shall not apply to the following:
(a) Private social gatherings which will not use Township property
other than for lawful parking;
(b) Events organized by local schools or churches on properties
owned by the school board or by the church or Township;
(c) Events not organized by schools or churches but being held on
local school or church or property;
(d) Events held at host venues and businesses otherwise
licensed;
(e) Events that are regular recurring normal business activities or
promotions or held as part of the normal operations of a
business and provided the use is permitted in the Township
zoning by-laws.
4. REGULATIONS
4.1 No person shall hold, or permit to be held, any Special Event, as
defined in this by-law, on, or partially on Township property, unless
the Township has granted a permit for such event or activity,
where any of the following comprises part of the Special Event:
(a) Traffic control requirements or road closures;
(b) Fireworks other than family fireworks;
(c) Sound amplification before 8am or after 11pm;
(d) Tent or group of tents larger than 645sqft (60m2) in
aggregate area;
(e) Temporary stage larger than 10ft x 10ft;
(f) Sale of food to the general public;
(g) Sale or consumption of alcohol;
(h) Amusement rides or inflatables;
(i) Petting zoo or animal rides;
(j) Aerial sightseeing; or
(k) Reasonably expected attendance of more than 50 people or
more than 10 vehicles and trailers.
4.2 Notwithstanding the Special Events set out in Section 3.3, a Permit
will be required for events held on private property if the event can
be reasonably expected to significantly affect municipal services:
(a) By having the potential to strain the community’s emergency,
police and fire services;
(b) By having a foreseeable impact on the regular flow of traffic;
(c) By adversely affecting the local community;
(d) By presenting an elevated risk to the health and safety of
participants or general public;
(e) By presenting an elevated risk to utilities infrastructure in the
Village of Lansdowne; or
(f) By using resources owned by the Township.
4.3 No Permit will be required for private events taking place on, or
partially on, Township property unless the event can be reasonably
expected to significantly affect municipal services or infrastructure
as set out in Subsections 4.2(a) to 4.2(f).
5. APPLICATION FEES
5.1 The application fee of $50 applies to all events except those events
held by Non-Profit or Charitable Organizations, for which the fee is
waived.
5.2 A security deposit in an amount determined by the Township in its
sole discretion may be required, if applicable, and shall be
submitted with the application.
5.3 Other fees may apply for the application of other permits or
approvals comprising part of the special event application or for the
use of Township assets (eg. boat ramp launch fees).
6. REVIEW AND APPROVAL
6.1 The Special Event Permit Application, (attached as Schedule A)
may be obtained from the Community and Business Services
Department or from the Township website.
6.2 An application for a Special Event Permit shall be submitted to the
Community and Business Services Department with all required
documents, permits, and approvals no less than thirty (30) days
before the proposed event.
6.3 Written approvals/permits may be required from outside agencies
such as AGCO, OPP, St Johns Ambulance, the Health Unit or other
approval agencies or from various municipal departments. It is the
responsibility of the applicant to obtain these documents and
attach them to the Permit Application, where applicable.
6.4 Where the applicant is not the owner of the property on which the
Special Event is to be held, written proof that the property owner
consents to the Special Event shall be submitted with the
application.
6.5 The applicant may be required to meet with staff from the
Township office.
6.6 A Special Event Permit may be issued upon receipt and review of a
complete application for a Permit if, through consultation with
outside agencies or other municipal departments as deemed
appropriate, the following conditions have been met:
(a) For events on Township property, there is a demonstrated
benefit to the community, residents and businesses by
holding the event;
(b) The proposed event or activity is compatible with the
surrounding area or neighbourhood, giving consideration to
acceptable increases in noise, traffic, crowd control and other
municipal concerns;
(c) Any proposed use of public property, rights of way or
facilities will not unreasonably interfere with the normal use
of the property, rights of way or facilities by the Township or
the general public;
(d) The applicant shall provide written proof of general liability
insurance in relation to the event consistent with the
recommendation of the Township’s insurance broker of
record. The policy coverage must provide for the following:
i. A minimum sum insured of $2,000,000 or a higher sum
insured of $5,000,000 for events with high risk
activities or service of alcohol;
ii. Name the Corporation of the Township of Leeds and the
Thousand Islands as an additional named insured;
iii. Coverage for cross liability and severability of interest;
and
iv. Carry an endorsement to provide the Corporation of the
Township of Leeds and the Thousand Islands with thirty
(30) days written notice of cancellation or material
change that would diminish coverage.
(e) The Township reserves the right to require any vendor
providing a service at an event on municipal property to
provide appropriate liability insurance cover naming the
event organizer as additional insured;
(f) The Certificate of Insurance shall be submitted to the
Township with the application clearly stating the address of
the insured location and the dates of the event;
(g) A Site Plan shall be included with the application;
(h) List of stakeholders/partners for events on Township
property;
(i) All additional approvals, permissions and permits have been
obtained and are attached to the application;
(j) Any specific appropriate requirements issued by affected
Township departments have been or will be met;
(k) Any concerns or recommendations from Township
departments and related agencies have been received and
are favourable;
(l) Any concerns noted shall require reconciliation before
approval is granted.
6.7 Upon being satisfied as to compliance with the provisions of this
By-law, the Township will:
(a) Issue a Special Event Permit for the holding of a Special
Event; or
(b) Issue a Special Event Permit for the holding of a Special
Event with conditions, as appropriate in the circumstances.
The Township may also stipulate that the issued Permit is
contingent upon receipt of any outstanding documents, securities
or approvals required by this by-law.
6.8 Further conditions or requirements may be imposed to ensure
health, safety, welfare and nuisance control. Such conditions may
include, but are not limited to:
(a) The payment of a fee, on a cost recovery basis, for the use or
allocation of Township property, equipment and Township
staff;
(b) The provision of adequate crowd control, a Traffic
Management Plan, a Security Plan, Fire Plan, Emergency
Response Plan, food handling certification, a waste
management plan and noise restrictions;
(c) Inspections conducted by the By-law Enforcement Officer,
Building Services, Fire Services, or the Health Unit may be
required based on the size, location and nature of the event;
6.9 If approval for an event is denied, such decision will be provided in
writing setting forth the reasons for denial.
7. PERMIT CONDITIONS
7.1 In addition to any other conditions the Township may deem
appropriate, every Permit shall be subject to the following
conditions:
(a) The Permit Holder shall comply with all applicable municipal
by-laws, policies, rules and regulations, zoning, and those of
other governmental agencies.
(b) The Permit Holder shall comply with the approved Traffic
Management Plan, a Security Plan, Fire Plan and Emergency
Response Plan.
(c) The Permit Holder agrees to save, defend, keep harmless and
fully indemnify the Township from all claims, demands, costs,
charges, actions, expenses, in respect of death, injury, loss
or damage; and that the Permit Holder shall at all times
indemnify and save harmless the Township from and against
any and all manner of claims, demands, losses, costs,
charges, actions and other proceedings whatsoever made or
brought against, suffered by, or imposed on the Township as
a result of the Special Event.
(d) The Permit Holder releases, waives and forever discharges
the Township and its elected representatives, officers,
employees and agents from all liability to itself and its heirs,
executors, administrators and assigns for all loss or damage
and any claims or demands for such loss or damage on
account of injury to person or damage to property for which
the Township may be responsible in respect of the conduct of
the said event.
(e) No deviations will be made to the approved site plan without
approval by Township staff prior to the Special Event taking
place.
7.2 Notwithstanding the issuance of a Permit or any other condition
imposed upon a permit, should an emergency occur, real or
perceived, during the course of a Special Event, the Fire Chief of
the Township or the OPP Incident Commander, or their respective
designates, shall have the absolute and unfettered authority to
postpone, cancel or shut down an event at their sole and absolute
discretion, following discussions with other agency officials.
8. ADMINISTRATION
8.1 The Community and Business Services Department shall be the
main contact for Special Events in the Township.
8.2 The Director of Community and Business Services or designate is
responsible for the administration of this By-law.
8.3 Every Permit shall specify the name of the Permit Holder and the
nature, location, date(s) and time(s) of the Special Event.
8.4 An annual or recurring Special Event will require a new permit
application for each occurrence of the Special Event.
8.5 Permits are non-transferable.
8.6 No amendment shall be made to a Permit without prior
authorization of the Township.
9. REFUSAL
9.1 A Permit may be withheld if:
(a) The applicant has not provided information or documentation
under Sections 6.3, 6.6 to 6.8 or within a timeframe to
realistically plan and coordinate the Special Event;
(b) The applicant has not satisfied the requirements of Section
7.1;
(c) The applicant has knowingly submitted false, mistaken,
incorrect, or misleading information in support of the
application;
(d) There is reason to believe that the Special Event may result in
a breach of any applicable law;
(e) The nature of the proposed special event creates a risk of
injury or death to the participants or spectators or a risk to the
public which cannot be adequately addressed to the
Township’s satisfaction; or
(f) There is risk to the Township’s infrastructure which the
Township deems unacceptable in its sole and unfettered
discretion.
9.2 A Special Event Permit may be withheld if the applicant has
obtained a Special Event Permit previously for a Special Event
which was not in compliance with the provisions of this By-law; and
the applicant did not adequately address the deficiencies to the
Township’s satisfaction.
10. REVOCATION AND SUSPENSION
10.1 The Township may revoke a Permit at any time without prior notice
to the Permit Holder if:
(a) It was issued in error;
(b) It was issued as a result of false, mistaken, incorrect or
misleading information that was knowingly submitted by the
applicant;
(c) The Permit Holder is not in compliance with any license,
permit, approval or authorization required under Sections
6.6, 6.7, 6.8 and Section 7.1;
10.2 Should an application for a Special Event Permit under this By-law
be denied or revoked, the application may be reconsidered at a
subsequent occasion upon the applicant addressing to the
satisfaction of the Township, the reasons given for the initial denial
of the application.
10.3 The Township shall immediately inform the Permit Holder of a
revocation and the reasons for it by means of contacting the Permit
Holder at the contact information provided in the application as
well as informing all affected agencies.
10.4 A Permit may be suspended or revoked if, in the sole opinion of the
Operations Department, the Lansdowne municipal water or waste
water system is put at risk by breach of conditions imposed by the
Operations Department at the time of permit issuance.
10.5 The Township shall not be held liable for any financial losses, real
or perceived, sustained by the event or its organizers due to
suspension or termination of the permit.
11. OFFENCES
11.1 No person shall permit or hold a Special Event as defined herein
without first obtaining a Special Event Permit issued under this By-
law.
11.2 No person shall hold or permit to be held a Special Event except in
accordance with the terms and conditions set out in the Permit.
12. PENALTIES
12.1 Any person who contravenes any provision of this By-law will be
denied a Permit for subsequent planned special events.
12.2 Every person who contravenes any provision of this By-law is guilty
of an offence and, upon conviction, is liable to a fine as provided
for under the Municipal Act, 2001, S.O. 2001, c.25.
12.3 All fees and charges payable under this By-law constitute a debt of
the person liable for payment of them to the Township and, in the
case of owners of a property being responsible for payment of the
fees and charges, the Township may add the amount owing to the
tax roll for the owner’s real property and collect them in like
manner as municipal taxes.
13. GENERAL
13.1 This By-law shall be called the “Special Events By-law”.
13.2 This By-law shall be enforced by the Director of Community and
Business Services, Township By-law Enforcement Officer, the Fire
Chief, the Director of Infrastructure Services, or by the OPP.
13.3 The Township may enter on land at any reasonable time for the
purpose of carrying out an inspection to determine compliance with
this By-law, a condition of the By-law, or to ensure compliance with
a direction or order made under this By-law or under the Municipal
Act, 2001.
13.4 Should any section, subsection, clause, paragraph or provision of
this By-law, including any part of the schedules to this By-law, be
declared by a court of competent jurisdiction to be invalid, the
same shall not affect the validity of the By-law as a whole or any
part, other than the provision or part of the schedule declared
invalid.
13.5 Appendix “A” attached hereto shall be called the Special Event
Permit Application and may be amended without the need to
amend the By-law.
Appendix “B”
SPECIAL EVENT
PERMIT APPLICATION
Complete this application form with the assistance of the Community and
Business Services Department (CBS). This information will assist in
determining the approvals or special requirements necessary for the
success of your permit application.
Applications & Forms
To download applications and forms please visit the Township's website.
Submission of Application Package
Your application must be submitted to the Community and Business Services
Department, Township of Leeds and the Thousand Islands, 1233 Prince
Street, P.O. Box 280, Lansdowne, ON K0E 1L0 at least thirty (30) days
prior to the event and will be circulated to relevant departments, ie Fire,
Building, Operations, and Clerk’s Department for comment and approval
before your permit is issued
Food Providers
If you will be having food vendors at your event, you should also submit a
Special Event Food Vendor Application Form to the Leeds, Grenville
and Lanark District Health Unit at least thirty (30) days prior to the
event. (Applies to all food being sold)
LCBO Special Occasion Permits
LCBO Request for Designation as Event of Municipal
Significance
If you are applying for a Special Occasion Permit (SOP) through the LCBO,
completion of the Municipally Significant Event Application Form is required
sixty days (60) prior to the event or ninety (90) days prior to a
large event to request a resolution/letter of Council deeming the event to
be of significance for the community.
Safety/Fire and Rescue Services Requirements
If display fireworks and/or pyrotechnics will be part of the event a written
request for a Fireworks Display Permit must be submitted to the Fire Chief
or designate at least forty-five (45) days prior to the event.
Insurance Requirements
Event organizers must provide a Certificate of Insurance at least thirty (30)
days prior to the event. The Certificate must provide General Liability with
a minimum amount of $2,000,000, including the “The Corporation of the
Township of Leeds and the Thousand Islands” as an Additional Insured
and, specifically, provision for cross-liability and severability of interest. The
policy must contain an endorsement to provide the Township with thirty (30)
days written notice of cancellation or material change that would diminish
coverage. The sum insured will be increased to $5,000,000, if you plan to
serve alcohol at your event.
Contact Information
Community and Business Services (CBS)
Tel. 613-659-2415 ext. 228
Email: recreation@townshipleeds.on.ca
SPECIAL EVENT PERMIT APPLICATION
Please print clearly or complete electronically and keep a copy for your records.
Return a signed copy and enclose all accompanying documents Community and Business Services Department, Township of Leeds and the Thousand Islands, 1233 Prince Street, P.O. Box 280, Lansdowne, ON K0E 1L0 at least thirty (30) days prior to the event.
For Office Use Only
Special Event Application #: Special Event Permit #:
Date Application Received: Date Application Approved:
Contact Information
Date of Application
Name of Organization (on Certificate
of Insurance)
What type of organization is
submitting the Special Event
Permit Application?
Not-For-Profit or Charitable Organization
Other individual or group
(i.e. individual, promoter, business)
If the event organizer is an
individual, promoter, business
or other entity provide
details:
Contact Person
Mailing Address Street
City Postal Code
Tel (H) Telephone (B)
Tel (Cell) Email
Position within Organization
Person responsible for
emergency planning
Is this Person New to this Role? Yes No
Tel (H) Tel (B)
Tel (Cell) Email
Event Information
On Municipal Property On Private Property
Name of Event
Expected daily attendance Expected Max Total Number of
First Time Event Yes No
Date(s) of Event
Frequency Annual Recurring One Off
Location(s) of Event
Purpose of Event
Set up begins Date Time
Event begins Date Time
Event ends Date Time
Clean up ends Date Time
Person in Charge
(if different from contact person)
Mailing Address Street
City Postal Code
Tel (H) Tel (B)
Tel (Cell) Email
In case of emergency where your event may need to be cancelled or altered at
the last minute, or if essential information must be clarified, we would
appreciate permission for Township staff to use the Organizer’s telephone/cell
number. This number will not be released to the public.
Personal information on this form is collected for the purposes of administration,
management and enforcement of the Township’s special event permits and
applications. Personal information, along with other information provided with this
application, will be shared among authorized Township staff for the purposes of
administering and managing approvals and permits required for the special event.
Questions concerning this collection may be directed to the Clerk, Township of Leeds
and the Thousand Islands, 1233 Prince Street, P.O. Box 280, Lansdowne, ON K0E
1L0 Telephone: 613-659-2415 ext. 231.
Applicant Signature X
Date of Signature
Chart – Deadline for Submission of Documents
The following table provides an overview of the deadlines for various activities you will need to meet if the activities will be part of your event.
This information will be identified as you complete the Special Event Permit Application.
For further information, please contact the Community and Business Services Department at 613-659-2415 x 228 for clarification.
Summary of Documents and Deadlines Number of
Days Prior
to Event
Notification of proposed Special Event to Township
/ Obtain Concept Approval 120
Road Closure Requests 60
Request for Designation as Municipally Significant Event (AGCO) 60/90
AGCO SOP Permit (Alcohol) 60
Locates for Utilities 60
Documentation Confirming Status of Organization (if non-profit) 60
Noise By-Law Exemption Application 60
Raffle License Eligibility Request 45
Fireworks or Pyrotechnics Display Permit 45
Building Permit Application 45
Organizer's Event Certificate of Insurance (Municipal P t ) 45
Special Event Permit Application and Waiver 30
Emergency Management Plan 30
List of All Event Participants 30
All Documentation and Fees for Event Participants
Requiring Licenses (TSSA etc) 14
Leeds, Grenville and Lanark District Health Unit
Special Event Food Vendor Application Form (30
days) Applies if any food is to be sold 30
Electrical Safety Authority Inspection 2
Special Events Checklist
Documents that must be submitted at least thirty (30) days prior to event:
For Special Events on Municipal Property - Certificate of Insurance in the
minimum amount of
$2M/($5M for service of alcohol), including the “The Corporation of the Township of Leeds and the Thousand Islands” as additional Insured and specifying provision for cross liability and severability of interest; including an endorsement to provide the Township with thirty (30) days written notice of cancellation or material change that would diminish coverage. Completed Special Event Indemnification Waiver (Included in your Permit Application) Site Plan Completed Special Event Permit Application Form Special Event Emergency Management Form or Plan (as applicable) Special Event Traffic Management Plan (as applicable)
Additional forms that may be required for submission:
The forms below can be found at the Township's website or by contacting the CBS.
AGCO Request for SOP - Municipally
Significant Event Must be submitted to
the Township Clerk at least
sixty (60) days prior to event or ninety
(90) days prior to a large event.
Required
Not Applicable
AGCO Special Occasion Permit Copy of awarded permit must be submitted as
part of any building permit application (at least forty-five (45) days prior to event).
Required
Not Applicable
LGL District Health Unit Special Event Food Vendor Application.
Must be submitted at least thirty (30) days prior to event.
N
Required
by LGLDHU
Not Required
List of all participants/stakeholders/agencies in event Must be submitted as part of application package at least thirty (30) days prior to event for Special Events on municipal property.
Required
Not Applicable
Additional forms that may be required for submission:
The forms below can be found at the Township's website or by contacting the CBS.
• Raffle/Lottery License Eligibility Application
Must be submitted at least forty-five (45) days prior to event.
Required
Not
Applicable
• Building Permit Application Form*
(Canopy/Tent/Marquee/Stage/Bleachers/Structures).
Must be submitted at least forty-five (45) days prior to event.
Required
Not
Applicable
Permit Application)
• Noise By-law Exemption Application.
Must be submitted at least sixty (60) days prior to event.
Required
Not
Applicable
• Locates for Utilities/Infrastructure on
Township Property.
Must be submitted at least sixty (60)
days prior to event. Fees apply.
Required Not
Applicable
• Locates for Utilities on Private Property/Open
Road Allowance.
Should be submitted to Ontario One Call at
least sixty (60) days prior to event. Strongly
recommended. Damage to hydro/utilities
infrastructure is property owner’s
responsibility.
Recommended
Not
Applicable
• Fireworks or Pyrotechnic (Explosives) Display Permit.
Must be submitted to Fire Chief at least forty-five (45) days
prior to event.
Required
Not
Applicable
• Electrical Safety Authority (ESA) Electrical Inspection for Temporary Electrical Power Supply.
Should be submitted to ESA at least 2 days prior to set up.
Notes:
Required by
ESA
Not
Applicable
SPECIAL EVENT PERMIT APPLICATION
Description of Event and Activities
Please provide a detailed outline of the activities that will be provided.
Attach brochures or use an additional sheet if more space is required.
Include types of performers, speakers and all activities.
Site Plan Information
Please provide a Detailed Site Plan in the form of a map/sketch showing items as
applicable from the guidelines provided.
If your event is a race/walk/cycle, have you attached a
detailed route map in addition to the Detailed Site Plan?
Yes No N/A
Will any part of this event take place on property owned
by the Township? Specifically -
Yes No
Streets Ye Sidewalks Yes
Parking
Parks Yes Facilities Yes
Other Township property? Yes No
Identify locati
Will this event take place on private property? Yes No
If yes, provide address:
Site Plan Information
Will any tents be erected for this event? Yes No
If yes, attach and show the location of the tents on the site plan? Yes No
If yes, what will the tent be used for?
If yes, how many people will it hold? Yes No
If yes, will the tent or group of tents exceed 60sq m (645sqft)? Yes No
If yes, will the tent or group of tents exceed 225sq m (2420sqft)? Yes No
Are you installing any stages, grandstands, bleachers or
folding/telescoping seating?
Yes No
If yes, provide details:
Will you be installing fencing, poles/pegs or anything below ground? Yes No
If yes, provide details:
If yes, and on Township property, have you submitted the Locates Form? Yes No
If yes, and on private property or public road allowance, have you requested
locates from Ontario One Call?
Yes No
Do you plan to have sound amplification? Yes No
Music Other, please describe:
If yes, note dates and times:
If yes, have you attached a copy of your exemption/application? Yes No
Is electrical power required (four sound amplification, lighting etc.)? Yes No
If yes, provide details:
Do you plan to have a fireworks display, pyrotechnics or any type of
fire during the event?
Yes No
If yes, provide details on Pg 14
Have you addressed any & all concerns or issues identified by the Fire Dept? Yes No
Have you ensured that emergency access/exits are marked on the site plan? Yes No
Medical/First Aid Plan
Do you have Certified First Aiders in attendance? Yes No
How many Certified First Aiders will be in attendance?
If this is a major event, you will be required to retain Emergency Medical
Services (eg St John Ambulance) – have you arranged attendance?
Yes No
If so, have you provided confirmation details with your permit application? Yes No
Have you included the First Aid Station on your Detailed Site Plan? Yes No
Emergency Planning
Has an Emergency Management Form/Plan been completed? Yes No
Has the completed form/plan been attached to your application? Yes No
Have you ensured that there will be a minimum emergency access width
of 3m for single lane traffic and 6m for two lane traffic?
Yes No
Security Planning
Does your event require security or policing to ensure safety/mitigate
risk? (entry/exit head counts, traffic, bag checks, alcohol sales etc)
Yes No
Have you contacted OPP about your event? Yes No N/A
If you have engaged private security or Paid Duty Police Officers, how
many will be attending your event?
Food Vendors
Will food or beverages be prepared, served or sold at this event? Yes No
Note: If food is to be sold, the LGL District Health Unit Special Event Application Form must be
submitted to the Health Unit at least 30 days prior to the event.
Have you submitted the LGL District Health Unit Special Event Application Form? Yes No
Alcohol at Events
Will alcohol be served? Yes No
If so, are you applying for a Special Occasion Permit from the LCBO for this
event?
Yes No
If yes, have you completed the SOP Municipally Significant Event
Application Form to obtain a LCBO Special Occasion Permit?
Yes No
Will alcohol be provided in a tent structure? Yes No
Whose name will the permit be in?
Raffles/Lotteries
Do you plan to have a lottery/raffle/bazaar or other form of gambling? Yes No
If so, have you contacted the Clerk’s Department to determine eligibility? Yes No
Garbage Services
Please provide the plan for the clean-up and removal of garbage and recyclables during and after your
event if your event will take place on municipal property.
Road Closures
Do you wish to close any streets or sidewalks for this event? Yes No
If yes, list all streets and sidewalks you would like closed.
If yes, have you indicated said streets/sidewalks on your Detailed Site Plan? Yes No
Please attach an additional sketch including the following:
• All streets and sidewalks (including cross streets) which will be closed or otherwise impacted
• Location of traffic routing and barricades, traffic cones, etc.
• Directional arrows showing the detour route around the event
• Location and types of signs directing detoured traffic
If a parade is involved, also include:
• Staging area, judging area and ending area
• Location of any bleachers, grandstands or related structures
• Directional arrows showing the parade route
Road Closures
Approvals will be subject to any construction that may be scheduled to take place at the time of the
event. The organizer takes full responsibility for the placement and removal of any barricades or pylons
in accordance with the agreed upon traffic plan.
For what period of time would these streets be closed?
From: (date)
(time)
am/pm
Until (date)
(time) am/pm
Do you require assistance from the OPP? Yes No
If yes, for what purpose?
Washrooms
Does your event require portable? Yes No
If so, have you designated their location on your Detailed Site Plan? Yes No
If you are having alcohol, have you increased the number of
washrooms accordingly?
Yes No N/A
How many portable washrooms have you booked for your event?
Amusement Rides
Are you having amusement rides at your event?
If so, please complete this section. (rollercoaster, revolving ride, air
bounces, etc)
Yes No
Please see the TSSA website for more information
Please provide the TSSA Amusement Device License No for the
current year from the company providing the device(s).
#:
Expiry:
Has the company providing the device(s) provided you with a proof
of their $2M liability insurance specific to the operation of
amusement rides?
Yes No
Have you attached a copy of their Certificate of Insurance to your permit
application?
Yes No
Company Contact Person:
Amusement Rides
Company/Organization Name:
Cell No: Tel (B):
Email:
Are you having pony rides at your event? If so, please complete
the following:
Yes No
Company Contact Person:
Company/Organization Name:
Cell No: Tel (B):
Email:
Has the company providing the device(s) provided you with a proof of $2M
liability insurance specific to pony/horse riding?
Yes No
Have you attached a copy of their Certificate of Insurance (Equine) to
your permit application?
Yes No
Are you having aerial flights/rides (i.e. helicopter, hot air balloon,
glider rides) at your event? If so, please complete the following:
Yes No
Provide details:
Company/Organization Name:
Cell No: Tel (B):
Email:
Has the company providing the device(s) provided you with a proof of $2M
liability insurance specific to the operation of aerial sightseeing?
Yes No
Have you attached a copy of their Certificate of Insurance (Aviation) to your
permit application?
Yes No
Other:
It is the responsibility of the Event Organizer to ensure that any operator of any aerial sightseeing
is fully licensed and complies with all Canadian Aviation Regulations.
Have you attached a copy of their Certificate of Insurance to your permit
application?
Yes No
Fireworks
Are you planning fireworks for your event? Yes No
Are you planning “display fireworks” or “family fireworks”
If you are having display fireworks, have you applied for a permit from
the Fire Chief of the Township?
Yes No N/A
Have you attached a copy of your Fireworks Permit to your
permit application?
Yes No
Signage
Are you planning signage for your event? Yes No
If so, have you designated sign locations on your Detailed Site Plan? Yes No
Who will be responsible for placing and removing the signs post event?
Cell No: Tel (B):
Promotion
Would you like your event to be promoted on the Township’s website
and social media?
Yes No
Note: Electrical Safety Authority Code Requirements
Under the provisions of the Ontario Electrical Safety Code, any electrical equipment installed in
Ontario, temporary or otherwise, must have an application for inspection. This includes all film,
television, live performance or event productions. Failure to comply could result in unsafe
working sites, production downtime and/or fines.
An application for electrical inspection must be filed, at least 48 hours prior to the production
set up with the ESA Customer Service Centre, 877-372-7233 / Fax 800-667-4278 or visit
https://esasafe.com/fees-and-forms/forms/
Special Event Indemnification and Waiver
Responsibilities and Acknowledgements
I agree to the following, as an applicant authorized by (organization)
• to apply for a Special Event Permit on its behalf: To ensure the physical setting is kept safe for participants and the
general public attending the event.
• If we become aware of a situation that could lead to injury or property damage, we will take immediate and decisive
action to prevent participants and the general public attending the event from engaging in activities or conduct that could
cause property damage or harm to themselves or others.
• In the event of an incident including but not limited to bodily injury to a participant/public/myself or damage to
Township owned property or third-party property, I, or my designate, will: call emergency services (911) when assistance
is required; advise the Township of the incident the next business day (CBS, 613-659-2415 ext. 228); and cooperate
with Township staff, police and investigating authorities, and any insurance companies involved.
• To use Township facilities and equipment provided, if applicable, in a manner consistent with its intended use and
application.
• To abide by the by-laws, rules, regulations, policies and procedures of The Corporation of the Township of Leeds
and the Thousand Islands.
• We understand that the issuance of a Special Event Permit in no way constitutes approval to engage in any unlawful
activity and hereby agree to conduct ourselves/organization in a manner that does not contravene any federal, provincial
or county law.
• We agree that this indemnity shall continue to be in full force and effect notwithstanding that the Special Event has
been completed.
• The Township shall not be held responsible for any financial losses sustained by the event or its organizers due to
suspension or termination of the permit.
Release of Waiver of Liability
I, the applicant, have the authority to sign on behalf of the organization for whom this application is made.
The undersigned applicant, hereby releases, waives and forever discharges the Township and its elected
representatives, officers, employees and agents from all liability to itself and its heirs, executors, administrators and
assigns for all loss or damage and any claims or demands for such loss or damage on account of injury to person or
damage to property for which the Township may be responsible in respect of the conduct of the said event.
Agreement to Indemnify and Hold Harmless
I, the applicant, have the authority to sign on behalf of the organization for whom this application is made.
The undersigned applicant agrees to save harmless and indemnify The Corporation of the Township of Leeds and the
Thousand Islands from all claims, demands, costs, expenses, in respect of death, injury, loss or damage; and that I shall
at all times indemnify and save harmless the Township from and against any and all manner of claims, demands, losses,
costs, charges, actions and other proceedings whatsoever made or brought against, suffered by, or imposed on the
Township as a result of the Event Organizer’s event.
Signature of Applicant Date of Signature
Consent to Collect, Use and Disclose Personal & Other Information
I certify that I am at least 18 years of age, I am a knowledgeable person
regarding the event*, and authorized to act on behalf of the organization
applying for the permit.
*A “knowledgeable person regarding the event” is defined as a person who is aware of the
procedures necessary and risks involved with organizing such events.
X
Signature of Applicant Date of Signature
Name of Applicant Contact Telephone
Personal information on this form is collected for the purposes of administration, management and
enforcement of the Township’s special event permits and applications. Personal information, along
with other information provided with this application, will be shared among authorized Township
staff for the purposes of administering and managing approvals and permits required for the
special event. Questions concerning this collection may be directed to the Clerk, Township of Leeds
and the Thousand Islands, 1233 Prince Street, P.O. box 280, Lansdowne, ON K0E 1L0 Telephone:
613-659-2415 ext 231. I certify that I have read the entire application form and am fully aware of
the terms and conditions and of my obligations created by it. I acknowledge that if all terms and
conditions are not fulfilled, any approvals received from The Corporation of the Township of Leeds
and the Thousand Islands for the event can be revoked or suspended and that The Corporation of
the Township of Leeds and the Thousand Islands shall not be held responsible for any financial
losses sustained by the event or its organizers due to suspension or termination of the permit.