Event Planning

Interested in hosting an event in Loyalist? Our event booking and application process has been designed to help hosts plan and execute safe and successful events for all to enjoy.

turquoise vintage car parked on street

Event types - where to start?

The following will help to determine the appropriate event approval process based on the event size or scope.

Facility or park space rentals only

If you simply wish to book park space, please complete the relevant permit sections in the application. Bookings will be handled by the Recreation Services Team.

Park Permit and Event Application Form

Events on or using municipal property

A small or large scale special event or parade taking place on Municipal property will go through the Special Events Office to get the appropriate permits. Please review the Application process for events below.

Events on private property

While events on private property do not need municipal approval, there may be components that do require municipal signoff, such as a temporary road closure, emergency services or installing a large tent. Contact us if you have any questions.

Application Process for events

Loyalist Township recognizes that every event is unique and requirements for a successful event will vary.

Step 1 Review the Planning Guide

We encourage event hosts to begin their planning process by reviewing the Planning Guide below. We have made every effort to create a comprehensive Guide that will answer questions one may have when planning an event.

Step 2 Submit an Event Application Form

Next, event hosts are required to submit an Event Application Form. The information you provide will help us identify the scale of your event and any additional permits, special permissions, and municipal by-laws that apply.

Step 3 Discuss details with staff

Upon submission of your Event Application Form, the Cultural Development Coordinator will contact you directly to discuss your event plans in more detail and assist you through the approval process.

Park Permit and Event Application Form

Application review and timelines

Depending on the scope and potential impacts of the event, our Events Review Panel may review your completed application and site plan. The Panel may ask for revisions of your application and supporting documents (Insurance, SOP, Noise Exemption, Permits and Fire Safety Plan etc.). A site visit may also be scheduled.

Every event is unique, and requirements will vary. Event hosts are encouraged to begin the planning process early and to submit an application a minimum of 90 days before the event date to ensure enough time to process approvals.

Event host responsibilities

Planning

The Event Host must provide proactive planning and ensure compliance with all requirements of the Township, before, throughout, and upon conclusion of the event.

Regulations

The Event Host is responsible for, and must adhere to, all Township, provincial, and federal regulations, bylaws, and legislation. The Event Host may be required to provide evidence, if asked, of all necessary licenses/permits required to operate the event.

Facility rentals and insurance

The Event Host must adhere to the Facility Rental Agreement and provide sufficient insurance coverage for the event. The Township encourages Event hosts to speak to their insurance provider regarding best-practices and recommendations for obtaining insurance coverage/certificates for additional components of the event.

Damage

The Event Host will be held responsible for any damage to any Township facilities or parks.

Clean-up

The Event Host is responsible for the clean-up of all permitted spaces as per the rental agreement. Loyalist Township will provide all normal maintenance services to its current routine standards.

Environmental impact

The Event Host is encouraged to promote environmental sustainability and active transportation to their event.

Parking

The Event Host is responsible for ensuring that there is sufficient parking for event attendees. This may include arranging off-site parking if there is no available parking on site and/or arranging shuttle service for off-site parking, if required.

Washrooms

All washrooms located in public parks are intended for transient use only. Event hosts are responsible for providing sufficient portable washrooms to accommodate event participants and anticipated attendees. Wheelchair accessible portable washrooms and hand wash sinks may be required, depending on the event and location. Event hosts may wish to consider the nature of the event, length of time and guest requirements when determining the number of portables needed.

Environmental sustainability

Loyalist Township is committed to undertaking local action on climate change. Learn more about the ResiLienT Loyalist Township Climate Action Plan and please consider environmental sustainability during your event planning process.

Need further assistance? Our team is here to help!

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.

Accessibility

Loyalist Township 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 to ensure they meet the requirements of the Accessibility for Ontarians with Disabilities Act (AODA).

Aerial sightseeing - helicopters or hot air balloons

All aerial sightseeing is subject to federal aviation laws. Operators must be fully licensed and compliant with all Canadian Aviation regulations.

Please note that liability insurance usually excludes helicopters and hot air balloons - a specific aircraft rider is required.

Alcohol

Alcohol is not permitted at any event unless proof of a valid liquor licence 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).

Outdoor events

For outdoor events to obtain an SOP, they need approval from the Municipality in the form of a Resolution of Council or a letter from the Clerk deeming the event to be of municipal significance. An application form to have your event designated as a Municipally Significant Event must be submitted.

Municipal Alcohol Policy

All licensed events must comply with the conditions of the Municipal Alcohol Policy which provides specific requirements for serving and consuming alcohol on or inside Municipal property.

Resources

Smart Serve Ontario

Amusement rides and inflatables

All amusement devices and air-supported structures must be in compliance with the provisions of the Technical Standards and Safety Authority.

All amusement devices and air-supported structures must be included in the site plan.

Additional fees may apply for special events involving amusement devices and/or air supported structures – especially if you choose to opt for insurance bought through Loyalist Township.(NEED TO CONFIRM THIS)

Event Hosts must provide the Township with:

a detailed list of devices and structures
a copy of manufacturer details for all structures including but not limited to size, weight, support safety features and tie downs where applicable
TSSA approvals for all devices and structures, where applicable
proof of WSIB certification, where applicable

All Amusement Devices and Air-Supported Structures must

be appropriately staffed at all times
not create trip hazards
meet all safety requirements as outlined in the TSSA guidelines
be anchored securely using weights (spiking is not permitted)

Animals

Any event that includes animals must be in compliance with KFL&A Public Health. This includes petting zoos, animal rides, and animal exhibits.

Pens, shelters , and operating areas of the animals must be included in the site plan.
Any damage caused by animals will be remediated at the Event Host's expense.

All dogs must be on a leash must be under control at all times. Dog waste must be collected and disposed of appropriately.

Only designated service animals are allowed inside any Municipal facilities.

Camping

Camping is not permitted on municipal property or private property not appropriately zoned to permit camping. Contact us to see if camping is permitted within the event location. An exemption may be applied for and will be considered on an individual basis.

Copyright is 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

Event hosts are encouraged to review the latest provincial public health measures and information to help develop a plan to protect workers, customers and the public from COVID-19.

Damages

The Event Host shall be solely and completely responsible for any and all damages resulting from the event. Damages will be assessed and communicated to the Event Host following a rental. The cost to repair any damages to park(s) and/or facilities will be the responsibility of the Event Host.

Drones

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

Emergency management

Event hosts must develop an event-specific Emergency Plan. An emergency or disaster may result from an accident, criminal act, force of nature, situations that affect lives or property or where the operation of the event has an impact on the public.

Your event's Emergency Plan should include the following:

Contact list: Contact details for your main and emergency contacts.
First aid: All events must have a fully stocked first aid kit at the event site. For larger events, you should consider having trained first aiders present.
Emergency access: You must have designated primary and secondary emergency access points on your site map.
Capacity: You should know how many people will be using the permitted space.
Fire: All public events located shall be designed with fire safety in mind, including the placement of fire extinguishers.
Extreme weather: You are responsible for tracking extreme weather conditions and communicating those conditions to event participants and attendees before and during the event.
For events on roadways: Events that take place on a road must ensure at least one lane, a minimum of 3 metres, remains clear of any temporary or permanent obstruction of any kind (tents, vendors, stages, rides, games, etc.) throughout the event to ensure emergency vehicles can fully access the site.
Evacuation: all plans for large scale events should include an evacuation plan with identified evacuation routes and areas.

Remember to share your Emergency Plan with your organizing team and volunteers. It is also a good idea to provide this information to all emergency services prior to your event so they have the information at hand.

Fees and cancellations

The cost of a rental will depend on the facility booked and the length of agreement. Please contact the Facility Clerk for more information.

Facility rental payments may be made at the WJ Henderson Recreation Centre located at 322 Amherst Drive, Amherstview where cash, cheque or debit will be accepted. Cheques must be made payable to "The Corporation of Loyalist Township”.
Cancellations and Refunds: The Township reserves the right to cancel any scheduled event in order to ensure public safety; or in the sole opinion of the Township, if the Event Host fails to comply with the requirements of the rental agreement, applicable by-laws, or for any other reason the Township deems appropriate.
Additional fees may be required depending on the nature and scope of the event.

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 the property of residents, 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 and campfires

Please refer to the Fireworks page for a breakdown of guidelines and requirements for a fireworks display.
Applications for permits for display fireworks must be made directly to the Fire Chief at the Loyalist Fire Department.
The permit holder will be responsible for any damage to property or any personal injuries resulting from a fireworks display.
Campfires are only permitted in urban areas in outdoor fireplaces with a spark screen.
Burn barrels are NEVER allowed.

Food and beverages

The KFL&A Health Unit requires event hosts and food vendors to submit details to them at least 10 business days prior to the start of the event. Please note that the Health Unit advises that their special events application form must be completed if food is being sold to participants. If food is free to participants or "free samples" hosts should still contact the Health Unit to provide event and contact details.

During the event, Public Health Inspectors may inspect food vendors to ensure safe food handling and to prevent any health hazards.

Resources

Grants and funding

Insurance

You must ensure that you 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 $2,000,000 with the Corporation of Loyalist Township named as an additional insured. If the event will include high risk activities or the service of alcohol, a higher sum insured of $5,000,000 will be required. Evidence of appropriate coverage must be provided prior to the event. Loyalist Township reserves the right to request a higher level of insurance coverage to ensure appropriate coverage has been obtained.

When listing the Municipality as an additional insured, please use the following: The Corporation of Loyalist Township, 263 Main Street, Odessa, Ontario K0H 2H0.

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).

Lottery, raffles, bingo, games of chance, gaming

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 the Clerk's Department. Licenses are only available for approved charitable organizations.

Marketing and Promotion

When your event is approved, please upload the details to our online calendar. we can also help promote your event via our social media channels.

Events with a tourism focus can also be cross promoted on the Lennox & Addington County website.

Noise exemption (sound amplification)

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

Please be mindful of the volume of your event and music and recognize that there are people who live in the area and neighbouring businesses.

Municipal By-law Enforcement Officers and the OPP will respond to noise complaints and hosts must comply with any Police or Municipal direction.

Parks and facilities

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

Parking and parking lots

The Event Host is responsible for considering the impact of their event to area parking and is encouraged to develop a parking plan.

Parking is allowed in designated areas only.

Parking is prohibited on grass or in park areas.
Damage to fields, parks or other green spaces will be remediated at the expense of the Event Host.

Event Hosts are responsible for ensuring there is sufficient parking, signage is effective and parking enforcement is arranged.

Arranging off-site parking and shuttle services to the event if needed, is the responsibility of the Event Host.

Pet dogs

To provide a safe and clean environment for all to enjoy, dogs are not allowed to be off-leash on any Municipal property and must be under control at all times. Poop and Scoop practices shall always be followed.

Only designated service animals are allowed inside any Municipal facilities.

Parades, procession, run, walk, bike, triathlon

If you are interested in temporarily occupying or closing a Municipal road to hold an event such as a run, walk, bike ride, triathlon, etc. you will need to submit a Temporary Road Closure Request.

Police services

Depending on the scope and potential impacts of the event, support and approval from the Lennox & Addington OPP may be required. In some cases, the Event Host may be required to hire paid-duty police officers.

The Community Development Coordinator will work with Event Hosts to determine this need and when applicable, support the Event Host through the process.

Portable washrooms and sanitation

You are responsible for providing sufficient washrooms and hand washing stations for your event, with considerations for accessibility. You will wish to consider the nature of your event, duration, guest requirements when determining how many you will need. Please note that if alcohol service is planned, you will need more washrooms.

Post-event report

To help us gain insights and improve our processes, we request that event hosts submit a post-event report to us within four weeks of your event if taking place on Municipal property.

Road closures

Events requiring a road closure will require a Temporary Road Closure Permit. We need enough time to review the request, coordinate detour services with emergency services and request advance warning signage. Further restrictions and requirements may be imposed by MTO or the County of Lennox & Addington if any of their roads are impacted by the event, particularly if affected roads are expected to carry unusual traffic volumes. Once approved, no changes can be made without consulting Municipal staff.

Closing a road for an event is complex and the process involves many staff approvals with public safety always a priority. The Township has an obligation to ensure that the rest of the public can safely keep moving or operating while various events are taking place.

Kingston Transit Route #10 operates on a fixed route throughout Amherstview and the western part of the City of Kingston. hosts should strive to minimize any impact on the bus service.

Staking of digging (locates)

If your tent(s) or structures (inflatables, amusement rides, sign installations) require stakes, utility locates must be arranged and approved by the Municipality.

Please note that costs associated with utility locates will be the responsibility of the Event Host. Any penalties or charges resulting from damage to any underground utilities as a result of unapproved staking, spiking, or digging are the responsibility of the Event Host.

For more information or to book locates, please contact our staff.

Signage

Event hosts should be aware that it is generally not acceptable to fix banners and signage to utility poles without express written permission. Banners and event signage should never be attached to, nor placed such that they obscure roadway signage. The Municipality has a Sign By-law 2002-002, that regulates the location and size of signs within the community and permits are required for many signs including the large roadside ones.

Site map

Please provide a detailed site drawing illustrating all physical objects:

Event name, date, location(s)
North direction
Approximate size and scale of the event space
Location of all activity zones (i.e. stage, food vendors)
Location of any fire extinguishers
Location of primary and secondary (emergency) access points
Location of all roads/trails/routes used for the procession
Location and size of all temporary infrastructure (i.e. tents, fencing, portable washrooms, First Aid stations, garbage disposal/pick up location)
Location of any hazardous material - fuel storage, propane etc
Location of any generators or other electrical sources
Legend to determine symbols or icons on the plan

Smoking

The Province of Ontario has made it illegal to smoke in public outdoor spaces with the Smoke Free Ontario Act, including around all children’s playgrounds/sporting areas and public areas that fall within 20m of those spaces. This legislation also applies to all public events being staged on Loyalist Township owned or leased properties and includes all elements of an event such as beer tents, midways, concessions etc. In addition, Loyalist Township has enacted a Smoking by-law to prohibit smoking tobacco at any municipally owned and municipally operated facility.

Tents and temporary structures

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

If your event set-up includes a tent larger than 10’ x 10’ (10m² ), you may need a Building Permit. Any other structure or stage larger than 10m² will require a Building Permit. The Chief Building Official will determine if a building permit and/or engineering report is required.

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

All tents must have flame retardant tags affixed. Tags must be legible for inspection by the Chief Building Official and Fire Chief. A site inspection will be arranged prior to your event opening to the public.

Our staff will arrange consultation with the Chief Building Official for any Event Host considering the installation of stages or elevated platforms to review any applicable building code and accessibility requirements.

Use of parks and facilities

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

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

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.

Locates

Underground utilities (including hydro, gas, or irrigation lines) may be buried below the surface of municipal property. If an event requires the installation of any object that penetrates the ground, approval from the Municipality must be granted and utility locates (the marking of underground utilities) are required. Costs associated with conducting utility locates will be the responsibility of the Event Host. 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 Host.

For more information or to book locates, please contact our staff.

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 Host.

Food vendors will be required to notify the Event Organizer and the KFL&A Health Unit (see Food and beverages).

Volunteers

Volunteers are vital to the success of any special event. Some time spent on clarifying their roles and responsibilities and any communication, emergency, and security procedures that are in place will be invaluable.

Resources

Waterfront restrictions

Loyalist has two water intakes for the water treatment plants in Bath and Amherstview. This means certain safeguards must be observed without exception when events are planned in close proximity to this critical infrastructure.

Because the Bath water intake is close to the Fairfield-Gutzeit dock, there are stringent boating/marine restrictions, particularly with bilge water, fuel or oil, which if breached may result in an immediate event cancellation.

Regardless of where an event takes place, no unauthorized vehicles will be permitted to park in the driveways or access lane of any Utilities facility or structure. Vehicles in violation will be towed at the expense of the owner.

Please note the following parks have restrictions because of utilities structures:

Island View Park, Amherstview
Lakeview Park, Amherstview
Centennial Park South, Bath
Centennial Park North, Bath

Waste management

As an Event Host, you are responsible for the clean-up of your event site. Regular pickup of waste containers is expected in order to ensure a sanitary environment. The Event Host is expected to ensure waste containers are emptied often enough during the event to avoid overflowing. 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 be charged on a cost-recovery basis.

Resources

Forms

Useful links

Loyalist Township Community Calendar
AGCO-Special Occasion Permits
St. John's Ambulance Event First Aid Coverage
esasafe.com (electrical permits)
SOCAN (music licensing)
Entandem (music licensing)
ACF Films (film licensing)
Re:Sound (music licensing)
TSSA (Technical Standards & Safety Authority for amusement rides and inflatables)

Additional helpful resources

We love events

Festivals and events contribute to the cultural life of Loyalist Township 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 Loyalist and look forward to hearing your ideas.

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 confirm and discuss next steps.

Loyalist Township reserves all final decision-making authority with respect to considering, granting, issuing, or terminating an event permit at any time.

Loyalist Township 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.

Volunteers are integral to the success of any special event. Spending time on planning a ‘Volunteer Management Model’ can be beneficial for the volunteers and their supervisors. It is important that your volunteers are provided with any pre-event training including clarifying roles and responsibilities and any communication, emergency, and security procedures that are in place. It is also important to document any training provided including names of trainers, trainees, date, time, and topic.

More information about volunteers and the management of volunteers may be found on the Volunteer websites such as the Ontario Volunteer Centre Network or Volunteer Canada