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DEPARTMENT OF LEISURE

SERVICES

Special Events Manual

Review/Revised April 21, 2010

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DEPARTMENT OF LEISURE SERVICES
Special Events Manual
Table of Contents

1. Introduction – Welcome

2. Department of Leisure Services

- Department of Leisure Services Contact Information


- Special Events Organizational Structure
- Department of Leisure Services – After Hours Contact Information
- General Information – Leisure Services

3. Municipal Events

A. Special Events Policy


- Definition of Special Events Categories
- Risk Management
- Roles and Responsibilities

B. Planning
- Developing an Action Plan
- Developing a Budget
- Meeting Frequency
- Documentation

C. Amusement Rides
- Amusement Rides Information

D. Promotion
- Advertising
- Personal Selling
- Incentives
- Publicity
- Web Advertising
- Extra Information
- Street Banners

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E. Volunteers
- Planning a Special Event
- Development & Design Responsibilities
- Recruitment
- Screening & Interviewing Candidates
- Orientation & Training of Volunteers
- Supervising Volunteers
- Motivating & Recognizing Volunteers
- Evaluating Volunteers

F. Sponsorship
- Overview
- Site Contact Information
- Extra Information
- Booking a Facility or Hall

G. First Aid Services


- First Aid Services Information

H. Security
- Security Information

I. On Site Meeting
- On Site Meeting Information

4. Community Assisted/Facilitated Events

(Includes subsections A-I plus the following)

J. Site
- Overview
- Site Contact Information
- Extra Information
- Booking a Facility of Hall

K. Insurance
- Insurance Information

L. Alcohol Licensing
- Alcohol Information
- Special Occasions Permit
- Smart Serve

5. Special Events By Law

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DEPARTMENT OF LEISURE SERVICES

WELCOME

SECTION 1

Welcome to the Town of Bradford West Gwillimbury, Department of Leisure Services. As a staff &/or
volunteer person you are a member of a highly qualified, professional events team. We anticipate
that your term of employment will be a successful one.

The Town of Bradford West Gwillimbury recognizes the importance that special events can
play in our community. The purpose of events in the Town of Bradford West Gwillimbury is:

 Contributing to Bradford West Gwillimbury’s quality of life, local community economic


development and community identity.
 These events are made possible by the invaluable service of many volunteers, community
groups, sponsors and service groups that contribute their support and skills to the
enhancement of events in our community.
 To provide volunteer opportunities in an event setting for residents of the Town of Bradford
West Gwillimbury.

This manual, along with orientations and ongoing training, will provide you with important information
regarding the policies and procedures necessary for fulfilling the requirements of your position on the
event team.
You are responsible for being familiar with the contents of this manual. If clarification is required,
direct your questions and inquiries to the Recreation & Events Programmer.

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DEPARTMENT OF LEISURE SERVICES

CONTACT INFORMATION

SECTION 2

Leisure Services – General Inquires 905-775-5359, ext. 5100


905-775-2162, ext. 5200
recreation@townofbwg.com
facilities@townofbwg.com

Director – Tom Graham 905-775-5359 ext. 5301


tgraham@townofbwg.com

Manager of Recreation – Nick Warman 905-775-5359 ext. 5101


(Cell) 905-955-2395
nwarman@townofbwg.com

Recreation Coordinator- Nancy Shortill Thatcher 905-775-5359, ext. 5103


(Cell) 905-953-6376
nthatcher@townofbwg.com

Recreation & Events Programmer – Joe Lotto 905-775-5359, ext. 5102


(Cell) 905-953-6826
jlotto@townofbwg.com

Manager of Facilities, Parks & Cemeteries 905-775-2162. ext. 5201


Mike O’Hare (Cell) 905-953-6375
mohare@townofbwg.com

Supervisor of Facilities – Bob Johnson 905-775-2162 ext. 5203


(Cell) 905-955-6300
bjohnson@townofbwg.com

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DEPARTMENT OF LEISURE SERVICE

SPECIAL EVENTS ORGANIZATIONAL STRUCTURE

SECTION 2

Manager of Recreation
(Nick Warman)

Recreation & Events Programmer


(Joe Lotto)

Assistant Recreation & Events Programmer


(Co-op/Summer Student)

Recreation Coordinator
(Nancy Shortill-Thatcher)

Administrative Assistant
(Heather Polsinello)

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DEPARTMENT OF LEISURE SERVICES

AFTER HOURS CONTACT INFORMATION

SECTION 2

Leisure Services office hours are 8:30 a.m. – 4:30 p.m., Monday to Friday.

After our office closes, if you run into a challenge/problem with a town facility, contact the Department
of Leisure Services after hours contact cell phone number and they will be able to assist you.
If there is any other problems/emergency, please call Joe, Nancy or Nick.

Department of Leisure Services


After hours contact number cell: (905) 953-6379

Nancy Shortill Thatcher home: (705) 325-6952


cell: (905) 953-6376
email: nthatcher@townofbwg.com
office: (905) 775-5359, ext. 5103

Joe Lotto home: (905) 775-1671


cell: (905) 836-3560
cell: (905) 953-6826
email: jlotto@townofbwg.com
office: (905) 775-5359, ext. 5102

Nick Warman home: (905) 775-0300


cell: (905) 955-2395
email: nwarman@townofbwg.com
office: (905) 775-5359, ext. 5101

Department of Leisure Services office: (905) 775-5359, ext 5100


fax: (905) 775-6873 or 778-0212
email: recreation@townofbwg.com

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GENERAL INFORMATION

LEISURE GUIDE

SECTION 2

The Leisure Guide is distributed to the community twice per year. This includes a Fall/Winter Leisure

Guide that is distributed in August and a Spring/Summer Leisure Guide distributed in February. The

Guide can also be picked up from town departments.

The Leisure Guide is also included on the town website at

www.town.bradfordwestgwillimbury.on.ca. From the home page simply click on Leisure Guide.

Supplemental flyers for programs and events are distributed through the schools on a seasonal basis.

Program information is also included in the town page in the Town of Bradford West Gwillimbury

Times. The Department also emails information on a seasonal basis to our program participants.

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DEPARTMENT OF LEISURE SERVICES

MUNICIPAL EVENTS

SECTION 3

A. SPECIAL EVENTS POLICY

1. DEFINITION OF SPECIAL EVENT CATEGORIES

A. TOWN OF BWG DIRECTLY SANCTIONED EVENTS

Mayor’s Levee Skate


Winterfest
Easter Egg Event
Community Clean Up Day
Marsh Mash
Trails Day/Mayor’s Hike for Health
Canada Day
Carrot Fest
Santa Claus Parade
Celebrate Christmas
Other events directly sanctioned by the Municipality (e.g. Grand Openings, park, facilities, etc.)

 Advisory Committees affiliated with the Town of Bradford West Gwillimbury may be involved
with a special event, either ongoing or one-time events. Town staff may also from time to
time be asked to directly organize a special event, e.g. grand opening of a new facility, park.

Characteristics of this type of event


o Town Staff are primarily responsible for the event, but may work with a volunteer
committee
o Budget for this event is already included in the Department’s Operating Budget Plan
o The Town of Bradford West Gwillimbury is acknowledged in all advertising and other
publications for their support.

Municipal Supports Provided


o Free use of Town meeting rooms for committee meetings and events
o Staff liaison (Recreation & Events Programmer) for committee development
issues/training
o Staff liaison (Recreation & Events Programmer) for bookings, site lay-out, day of the
event
o Liability insurance for volunteers
o Photocopying, postage, equipment provided

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B. TOWN OF BWG AFFILIATED EVENTS

Lupus Walk a Block


Cystic Fibrosis Run/Walk
Migrant Workers Day
Terry Fox Run
Olympic Torch Relay
Mom to Mom Sale
Soup Fest
Remembrance Day Parade

 A volunteer committee organizes a Town wide special event, with support from the Town of
Bradford West Gwillimbury’s Recreation & Events Programmer. The event may be free of
charge or there may be a participation fee.

Characteristics of this model


o A formal committee/board is established/Terms of Reference are developed
o Minutes of meetings are completed and circulated
o Bank account/financial statements are established
o Risk management plan presented to Town staff for approval
o The Town of Bradford West Gwillimbury is acknowledged in all advertising and other
publications for their support

Municipal Supports Provided


o Free use of city meeting rooms for committee meetings, parks, arenas
o Staff liaison (Recreation & Events Programmer) for committee development
issues/training
o Staff liaison (Recreation & Events Programmer) for bookings, site lay-out, day of the
event
o Liability insurance for volunteers
o Photocopying, mailings, (to a maximum of $1,000 per event)
o Use of City’s special event equipment

Mailing Address: Town of Bradford West Gwillimbury


Department of Leisure Services
P.O. Box 251, 125 Simcoe Road,
Bradford, ON L3Z 2A8

Recreation & Events Programmer


Joe Lotto (905) 775-5359 x5102
Email: jlotto@townofbwg.com

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2. RISK MANAGEMENT
Any special event is required to comply by the following risk management policies:
• Municipal Alcohol Risk Management Policy
• Emergency Services approval, including Fire, Police, EMS
• Simcoe Muskoka Health Unit approval
• Planning & Building Department approval
• Town Council approval
• Public Fireworks Display – “Explosives Act” and Explosives Regulations”
• Adequate insurance coverage
• Hydro inspections
• Noise By-law
• Fire Permits
• Municipal Inclusion and Access Policy

Details for compliance with the above risk management policies are included in the Leisure Services
Department Special Events Manual.

3. ROLES AND RESPONSIBILITIES

The responsibility for a safe, well-managed special event is the responsibility of the organizing
committee and the municipality. The role of the municipality is to support the special events
volunteers/committee in their venture through a variety of means. Town staff will have the final
approval for risk management issues related to the event. Within the parameters of this policy, the
volunteers/committee have autonomy to determine the details of the event planning.

Town staff are not members of the special event committee and do not take a direct role in the event
planning (e.g. committee), nor the implementation of the event. Town staff will be present at the event
to ensure that risk management issues are addressed.

Role of Recreation & Events Programmer/Co-op student on Town Affiliated Events


􀂃 Primary liaison to the committee; facilitator of committee development (attending meetings as
required)
􀂃 Assists the committee with Special Event grant applications
􀂃 Assists in co-ordination with other Town departments
􀂃 Assists in recruitment of volunteers
􀂃 Assistance on day of event in regards to risk management
􀂃 Responsible for completion of special events checklist for group
􀂃 On-site supervision on day of event

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Appendix 1
SPECIAL EVENTS TIMELINE

12 months before event


• Determine the purpose of the event. (Fundraiser or donor development)
• Establish a theme for the event
• Establish the BUDGET: expenses and revenue
• Fill out potential Grant Applications (i.e. Celebrate Ontario)
Schedule timeline:
• Create a timeline highlighting the important aspects of the event
• Determine absolute deadlines and plan accordingly to achieve them.
Determine Where and When
• Establish location, time & date (this is vital to the planning)
• Book venue: make deposits and sign contracts if necessary

9 months before event


• Establish if any street closures and contact the Recreation & Events Programmer
Individual committees begin to plan the details of each area and adhere to budget
constraints
Determine flow and timing of event
Determine volunteers needed
Brainstorm ideas for new and unique experiences
Determine amount of time available for entertainment before or during the
event.
Determine use of band
 Identify band
 Check availability
 Book ASAP (Some bands require a deposit)
- Speaker/Master of Ceremonies
 Identify personality
 Check availability
 Book ASAP
 Start drafting script
- Finalize all deadlines
 Begin sponsorship solicitations
• Mail packets and meet potential sponsors in person
• Follow-up bi-weekly until you get an answer

6 to 7 months before the event


 Begin monthly meetings (Keep this a standing date to insure attendance.)
 Reconcile Budget
• Go over budget keeping close tabs on what is being spent
 Continue with sponsorship solicitations
 Start to collect sponsor logos for use in P.R. and signage
 Ask sponsors to participate in volunteering for event
 Write press releases
• Continue to hold monthly committee meetings
• Include Date, Time, Location, name of organization holding event,
volunteer

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 groups involved, purpose of event, celebrities involved, contact information, sponsors
 Items such as cars, trips, art, etc. usually require formal requests

5 months before the event


• Event Chair(s)
• Send letter with benefits of early purchase if necessary
• If you plan to list on invitation, be sure to list a deadline for printing purposes
 Continue to hold monthly committee meetings
• Go over budget keeping close tabs on what is being spent
 Fax press releases to all newspapers, radio stations & T.V. stations
 Mail second invoices to corporate sponsors (if necessary)

4 months before event


 Visit event venue
 Contact Insurance company for a Certificate of Insurance
 Continue holding monthly committee meetings
• Go over budget keeping close tabs on what is being spent
 Report your progress to sponsors

3 months before event


 Start bi-weekly Committee meetings
• Go over budget keeping close tabs on what is being spent
 Fax second round of press releases
 Report progress to sponsors
 Get volunteers committed for the day of the event
 Clarify any parking issues that might be attached to using the venue
 Final considerations
• Sound systems
• Transporting heavy objects
• Get all information for publication of the program

2 months before the event


 Continue with bi-weekly committee meetings
• Go over budget keeping close tabs on what is being spent
 Book First Aid Services, security for event
 Confirm entertainment and submit Amusement Ride License, if applicable.

1 month to 2 weeks before the event


 Reconcile budget
 Volunteer coordinator should meet with Recreation & Events Programmer to determine
needs
 Reconcile Budget
 Book on Site Meeting (at 3 weeks prior); have on site meeting 2 weeks prior to event.
 Start to design signs for sponsors
• Be sure to use the most updated logo
 Report progress to sponsors
 Send another round of press releases
• Be sure to get local society reporters to cover the event

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The week of the event
 Confirm volunteers - tell them where to be and when
 Confirm entertainment
 Confirm arrival times
 Generate checks for entertainment if required
• Emcee
• Entertainment
• Volunteers

Day before the event


 Deliver signage to event site (any other items that can be delivered early should arrive in
 the late afternoon)
 Be sure all necessary sound equipment is delivered early on the day before the event in
case
 of problems

Day of the event


 Arrive for set up
 Work in shifts
 Be sure all aspects are in place before leaving to get ready
 Have volunteer coordinator lead his/her troops
 Keep timeline close at hand all evening to check the status
 Have feature entertainment and speakers in place 20 minutes before you need them

Post-event follow up
Take time to evaluate your event especially if you plan to repeat it! Don't forget one of the most
important aspects of your event: saying "Thank you" to everyone that participated in the event.
 Reconcile budget
• Collect any outstanding money or pledges
• Mail or deliver all expenses from event
 Send thank you notes to all that helped/assisted
 Send a report to all sponsors with a thank you
• Consider having a follow-up thank you party for everyone who
participated
 Send follow-up communications to all special guests encouraging them to continue to
 support the organization
 Collect all articles and press clippings
• Discuss all successes and challenges of event (evaluate event)
• Offer suggestions to remedy problems
• Offer explanations as to why certain things did and did not work
• Evaluate whether the event served its purpose
• Decide whether you would do the event again
 Save all notes and compile a notebook for reference to future chairs
• Include all budget to actual information
• Include receipts
• Include planning notes from each committee chair
• Include all press releases
• Include sample letters sent to sponsors

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DEPARTMENT OF LEISURE SERVICES

MUNICIPAL EVENTS

SECTION 3

B. PLANNING
OVERVIEW:
􀂃 Planning a special event can be stressful and time consuming. Budgets
go wrong, permits are handed in late and committee members may not
complete their assigned tasks. These occurrences are due to improper
planning and can be avoided! It is important that your committee
thoroughly plans your event to avoid last minute problems.

YOUR RESPONSIBILITY:
􀂃 Be organized and plan ahead so that set backs won’t actually set you back
􀂃 Follow the appropriate steps to planning a special event

STEPS TO PLANNING A SPECIAL EVENT:


Planning a special event takes organization and hard work. The next couple of
pages outline key steps that will help you plan your special event efficiently and
effectively.
1. Develop Action Plans
2. Develop a Budget
3. Meet Regularly & Document Your Meetings

1. Develop an Action Plan


What is an Action Plan?
􀂃 A “blueprint” for the special event, outlining every detailed step needed
from beginning to end
􀂃 Important for establishing as many people, details and steps that go
into a special event
􀂃 Useful for volunteer recruitment, as it provides a clear idea of the tasks
that need to be accomplished
􀂃 Should be reviewed and adjusted constantly
􀂃 Acts as a “to do” list for staff/volunteers in order to be prepared for meetings
and completing their responsibilities
􀂃 The Recreation & Events Programmer should always refer back to Action Plan and include it
on every agenda to make sure the group is on schedule.
Tips to Preparing an Action Plan:
􀂃 Determine the objectives of your committee.
􀂃 Determine the steps needed to achieve these goals.
􀂃 Determine how much time is needed to meet these objectives.
􀂃 Complete a table similar to the table below.
􀂃 Assign action responsibilities and timelines to individuals.

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2. Develop a Budget
To run any event you need to have a budget or financial plan. The budget is
dictated by an organization’s financial situation and has a direct impact on the
type of event being planned.
What is a Budget?
􀂃 A spending guideline for your festival.

Tips to Preparing a Budget:


􀂃 Base your budget on actual figures from other similar activities. For
example, if a sound system was rented last year at $250 dollars, then you
could be fairly safe using a similar figure if you need the same system for
your event. If your event has already gone through at least one year, you
can use actual figures from your last year’s event. You can also contact
potential suppliers for cost estimates.
􀂃 Allow for surprise expenses/revenues or inaccurate estimates

4. Meet Regularly & Document Your Meetings


Once event is established, and an action plan and budget is developed, you
are well on your way to planning a great festival! However, you can’t stop there.
To maintain communication and to ensure that tasks are being completed, you
must meet regularly and document what is discussed. This documentation is
often referred to as the minutes.

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DEPARTMENT OF LEISURE SERVICES

MUNICIPAL EVENTS

SECTION 3

C. AMUSEMENT RIDES & ENTERTAINMENT


Contact Information:
􀂃 Technical Standards & Safety Authority
1.877.682.8772
www.tssa.org

Due Date:
Two months prior to your event

OVERVIEW:
􀂃 Amusement devices such as go-karts, roller coasters, Ferris wheels and
water slides are regulated under the Technical Standards & Safety
Authority (TSSA) Act. Licensees (amusement ride business owners) are
also licensed and monitored under this Act. It is a requirement that
these devices are inspected before initial licensing to ensure compliance
with safety standards and that its design is registered. For each
individual amusement device, a permit is issued and must be renewed
annually. For more information, contact TSSA for more information
regarding specific amusement rides and their requirements
􀂃 Prior to operation in Ontario, all amusement rides require (in accordance
with TSSA):
o A valid TSSA (Technical Safety Standards Authority) Ontario
Amusement Device License
o A valid TSSA Ontario Device Permit (stamped permit)
o An inspection by TSSA
o Liability insurance for $2,000,000 (co-insured with the Town of Bradford West Gwillimbury). Please
provide a copy of the insurance to the Town of Bradford West Gwillimbury
o Sufficient trained staff to operate the device
􀂃 In order to obtain an Amusement Ride Approval in Bradford West Gwillimbury, three
items must be submitted to the Leisure Services Department.
They include:
o Certificate of Insurance
o Copies of all ride inspection (Ontario Amusement Device Permit)
o Copy of their Ontario Amusement Device License

YOUR RESPONSIBILITY:
􀂃 Follow the proper procedures of obtaining a Amusement Ride Approval
􀂃 Ensure that all of the proper documents are available from the amusement ride company
􀂃 Cover the costs of an Amusement Ride Approval (if applicable).

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STEPS TO OBTAINING AN AMUSEMENT RIDE APPROVAL:
1. Two months prior to your event, contact Council to determine whether you need to obtain an
Amusement Ride approval for your event.
2. If you have to obtain an Amusement Ride Approval for your special event, contact the amusement
ride company and request the following items:
􀂃 Certificate of Insurance.
􀂃 Copies of all ride inspection (Ontario Amusement Device Permit).
􀂃 Copy of their Ontario Amusement Device License.
3. Post the Amusement Ride Approval outside of the venue on the day of
the event.

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Appendix 2
Sample

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Appendix 3

AMUSEMENT RIDE SUPPLIERS


Campbell Amusement Ltd.
Box 1717 – Station “A”
Brantford, ON N3T 5V7
Toronto, ON M6M 3E4
Ph: 519.752.0402
Fax: 905.523.9284 Passive Adventures Ltd.
Contact: Tom Cox – Office Manager 1210 Sheppard Ave. E, Suite 308
campbellamusements@sympatico.ca Toronto, ON M2K 1E3
Ph: 416.260.7103
Checkers Fun Factory Inc. Fax: 416.260.7121
1063 King St. West Contact: Bill Bennett
Hamilton, ON L8S 4S3 info@passiveadventures.com
Ph: 905.526.8742 Gym jump, leap of faith, climbing wall, games,
Fax: 519.56.2400 catering, event plan.
Contact: Bob Hawkins
Superior Events Group Inc.
185 Limestone Cr.
inflatable rides and games Toronto, ON M3J 2R1
food machines Ph: 416.249.4000
Toll: 1.868.335.5632
Blackrock Climbers Fax: 416.241.4108
644 Central Park Blvd., North, info@superiorevents.ca
Oshawa, ON L1G 6A6 www.superiorevents.ca
Ph: 905.720.0865 Inflatable & interactive amusement production
Contact: Brent & Susie Brathwaite company
info@blackrockclimbers.com
Portable climbing walls Party Tyme Treats & Amusements
3772 Grenfel Rd
RR#2 Barrie, ON L4M 4S4
Ph: 705.739.1396
14 – 4218 Lawrence Ave, E., Contact: Diane Matys
Suite 274, partytymetreats@bellnet.ca
Toronto, ON M1E 4X9 Inflatable rides, interactive amusements,
Ph: 416.201.0714 carnival games, food machines
Fax: 416.201.0714
Contact: Manager
funlandoutdooramusements@hotmail.com
Ride and game trailers.

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handsonent@rogers.com
CLOWNS / SANTA CLAUSES /
ANIMAL ENTERTAINERS SPECIAL EVENT CHARACTERS
Wagon Rides Marvel Characters Appearance Program
John Hodgson Company
2294 10th Sideroad, RR#! Lauren Mandel
Bradford, ON L3Z 2A4 145 Franklin Turnpike, Suite 115
Ph: 905.775.7218 Ramsey, New Jersey 07446
Cell: 905.830.8135 Ph: 201.818.9400
Wagon rides Fax: 201.818.0197
general@marvelappearance.com
Lean on Me Petting Zoo www.marvelappearance.com
Earl Green
833 Elmwood Ave., RR#2 Chuckles the Clown
Keswick, ON L4P 3E9 Jean McNair
Ph: 705.308.0667 3203 5th Line
leanonme.pettingzoo@hotmail.com Bradford, ON L3Z 2A4
Ph: 905.775.1748
Winterdance Dogsled Tours Balloon art
Box 631,
Haliburton, ON K0M 1S0 Santa Claus/Special Event Characters
Ph: 705.457.5281 Hands On Entertainment
winterdance@halhinet.on.ca David McKee
www.winterdance.com 57 Brantwood Park Rd.
Brantford, ON N3P 1E8
South Simcoe Police Dog Ph: 519.752.4919
PC Matt Tomlin Fax: 519.759.2533
81 Melbourne Drive, Special announcements, opening
Bradford, ON L3Z 1M2 ceremonies, proclamations, head table
Ph: 905.775.3311 introduced, birthdays, anniversaries,weddings,
www.southsimcoepolice.on.ca attention getting, character portrayals,
master of ceremonies
Ontario Dockdogs
2150 Meadowvale Blvd., Koo Koo the Clown
Mississauga, ON L5N 6R6 Hands On Entertainment
Contact: Erin Braybrook – President Tony Walfaardt
Ph: 905.858.3060 x243 6 Mint Leaf Blvd.,
Fax: 905.818.0640 Brampton, ON L6R 2K4
erin@ontariodockdogs.com Ph: 905.799.8292
www.ontariodockdogs.com Fax: 905.799.8293
handsonent@rogers.com
CARICATURIST www.handsonent.com

Caroline the Caricaturist


Hands On Entertainment
Tony Walfaardt
6 Mint Leaf Blvd.,
Brampton, ON L6R 2K4
Ph: 905.799.8292
Fax: 905.799.8293

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www.hartentertainment.com
RENTALS Zero Gravity Circus
970 Queen St. E., P.O. Box 98056
Toronto, ON M4M 1J8
Bradford Rental
Ph: 416.469.1440
192 Bridge Street,
Fax: 416.469.6710
Bradford, ON L3Z 3H2
Contact: Svava Stefanson
Ph: 905.775.7101
info@zerogravitycircus.com
Fax: 905-775-4089
www.zerogravitycircus.com
Biggun Amusements & Rentals
Sphere Entertainment
Ph: 877.873.9166
1397 Danforth Ave., Suite 2A,
905.429.1013
Toronto, ON M4J 1N2
info@biggun.ca
Ph: 416.461.1844
www.biggun.ca
Fax: 416.778.4016
Contact: Patricia Silver – President
ENTERTAINMENT & pat@spherentertainment.com
ENTERTAINMENT AGENCIES www.sphereentertainment.com

Hands On Entertainment Jagger Sports Co.


Tony Walfaardt 5060 Notre Dame West,
6 Mint Leaf Blvd., Montrreal, QC H4C 1T1
Brampton, ON L6R 2K4 Toll: 1.877.841.6680
Ph: 905.799.8292 Ph: 514.933.6377
Fax: 905.799.8293 Fax: 514.933.5037
handsonent@rogers.com Contact: Dylan Vanier – Marketing Director
info@jaggerco.com
Adam Swaye www.jaggerco.com
757 Sheppard Ave. W., Suite 14
Toronto, ON M3H 2S9 Ken Jen Animal Stars, Petting Zoo &
Ph: 416.545.0741 Celebrity Pig
Fax: 416.483.9993 P.O. Box 173,
adamswaye@rogers.com Oshawa, ON L1H 7L1
www.adamswaye.com Ph: 905.655.3451
Fax: 905.655.7129
Arato Entertainment & Events Inc. Contact: Ken Lasalle – Owner
90c Centurian Dr., Unit 6 kenjenzoo@porchlight.ca
Markham, ON L3R 8C5 www.kenjenzoo.com
Ph: 905.477.9926
Fax: 905.477.7758 Cindy Cook (from the Polka Dot Door)
Contact: Debbie Arato, CSEP 45 Dunfield Ave., #1601,
debbie@aratoevents.com Toronto, ON m4s 2h4
www.aratoevents.com Ph: 416.487.2225
Contact: Cindy Cook – Performer/Producer
Hart Entertainment cindy@cindy-cook.com
41 Gurney Cres., www.cindy-cook.com
Toronto, ON M6B 1S9
Ph: 416.762.2200
Fax: 416.762.8180
Contact: Phil Hart
phil@hartentertainment.com

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Circus Jonathan Doug The Great
345 Bain Ave., 9 Uplands Dr.
Toronto, ON M4J 1B9 Brantford, ON N3R 6H5
Ph: 416.406.5587 Ph: 519.756.2984
Fax: 416.406.6524 Fax: 519.756.2984 (call prior to faxing)
Contact: Jonathan Seglins Contact: Katie Hunt – Manager/Artist
circusj@total.net katie@katiethegreat.com
www.circusjonathan.com www.dougthegreat.com
Choose from 15 costumed stilt characters. On
The Bandaloni Show his feet Doug is a versatile family entertainer,
136 Greenbrook Drive, highlighting magic, comedy and juggling
Kitchener, ON N2M 4J6 skills.
Ph: 519.513.9997
info@bandaloni.com Enoph
www.bandaloni.com Unit # 2 - 1010 Polytek St.
Ottawa, Ontario K1J 9H8
The Lumberjack Company Ph: 613.860.8606
20 Millbridge Crescent Toll: 866.My Enoph (693.6674)
Fonthill, ON L0S 1E1 mike@enoph.com
Ph: 905.892.1660 brett@enoph.com
Cell: 905.328.9742 www.enoph.com
Contact: Bill Deba Fun hand on science experiment
billdeba@sympatico.ca
www.thelumberjackcompany.com The Magic & Illusion of Daniel Steep
343 Victoria St.,
X Box and Play Station London, ON
Att: Aaron or Segal Ph: 519.482.7609
Ph: 416.588.8727 ext. 228 daniel@danielsteep.com
Cell: 416.568.6335 www.danielsteep.com
X-box and Play Station tour
Moments of Magic
Dan the Music Man 79 Centerfield Drive
Ph: 416.410.7765 Courtic, ON L1E 1K7
info@danthemusicman.com Phone: 905.442.8668
www.danthemusicman.com info@momentsofmagic.com
Concerts show for kids of all ages
The Funky Mamas
Papa’s Kidz Trains Ph: 519.823.9734
Hershey Latner Fax: 519.823.9730
49 Robinson Street, Suite 1001 anterra@kw.ings.net
Hamilton, Ontario L8P 1Y7 www.thefunkymamas.com
Ph: 905.979.8525 Guelph band for children
hlatner@look.ca
http://www.papaskidztrains.ca
Magical world of miniature trains where
every child gets a hands-on experience as a
"train engineer" exploring and playing with
Papa's Kidz Trains. It's truly an exciting and
interactive adventure that children of all ages
will love!"

23
terryelvischisholm@sympatico.ca
YTV’s Weird on Wheels
Attn: Corus Entertainment FIREWORKS
Stacey McNabb
Events Co-Marketing, YTV Project coordinator
Canazon Fireworks
72 Fraser Ave.,
24613 Highway #7
Toronto, ON M6K 3J7
Sharbot Lake, ON K0H 2P0
Phone: 416.530.2222 ext.4320
Ph: 613.279.2873
Fax: 613.279.3363
Celebrity Events Network
canfire@frontenac.net
Attn: Lilana Novakovich
33 Hazelton Avenue # 164
Lower Level STAGE
Toronto, ON M5R 2E3
Phone: 416.769.6686 Vabs Stages
Fax: 416.762.0071 RR#1 Gorrie
Represent Nickelodeon children’s Events, & Gorrie, ON N0G 1X0
the biggest names on the Food Network, Ph: 519.335.6801
HGTV, & W Fax: 519.335.4125
sparky@wightman.ca
Toronto Blue Jays www.vabsstages.com
Jays on the Road
One Blue Jays Way, Suite 3200 GIFTS PROMOTIONAL ITEMS
Toronto, ON m5v 1j1
Contact: Penni Wheeler
MJF Enterprizes
Ph: 416.341.1710
Mike Faulds
Fax: 416.341.1146
PO Box 20018
Pennilee.wheeler@bluejays.com
Bradford, ON N3P 2A4
www.bluejays.com/community
905.775.5888
905.252.1905
Toronto Maple Leafs Road Show
Provo supplier of T-shirts, sweatshirts,
40 Bay St., Suite 400,
jackets, hats etc. to the special events industry
Toronto, ON M5J 2X2
Contact: Greg Schell/Tara Columbus
Ph: 416.815.5700 x2850
Fax: 416.815.5432
ihockeydevelopment@mapleleafsports.com
www.mapleleafs.nhl.com

Dave Pooley Entertainment


60 McKnight Cres.,
Tottenham, ON L0G 1W0
Contact: Dave Pooley
Ph: 905.936.9054
Fax: Phone first to have fax turned on

Tercat Enterprises
12 George St., Unit 1
Cookstown, ON L0L 1L0
Contact: Terry Chisholm
Ph: 705.458.9588

24
DEPARTMENT OF LEISURE SERVICES

MUNICIPAL EVENTS

SECTION 3

D. PROMOTION
OVERVIEW:
􀂃 Promotion is essentially an exercise in communication. The role of promotion
is to inform, educate, persuade and remind the public of your special event.
􀂃 Good media relations are the key to success. The media has a responsibility
to readers, listeners and viewers to present material that is interesting and
informative. However, they do not have the responsibility to talk about your
event simply because your group has asked them to. They have an interest
and a responsibility to communicate community activities to the public and
they welcome your help. Yet, they are busy people and they need to be sure
that when they hear from you, they are not wasting their time. When
contacting the media, be sure to have the following information ready to
answer:
o What is the event?
o Where will it be held?
o Who is putting on the event?
o When it will be held?
o Why the event is being held?
􀂃 Attempting to generate publicity can be very frustrating because there will be
numerous occasions when your story is not used because it was not news
worthy enough or there was not enough space or time to fit it in. Therefore, it
is important to understand the media and how they work.

YOUR RESPONSIBILITY:
􀂃 Promote and publicize your event using various mediums outlined in this
section.

STEPS TO PROMOTION & PUBLICITY:


Promotion is made up of four different communication tools and is often referred to as
the promotion mix. Your committee can use one or all of the four communication tools.
The communication tools include:
1. Advertising
2. Personal Selling
3. Incentives
4. Publicity

1. Advertising
Advertising is a paid form of non-personal communication about your special event.
It is sponsored by your special event and transmitted to your target audience
through mass mediums (different types of advertising).
Types of Advertising:
􀂃 Television

25
􀂃 Radio
􀂃 Newspapers
􀂃 Magazines
􀂃 Direct mail
􀂃 Mass transit vehicles
􀂃 Outdoor displays
􀂃 Handbills
􀂃 Directories
􀂃 Internet/Computers
Some good questions to ask before designing an advertisement are:
􀂃 Have you carefully analyzed your need for advertising?
􀂃 Who is you target audience and is there a sufficient amount or should it be
expanded?
􀂃 Does the advertising meet the needs (i.e. news articles, advertisements) of
your target audience?
􀂃 Are the writing and graphics simple?
􀂃 Have you surveyed local advertising companies to see if they would like to
receive your advertisement?
􀂃 Does your advertisement educate the public on little-known facts about your
group (i.e. programs, mission, history, community service programs and
volunteer opportunities?
􀂃 Is your advertisement to the clear and precise?

2. Personal Selling
Personal Selling is direct, personal communication between your committee
members and one or more prospective clients for the purpose of facilitating and
expediting an exchange. Personal selling is probably the promotional form used
most by public agencies. Every time your committee members interact in a
professional capacity with present or prospective clientele, they are directly or
indirectly communication something about the agency and/or its services.
3. Incentives
Incentives are temporary promotions such as price reductions, prizes and special
events used your committee to stimulate trial or increase usage by a client group.
Incentives are especially useful when launching new programs and services or when
introducing old programs and services to new client groups. Incentives add value to
the program or service and therefore reduce the trial cost to clientele.

4. Publicity
Your group will most likely use publicity as their main method of communicating the
special event to the public. Publicity is a cost efficient way to get your message to
your audience or to help attain funding or sponsorship. Publicity is any unpaid form
of news or editorial comment about your special event that is transmitted through a
mass medium at no charge to the agency. Publicity differs from advertising in that it
is not paid for and is not sponsored your committee. Common examples of
publicity are media releases, news stories, human-interest feature stories and other
items in newspapers, radio, television and magazines. Writing a media release can be challenging.
The information below has been provided to help you write a media release.
What is a media release?
􀂃 An opportune method of gaining valuable publicity.
Tips to Preparing a Media Release:
􀂃 Use 8 1/2” x 11” paper

26
􀂃 Type MEDIA RELEASE across the top of the page.
􀂃 Use a short and interesting title
􀂃 Contain as much information as possible in 4 or 5 paragraphs, outlining the
name of your organization or event, dates, times, place and any other
appropriate information.
􀂃 Include the name and position of a contact person who can be reached for
more information
􀂃 Double check spelling
􀂃 Include the first names of everyone mentioned
􀂃 Be accurate with your information
􀂃 Include the sponsors name (if you have a sponsor)
􀂃 Include history of your event
􀂃 Follow up the media release with a phone call. This allows you to give the
media any additional information and also ensure that they received the
media release.

5. Website Advertising:
Website advertising has gained considerable popularity in promoting special events and
festivals. Most large events now have websites containing details on the event,
sponsors, prizes, volunteer opportunities, contact information, etc. If you are interested
in creating a website for your event, check out the following website:
http://www.2createawebsite.com/
In designing a website, it is important to create one that is:
􀂃 Easy to understand: clearly state what type of event it is, the details of the
event, and what the event is for (fundraiser, etc)
􀂃 Easy to navigate: make sure that it is easy for visitors to find what they are
looking for.
􀂃 Easy to find: make sure that your website is listed on the first or second page of
one or more search engines.

6. Extra Information:
Tips for Dealing With the Media (general):
􀂃 Find out the type of material that is of interest to them.
􀂃 Follow their advice and directions. Your story may have a better chance of being
publicized.
􀂃 Be brief. Space in newspapers and time on air is expensive and in short supply.
􀂃 Never ask members of the media to buy tickets for your event. They are your
guests and should be given special treatment such as sideline positions or front
row seats.
􀂃 Provide both the day of the week and the date of the event, instead of just the
day of the week or the date (i.e. Friday, January 24, 2009). This prevents
confusion about when the event is to take place.
􀂃 Establish and publicize who in your organization will be the media contact
person. This provides the media and community with someone to contact in
case they have any questions.
􀂃 Know their deadlines so that you know when to contact them.
􀂃 Send information regarding the event to the media as soon as possible. The
sooner, the better.
􀂃 Allow the media to meet the person(s) involved with your event or organization.
􀂃 Become familiar with the various media personnel in the community by
contacting them directly.
􀂃 Make time for the media; give them interviews whenever requested.

27
􀂃 Realize that the public’s perception of an organization or an event is often
decided by the media’s perception of the same.
Tips for Dealing with the Television, Newspaper or Radio:
􀂃 Find out the name of an employee at your local TV, newspaper and radio station
who is especially interested in what your group is doing.
􀂃 Write a letter to each of the media sources explaining the details of your special
event. Be prepared if possible to supply that person with written material like a
news release, background material, pictures, or a letter outlining your
event/organization since most media people prefer to have written details to refer
to.
􀂃 Follow-up your letter with a phone call to the media sources to make the editor
aware of your event or organization.
􀂃 Concentrate on building a solid and favorable relationship with that person by
keeping him or her up to date and informed.
􀂃 Provide the local TV, radio and newspaper reporter with a detailed itinerary of
your special event.
􀂃 Invite the person to your event or organization to allow them to become more
familiar with your operations.
􀂃 Provide the local TV and/or radio reporter with the results of your event.
􀂃 Thank the media for their involvement in the event.
Tips for Interviewing With the Media:
􀂃 Realize that what might be considered a simple conversation when you are
talking with your neighbour can also be considered an “interview” when you are
talking with the media.
􀂃 Remember that everything you say could appear in print or be heard on the radio
or television the next day.
􀂃 Always tell the truth! If you do not know the answer, do not guess. Offer to help
find it.
􀂃 Make notes of everything you want to say, including spelling out first and last
names of anyone you want to mention.
􀂃 Leave your phone number in case the reporter thinks of a question later or needs
more information at a later time.
􀂃 There is no guarantee the interview will result in a story. There is always a lot of
material that does not get used. Keep trying!

6. Street Banners
Due Date:
Two months prior to the event
OVERVIEW:
􀂃 The Town of Bradford West Gwillimbury Leisure Services Department provides a
perfect advertising medium by hanging street banners up at the entrance into Town on Yonge St.
(Bridge St.). For Town events only!

YOUR RESPONSIBILITY:
􀂃 Follow the proper steps to arrange the installation of a street banner
􀂃 Cover the costs of the street banner

Steps to Arranging for the Installation of a Street Banner:


1. Contact Bob Johnson, Supervisor of Facilities & Parks for installing the banner.
2. Provide a banner to Bob Johnson, ensuring that the banner conforms to sizing needs.

28
Appendix 4
MEDIA LIST
TELEVISION NEWSPAPER
A- Channel (CTV) The BWG Times
Attn: Assignment Editor Attn: Miriam King, Editor
33 Beacon Road 74 John Street West,
Barrie, Ontario L4M 4T9 P.O. Box 1570,
Ph: 705.734.3300 Bradford, Ontario L3Z 2B8
Fax: 705.733.0302 Ph: 905.775.4471 x223
news@achannel.ca Fax: 905.775.4489
http://www.atv.ca mking@bradfordtimes.ca
http://www.thebradfordtimes.ca
CityTV
Attn: Assignment Editor The BWG Topic
33 Dundas St. East Attn: Jay Gutteridge, Editor
Toronto ON M5B 1B8 126 Bridge Street, Unit 8
Ph: 416.599.2489 Bradford, Ontario L3Z 3H2
Fax: 416.593.6397 Ph: 905.775.1188
news.to@citynews.ca Fax: 905.775.1187
http://www.citytv.com jgutteridge@thetopic.ca
http://www.thetopic.ca
CBC Toronto (TV)
Attn: Assignment Director SNAP South Simcoe
PO Box 500, Stn. “A” Attn: Chuck MacLeod
Toronto, ON M5W 1E6 P.O. Box 7095
Ph: 416.205.3311 Innisfil, Ontario L9S 1L0
Fax: 416.205.5808 Ph: 705.436.7313
http://www.cbc.ca chuck@snapsouthsimcoe.com
http://www.snapsouthsimcoe.com/
Global Toronto (TV)
Attn: Assignment Director
81 Barber Greene Road
RADIO
Toronto, ON M3C 2A2
Ph: 416.446.5311 AM 680 NEWS
Fax: 416.205.5808 Attn: Promotions Department
globalnews.tor@globaltv.com 777 Jarvis St.
http://www.globaltv.com Toronto Ontario, M4Y 3B7
Ph: 416.872.2255
CTV Toronto (CTV) http://www.680news.com/
Attn: Assignment Director
P.O. Box 9, Station 'O,' ROCK 95 Barrie
Scarborough, Ontario, Canada Attn: Promotions Department
M4A 2M9 431 Huronia Rd., Unit 10
Ph: 416.384.5000 Barrie, Ontario L4N 9B3
news@ctv.ca Ph: 705.725.7304
http://toronto.ctv.ca/ Fax: 705.721.7842
http://www.rock95.com

29
104.5 CHUM FM
Attn: Promotions Department FM93 Barrie
250 Richmond Street West Attn: Dave Pinder, Promotions
Toronto, ON M5V 1W4 Manager
Ph: 416.925.6666 1125 Bayfield, Street North,
http://www.chumfm.com/ P.0. B0X 937,
Barrie Ontario L4M 4Y6
AM 640 Toronto Ph: 705.737.3511
Attn: Promotions Department Fax: 705.737.0603
1 Dundas Street West, Suite 1600 http://www.fm93.ca
Toronto, Ontario, M5G 1Z3
Ph: 416.646.8640 B101 FM Barrie
http://www.640toronto.com/ Attn: Dave Pinder, Promotions
Manager
Q107.1 FM 1125 Bayfield, Street North,
Attn: Promotions Department P.0. B0X 101,
One Dundas Street West Suite 1600 Barrie Ontario L4M 4S9
Toronto, Ontario , M5G 1Z3 Ph: 705.726.1011
Ph: 416.221.0107 Fax: 705.726.0022
Fax: 416.847.3300 http://www.b101fm.com/
http://www.q107.com/
88.5 The Jewel CKDX-FM
CBC Radio Toronto Attn: Paul Scott, CJIQ Coordinator
Attn: Assignment Director 5312 Dundas Street West
PO Box 500, Station A Toronto, Ontario , M9B 1B3
Toronto, ON M5W 1E6 Ph: 416.213.1035
Ph: 416.205.3311 Fax: 416.233.8617
Fax: 416.205.7166 info@885thejewel.com
http://www.cbc.ca http://www.jewelradio.com/885/

CFRB 1010
Attn: Scott Johns, Sales Manager
2 St. Clair Ave. W.
Toronto, ON M4V 1L6
Ph: 416.924.5711
Fax: 416.872.8683
howleyg@cfrb.com
http://www.cfrb.com/

Z103.5 FM
Attn: Connie Tete
5312 Dundas St. West,
Toronto, ON, M9B 1B3
Ph: 416.213.1035
Fax: 416.233.8617
connie@z1035.com
http://www.z1035.com/

DEPARTMENT OF LEISURE SERVICES

30
MUNICIPAL EVENTS

SECTION 3

E. VOLUNTEERS
OVERVIEW:
􀂃 Volunteer management is not a simple process. In the past, volunteer management has often been
overlooked and disregarded. Yet, research points to the fact that a volunteer program requires the
same type of managerial effort if not more than any other program operation would require.

YOUR RESPONSIBILITY:
􀂃 Strive to achieve an effective volunteer management program for your
special event by following the steps to obtaining and retaining volunteers
􀂃 Have each event volunteer complete a Town of Bradford West Gwillimbury Volunteer
Agreement / Release and Waiver Form

STEPS TO OBTAINING AND RETAINING VOLUNTEERS:


The Volunteer Management Process suggests an eight-step course of action that
can be used to blossom volunteers. It includes
1. Plan Your Special Event
2. Develop & Design Your Jobs
3. Recruit Volunteers
4. Screen & Interview Volunteers
5. Orient & Train Your Volunteers
6. Supervise Your Volunteers
7. Motivate & Recognize Your Volunteers
8. Evaluate Your Volunteers
This attainable process allows for an effective volunteer program to be implemented. Attempting to
deal with the later steps before completing the earlier steps and rushing to recruit volunteers before
developing jobs for them to perform will only confuse the volunteers and the organization. The section
below provides a brief summary of the components to the process.

1. Plan Your Special Event


To retain volunteers, plan the concept of your special event first. After you have planned the concept
of your special event, you can begin developing and designing the volunteer jobs.

2. Develop and Design Your Jobs


Once the program has been formed, determine the job responsibilities and decide upon the skills,
attitudes and knowledge needed for the position.
The Job Development and Design Process includes:
􀂃 A job description that outlines each of the volunteer’s responsibilities, including a job title, the
duration of the commitment, tasks and approximate time commitment each month. Please feel free to
use the Volunteer Job Description Template.
􀂃 A written overview of the organization
􀂃 Policies and procedures manual
􀂃 A supervisor who is in charge of orienting them and training them to work resourcefully within the
organization.

31
􀂃 Determining the skills, attitudes and traits needed to do this job. For an exercise on this, please see
Volunteer Recruitment Planning Exercise.
􀂃 A Volunteer Registration Form for interested volunteers to complete.

3. Recruit Your Volunteers


Recruitment is the process of seeking volunteers whose skills, attitudes and traits fall in line with the
program’s purpose. Your effort then, should be placed on seeking and identifying individuals whose
motivating factors will enhance your volunteer position.
Things to Know or Have Before Recruiting Volunteers:
􀂃 Where to find volunteers with the skills, attitudes and traits for the job position.
􀂃 How to appeal your potential volunteers to your recruitment effort.
􀂃 A Volunteer Registration/Application Form.
Feel free to use the exercise in the appendix of this section entitled, Volunteer Recruitment Planning
Exercise to help you determine the answers to these questions.

Now that you know the type of people, skills, attitudes and traits that you are looking for in a
volunteer, you can actually begin recruiting. Remember that recruitment is an ongoing task and your
committee must be continually planning for the future. It is crucial that you don’t develop continuity by
having a few people leave and a few people join each year.

Helpful Hints To Recruiting Volunteers are:


􀂃 Enlist the help of everyone in your organization to brainstorm
strategies and places to recruit new volunteers. Your satisfied
volunteers can be your best recruiters, so get them involved.
􀂃 Have a volunteer section on your event website with information about
volunteer positions, an application form to download etc.
􀂃 Use multi-media communication methods to reach your volunteers.
Some examples include mass media (TV, radio, newspaper, etc.),
community newsletters, public speaking, videos, exhibits, direct mail,
referrals, word of mouth (one to one contact), listing your special event
in the Leisure Guide, Welcome Wagon and related directories etc.
􀂃 Approach individuals, service clubs, professional associations, high
schools and/or companies to volunteer at your special event.
􀂃 Provide opportunities for people to volunteer as individuals, in groups
or as a family.
􀂃 Be straightforward and honest about the time commitment, skills,
attitudes and traits required for the position.

4. Screen & Interview Your Volunteers


Once the recruitment process has attracted a number of candidates, the most critical step in the
management process begins - the screening and interviewing process. Screening and interviewing
volunteers are necessary so that one may determine the needs and wants of the
potential volunteer and whether these needs can be adapted and utilized
within the agency. Depending on the nature of the volunteer placement, different procedures for
screening volunteers are appropriate. All volunteers should be screened by one or several methods.
Methods of Screening and Interviewing Include:
􀂃 A completed ‘Volunteer Registration/Application Form’
􀂃 An interview
􀂃 Reference checks
􀂃 Police criminal records checks, confidentiality forms etc.

32
Sometimes your volunteers will not suit the position that you have screened and interviewed them for.
In this case, you should not offer them the position but instead, refer them to another volunteer
position or opportunity. Remember to always follow-up with them as it helps maintain your repertoire.

5. Orient & Train Your Volunteers


Regardless of the assignment, it is essential to develop an orientation and training program for the
selected volunteers. If the volunteers understand your systems, operations and procedures, they will
be able to contribute productively
Orientation and Training Topics Include:
􀂃 Basic information about the organizational structure of your committee policies and procedures and
an overview of your special event.
􀂃 Staff and volunteer introductions, a facility tour, a review of the volunteer job description, record
keeping instructions, contact numbers, a schedule, a volunteer manual etc.
􀂃 Specific position training prior to the special event so that volunteers have time to understand and
clarify their responsibilities. This will help your volunteer to feel prepared before the day of the event.
􀂃 Signing the Waiver of Liability and Assumption of Risk. All volunteers, including the core committee
members should sign and date the waiver of liability and Assumption of Risk. Each of these forms
should be submitted back to the Town of Bradford West Gwillimbury for documentation and filing.
􀂃 Further training and skill development so to maintain and build their confidence and abilities, or to
allow a person to move to a new position.
􀂃 If you or your special event committee is interested in a specific training, you can request it to your
Town Staff Liaison.

6. Supervise Your Volunteers


Each volunteer should have a supervisor or contact person to report to. This provides the volunteer
with a resource to ask questions, receive guidance and feedback, give advice or ideas, someone to
notify in case they will be absent and someone to ask for additional training.
Volunteer Supervision Includes:
􀂃 Delegating jobs
􀂃 Maintaining communication with the volunteers
􀂃 Offering and obtaining feedback on the job
􀂃 Recognizing and evaluating the volunteer
Volunteer Burnout:
It is sometimes easy to overwork your volunteers without knowing it, causing you to lose valuable
volunteers. Losing volunteers results in:
􀂃 Losing the person’s knowledge and experience
􀂃 The frustration caused by a new committee trying to change the basic
foundation that has worked in the past

You can easily avoid volunteer burnout by:


􀂃 Move people around to different assignments
􀂃 Make sure volunteers share the workload to avoid one person taking on too much
􀂃 Obtain feedback on the job requirements from your volunteer

7. Motivate & Recognize Your Volunteers


All behaviour is motivated by something. Some individuals strive to achieve
recognition while others seek achievement, control, variety, growth, affiliation,
power, fun and/or uniqueness. Recognition of volunteers becomes an easy task when the
organization understands what motivates the volunteers. When a volunteer’s motivating needs are
recognized, they are stimulated and encouraged to work harder within the organization. For an
example, if a volunteer’s motivating need is control, recognize the volunteer by giving them a
leadership role at your special event.

33
Examples of Volunteer Recognition Include:
􀂃 Nominating a volunteer of the year
􀂃 Offering them discounts
􀂃 Writing a thank you card
􀂃 Placing their picture and a write-up in the local newspaper
􀂃 Serving a banquet
􀂃 Awarding volunteers Certificates and/or gifts
􀂃 Mentioning your volunteer contributions in a newsletter
􀂃 Taking them out for coffee
􀂃 Giving them a phone call
􀂃 Always making sure to thank your volunteers because they are giving their own time!

8. Evaluate Your Volunteers


Quality evaluations occur when both the volunteer manager and the volunteer are given time to
evaluate the work performed. It is not a one-time event, but rather an ongoing process that needs to
be fair, honest and objective. When evaluating your volunteers, use a formal evaluation form or touch
base with them on a regular basis so that they know their strengths and their weaknesses.

34
Appendix 5

Carrot Fest Volunteer Application


Have you volunteered with Carrot Fest before? Yes 􀂆 No 􀂆
Name: ______________________________________________________________
Address: _______________________________________ Postal Code: ___________
Telephone: (H) ________________________ (Cell or Work) ___________________
Email: ______________________________________________________________

I want to volunteer at the following event(s): (check all that apply)


􀂆 Mayor’s Soap Box Derby: Sat Aug 21, 10:00am-12:00pm Willams St.
􀂆 Pro Wrestling Event: Sat Aug 21, 3:30 – 5pm, Downtown Bradford
􀂆

I want to volunteer in the following areas: (check all that apply)


􀂆 Entertainment / Children’s Areas 􀂆 Stage / Site / Rides / Parking 􀂆 Info Booth
􀂆 Set up/Clean up 􀂆 Promotion

Volunteer and Work experience: Place, duties, dates you were there
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________

Will you be reporting your volunteer hours for your 40 Community Involvement hours? Yes No

References Please list at least 2 references i.e. employer, volunteer supervisor, teacher.

Name: ______________________ Relationship _____________ Phone Number ___________

Name: ______________________ Relationship _____________ Phone Number ___________

I authorize investigation of statements herein. I hereby certify that the facts set forth in this application are true and complete to
the best of my knowledge. Personal information contained on this form, collected pursuant to the Municipal Act, will be used for the
recruitment of Special Event volunteers. Questions about the collection of personal information should be directed to the Public
Access and Council Services Department at 740-4680 ext. 4079.

____________________________________________ ______________________________
Applicant’s signature Date

If under 16, Parent/ Guardian’s Name and Signature

_______________________ _____________________ ____________ _____________


Print name Signature Date Phone #

35
Applications can be returned to, or mailed to: Town of Bradford West Gwillimbury,
Leisure Services Department, 125 Simcoe Rd., P.O. Box 251,
Bradford, ON L3Z 2A8 Attention: Recreation & Events Programmer, Volunteers
Fax: 905.775.6873 Phone: 905.775.5359 ext. 5102

Appendix 6

The Town of Bradford West Gwillimbury


Volunteer Agreement/Release and Waiver Form
(If you are under 18 years of age, a parent/ guardian signature is required)

Attention: please read the following very carefully as it affects your legal rights.

Event Name: ____________________________________

Date(s): _________________________________

I, by signing below, in participating in volunteer activities with the Corporation of the Town of
Bradford West Gwillimbury (the “Town”) at the event listed above, and in consideration for the
Town allowing me to participate in the event, fully understand and agree to the following:

1. No pay, payment, salary, wage or employee benefits (such as accident/ disability/ medical/ dental or other insurance
coverage) whatsoever will be paid to me and I will not be covered by Workplace and Safety Insurance Board coverage.
2. I acknowledge that performing volunteer activities may involve certain elements of risk or the chance of an accident and
I hereby release the Town and its elected officials, officers, employees and agents and their respective successors,
assigns, heirs, and executors from all claims for loss, damage, or injury, except for that which is caused solely by the
negligence of the Town, its employees, or its agents.
3. I will abide by all applicable Town policies and rules, as may be amended from time to time, and will follow all
instructions of the appropriate Town management staff person in carrying out the volunteer activities.
4. I will not use facilities, equipment and property owned by the Town without the approval of a Town staff person, and will
not use them for personal purposes.
5. I will immediately notify the appropriate Town supervisor of any incident that involves property damage or personal
injury during my volunteer duties.

By signing this form:

• I acknowledge that I have read and understood the preceding conditions, release, and waiver; and
• I agree to the preceding conditions, release, and waiver.
If the volunteer is under the age of 18, by signing this form as a parent or guardian:
• I acknowledge that I have read and understood the preceding conditions, release, and waiver; and
• I agree to the preceding conditions, release, and waiver as they apply to my child.
• I have given permission for my child to participate as a volunteer in the event listed above .

Name of Volunteer: _________________________________________


Date: _______________________________________

Signatures: _____________________________________________

________________________________________
Volunteer or Parent/Guardian Witness

36
Emergency Contact for Volunteer while he/she is at the event:
Name: ___________________________________________
Contact Number: __________________________________________
NOTE: This form must be completed and signed by the volunteer or, if the volunteer is under 18 years of age, by their parent or
guardian before being accepted by the City for volunteer activities.
Personal information contained on this form, collected pursuant to the Municipal Act, will be used for the management of Leisure Services Department volunteers.

Appendix 7

VOLUNTEER JOB DESCRIPTION TEMPLATE


Position Title: _____________________________________________________________________
(Volunteer’s identification – give as much prestige as possible)
Location of Activity: _______________________________________________________________
Function: _________________________________________________________________________
(General statement that identifies what the job is and why it is necessary)
______________________________________________________________________________
Reports To:
Title: _________________________ Name: ______________________
Phone: _______________
Responsibilities (list duties, be specific): ________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________________
____________________________________________
Time Commitment (specific days & hours if possible): _____________________________________
____________________________________________________
Qualifications (skills, knowledge, attitude): ______________________________________________
____________________________________________________
____________________________________________________
____________________________________________________________
____________________________________________
Benefits of the Volunteer Experience: __________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
Volunteer Risk Level (circle): 1A 1B 2 3 4 5 (see pg. 6 of Volunteer Policy)
Date: _____________________________________

37
Appendix 8

VOLUNTEER RECRUITMENT PLANNING EXERCISE


VOLUNTEER POSITION:

What are the skills/ attitudes/traits needed to do this job?


(i.e. if we draw a picture of the type of person who could do this job, what would they look like?
Cover age, sex, hobbies, possible occupations, related interests, and whatever else betters
illustrates the picture.)
1. ________________________________________________________________
2. ________________________________________________________________
3. ________________________________________________________________
4. ________________________________________________________________
5. ________________________________________________________________
6. ________________________________________________________________

Based on this picture, where can we find these types of people?


(Think about work setting, educational institutions, leisure time organizations and activities,
publications, they might read, parts of town in which they are likely to live, etc.)
1. ________________________________________________________________
2. ________________________________________________________________
3. ________________________________________________________________
4. ________________________________________________________________
5. ________________________________________________________________
6. ________________________________________________________________

What motivations of this person can we appeal to in our recruitment effort?


(Self-help, job enhancement, socialization, learning new skills, career exploration, leadership
testing, giving back to the community, keeping productively involved, meeting new people, etc.)
1. ________________________________________________________________
2. ________________________________________________________________
3. ________________________________________________________________
4. ________________________________________________________________
5. ________________________________________________________________
6. ________________________________________________________________
McCurley 1988: Volunteer Management Series

38
DEPARTMENT OF LEISURE SERVICES

MUNICIPAL EVENTS

SECTION 3
F. SPONSORSHIP
OVERVIEW:
􀂃 Sponsorship is an excellent way to help cover the costs of your event. In fact, many companies and
organizations have set aside money in their yearly budget for sponsorship and community events.
Hence, companies and organizations have money to give away for events such as yours.

YOUR RESPONSIBILITY:
􀂃 Carefully select potential sponsors (companies) for the different activities of your event.
􀂃 Use the Steps to Seeking Out a Potential Sponsor as a guideline for your event.
􀂃 Cover the costs of your event using sponsorship, grants, fundraisers and revenue.

STEPS TO SEEKING OUT A POTENTIAL SPONSOR:


1. Identify and list items or services that you need money for.
2. Form a list of companies or organizations that would be interested in sponsoring these
activities/items. For example if you need money for a children’s storyteller, approach related
businesses such as a bookstore, a publishing company or local children’s organization.
3. Develop sponsorship package with levels of sponsorship and a list of benefits to the companies.
For an example of sponsorship levels, please refer to the appendix of this section.
4. Contact these companies or organizations in person or over the phone to inform them of the event
and your request for sponsorship.
5. Write a letter to the potential sponsor. It is important to get letters out early as marketing dollars are
allocated quickly. For an example, please refer to the appendix of this section. Your sponsorship
letter should outline:
􀂃 Goals and objectives of the event.
􀂃 What the donated money will be used for.
􀂃 Emphasize that the potential donors will be acknowledged for their contributions.
􀂃 Your contact information (name & phone number)
6. Two weeks after you have sent your letter of request for sponsorship contact the company or
organization and confirm whether they will sponsor your event.

39
Appendix 9

Funding Organizations
Ontario Trillium Foundation
Awards grants in support of: Arts & Culture,
Environment, Human & Social Services, and
Sports & Recreation.
www.trilliumfoundation.org

Royal Bank of Canada


Sponsors culture, sports, youth, seniors
disadvantaged, education, and special events.
www.rbc.com/sponsorship/prog_01.html Ontario Cultural Attractions Fund
OCAF is open to large and small not-forprofit
CIBC cultural and heritage organizations in all parts
Supports youth and community development. of Ontario. The Fund helps cultural and
www.cibc.com/ca/inside-cibc/cibc- heritage organizations increase and diversify
yourcommunity/how-to-apply-for-funding.html their earned revenue sources by attracting
tourists and other visitors to new attractions
Canadian Council for the Arts and special events. OCAF helps reduce the
Funds dance, media arts, music, theatre, financial risk of creating new ventures by
writing and publishing, interdisciplinary work providing up-front working capital in the form of
and performance art, and the visual arts partially-repayable loans. OCAF investment is
http://www.canadacouncil.ca/grants/ directed towards the marketing and
promotional costs of the new attraction or
Canadian Heritage special event.
Supports cultural participation, active http://www.ocaf.on.ca/en/index.aspx
citizenship and participation in Canada's civic
life, and strengthening connectionsamong Ontario Arts Council
Canadians Community and Multi Arts Organizations
http://www.canadianheritage.gc.ca/pcch/financ/ http://www.arts.on.ca/Page103.aspx
index_e.cfm
Ontario Tourism Marketing Partnership
OLG Sponsorship Program (Ontario Lottery Corporation
and Gaming) www.tourismpartners.com
OLG provides sponsorship support to events Click on Partnership Opportunities
that involve and benefit the community as
well as generate business and interest in the Ontario Ministry of Tourism
town or city. OLG focuses on local http://www.tourism.gov.on.ca/english/index.html
community music festivals and events, and
community, civic and business related Ralph Basset Associates Inc.
events in communities with OLG operations. Finds businesses/non-profit groups appropriate
http://www.olg.ca/about/community/index.jsp sponsors and strengthens community
development and leadership.
http://www.ralphbasset.com

40
http://www.gianttiger.com/en/community/spons
Giant Tiger orship
Supports children and youth, families in crisis,
seniors and those with disabilities.

DEPARTMENT OF LEISURE SERVICES

MUNICIPAL EVENTS

SECTION 3

G. FIRST AID SERVICES


Contact Information:
􀂃 St. John’s Ambulance
Attn: Macia Gooding, Volunteer Coordinator
80 Bradford Street, Suite 400
Barrie, Ontario L4N 6S7
705.726.0991 ext.228
vcbarrie@on.sja.ca
Due Date:
Two months prior to your event
OVERVIEW:
􀂃 Due to the nature of special events, it is wise to have designated first aid personnel onsite.
Although some of your committee members may already be certified in first aid, it is not
recommended that they act as the first aid personnel since they will have other
responsibilities on the day of the event. Therefore, it is strongly encouraged to have
designated first aid personnel (i.e. Red Cross, St. John’s Ambulance, etc.)

YOUR RESPONSIBILITY:
􀂃 Designate First Aid Services for your special event.
􀂃 Cover the costs of the first aid services.
􀂃 Ensure the first aid personnel have a portable radio and are able to be in contact with
the organizing committee at all time.
􀂃 Ensure that the first aid personnel roam through your entire site and make themselves visible.
􀂃 For an example of a First Aid Safety Plan, please refer to the appendix of this section.

STEPS TO BOOKING FIRST AID SERVICES FOR YOUR SPECIAL EVENT:


1. Contact St. John’s Ambulance or Red Cross and book them for the duration of your special event.
2. Receive confirmation of the booking.
3. Post First Aid Safety Plans around site on the day of your event.

ST. JOHN’S AMBULANCE AND RED CROSS:


􀂃 The Recreation & Events Programmer should provide these groups with their contact information
at the event (the special events cell phone number).
􀂃 The Recreation & Events Programmer needs to ensure that there is a way to communicate with the
first aid at the event.

41
Appendix 10

42
DEPARTMENT OF LEISURE SERVICES

MUNICIPAL EVENTS

43
SECTION 3

H. SECURITY
Contact Information:
􀂃 South Simcoe Police
South Division
81 Melbourne Drive
Bradford, Ontario L3Z 1M2
Attn: Lewis DaSilva
Lewis.dasilva@southsimcoepolice.ca
Ph: 905.775.3311 ext. 1459
Fax: 905.775.9896
www.southsimcoepolice.on.ca
On average - $55.00/hour

Due Date:
Two months prior to the event

OVERVIEW:
􀂃 The need for security depends upon the nature of your event.
􀂃 Events requiring security include:
o Events involving alcohol (All Special Occasions Permits must have
one door/floor supervisor per 200 patrons)
o Large youth Events
o Events with large amounts of money on site
o Events with large crowds (i.e. concerts)
􀂃 The more risk involved in an event, the higher the security needs.
􀂃 Security levels include:
1) Using your own staff/volunteers to act as security
2) Hiring licensed security
3) Hiring a police officer, and/or auxiliaries
o A high-risk event (i.e. beer gardens, concert, and over 3000
attendee’s) may require two police officers, a security team, and
staff members on duty.
􀂃 Discuss your potential security needs with South Simcoe Police
􀂃 The Recreation & Events Programmer will contact the South Simcoe Police to discuss and develop
a security plan.

YOUR RESPONSIBILITY:
􀂃 If security is deemed necessary for your special event, you must comply.
It is the responsibility of the committee to book the security and to
pay for any security costs.
􀂃 All volunteer security persons must wear an item of clothing that identifies
them as an event volunteer – t-shirt, vest, hat etc. It is recommended that
security volunteers be identified as volunteers, not as security. Volunteer
security persons cannot wear any military style hat or shirt that may give
the impression that they are licensed security.

44
􀂃 Each volunteer security person must receive a copy of the Volunteer
Security Guidelines provided by the Town of Bradford West Gwillimbury. See Appendix.

􀂃 An event leader should be put in charge of all security at the event. It is


his/her responsibility to hold a morning meeting at the event to go over the
security plan, security boundaries and procedures, as well as to develop
an efficient line of communication. It is important that the leader knows
where the security is, at all times.
􀂃 Prior to event it is a good idea to go over event layout and planning with
security supervisor for optimal safety planning and proper development of
security plan.
􀂃 It is also recommended to ask security provided for full reports to be
completed after event and submitted to set person or place.

STEPS TO HIRING OR BOOKING SECURITY:


1) Discuss your potential security needs with the Leisure Services Department Team.
2) The Recreation & Events Programmer will contact the South Simcoe Police to discuss and develop
a security plan.

Appendix 11

45
Volunteer Security Guidelines

Security may be working at the gates, in concerts, at facilities with alcohol, or in some
other designated area assigned by the volunteer coordinator, or security manager. If
you are volunteering as security for an event with alcohol please also refer to your
Smart Serve training book.
• All security should be familiar with the event rules. If a guest breaks a rule, we
must explain to the guest what the rule is. If it was a minor infraction of the
rules a warning may do, otherwise notify the manager.
• All security needs to be visibly identified as an event “Volunteer”.
• All security needs to be working in a designated area so that the security
manager knows where they are at all times. If a security personnel needs to
move, for any reason, the security manager needs to be notified immediately.
• All security must know how to communicate with their supervisors. Radios are
very common at special events. If you don’t have a radio, you must know
where the closest one is.
• Security volunteers commonly overstep their bounds, or get in over their head.
Volunteer security must make every reasonable effort to avoid physical
confrontation. The security manager needs to be notified of any situation that
could likely lead to physical conflict.
• For guests who are under the influence of alcohol because of a facility serving
alcohol on site, please notify the security manager. We own the patron a “duty of
care”.
• For events without alcohol, if a guest is clearly under the influence of alcohol
or drugs, notify the security manager immediately.

For Events With Alcohol


• House policies need to be posted in the facility. If a rule is broken we will show
the patron our house policy and inform them that they have broken one of our
rules.
• We need to be patient with all patrons. If somebody appears to be intoxicated
or under the influence, notify the security manager and Town staff. The
manager and staff will decide if, and how that patron should be ejected.
• No patron shall be forced to leave without taking down their information first,
including information on who is taking them home.
• We owe a “duty of care” to all patrons, and for this reason we have to make a
reasonable effort to ensure that intoxicated patrons arrive home safely, without
compromising the safety of others.
o Ensure that they have a ride with family, friends, or a cab.
o Every reasonable effort must be made to prevent them from driving
home.
o If all reasonable efforts are exhausted, notify the police.

Appendix 12

Steps to ejecting a patron


From Smart Serve Ontario

46
Only the security manager and Town staff have the authority to eject a patron.
The following are the appropriate steps:
1. Ensure that an adequate number of staff and volunteers are present to
help if the situation gets out of hand.
2. Always stand sideways to the guest to avoid face-to-face confrontation.
3. Show concern for the safety of the guest. Try to take down their
information, and find out how they plan to get home.
4. Ask the person to leave. Speak to the patron directly and privately to avoid
embarrassment, be courteous and non-judgmental.
5. Stay calm, firm and assertive. Don’t bargain, give lengthy explanations,
defend your decision or get into an argument.
6. Get help from a sober guest from the same party. Often they will accept
advice from a friend.
7. Politely take them by the arm and direct them to the exit.
8. If the guest becomes aggressive, remove the guest as quickly and quietly
from the establishment as possible. *
9. If necessary, call the police for assistance.
* You cannot use any more force than is necessary to eject the person. Never use
excessive force, or more than a ‘reasonable’ amount of force to eject a person. Once
the person is ejected you can no longer use any force.

Tips to help prevent an intoxicated guest from driving


• Be firm and insist on making alternative arrangements by having a designated
driver drive the guest home, or have the person call a friend or family member
to come and pick them up.
• Try to hold the person’s car keys until they are sober.
• Provide a phone for the person to call a cab.
• If necessary, move the intoxicated person to a safer location within the
licensed establishment, while waiting for transportation home.
• If the intoxicated guest refuses all attempts to prevent him/her from driving,
call the police.
• Note that once an intoxicated guest has been served at the facility, it becomes
the responsibility of the licensee of the facility to ensue that they get home
safely.

DEPARTMENT OF LEISURE SERVICES

MUNICIPAL EVENTS

47
SECTION 3

I. ON-SITE MEETING
Due Date:
Three weeks prior to the event

OVERVIEW:
􀂃 The purpose of an on-site meeting is to familiarize the Leisure Services Department – Parks
Division with the special event by walking through the park and discussing the
location and setup of the different venues.
􀂃 The Parks Division has park equipment that is available for special events. The on-site meeting will
help determine what specific equipment is required (picnic tables, garbage cans, etc.), if it can be
provided and where it should be dropped off and left for pick-up. A list of the park equipment that is
available can be found below.
􀂃 An on-site meeting will also identify possible park keys that may be needed for your event (storage
areas, washrooms, power, garbage and water supply etc.).
􀂃 The Recreation & Events Programmer and the Supervisor of Facilities & Parks, attend on-site
meetings.

YOUR RESPONSIBILITY:
􀂃 Follow the proper steps to an on-site meeting
􀂃 Return all park equipment in the same condition and location as found

STEPS TO AN ON-SITE MEETING:


1. Three weeks, prior to your event, book an on-site meeting for your special event.
2. Before attending your on-site meeting, compile the information listed below. Examples of this
information can be found in the appendix of this section.
􀂃 List of park equipment requests (item and quantity needed)
􀂃 A labeled site map that outlines the different venues
􀂃 Date, time and location for the park supplies to be delivered and picked up
3. Attend the on-site meeting and discuss site set-up plan and requirements
4. Submit a finalized list of your equipment and park requests and site map to the Supervisor of
Facilities & Parks at least one week prior to your event.
5. Obtain and return the necessary keys for your special event.

EXTRA INFORMATION:
Available Park Equipment:
􀂃 Picnic Tables
􀂃 Garbage cans
􀂃 Pylons
􀂃 Garbage bags
􀂃 Barricades
􀂃 Metal barriers
􀂃 Snow fencing
􀂃 Recycling Bins
􀂃 Stakes for snow fencing

Locates

48
Depending upon the nature of your event, locates maybe required. Locates help
identify if hydro wires run under the ground and whether they will interfere with
your special event. If you are not sure whether you will require locates for your
event, speak to your park manager at the on-site meeting to determine if this is necessary.

DEPARTMENT OF LEISURE SERVICES

49
COMMUNITY ASSISTED/FACILITATED EVENTS

SECTION 4

Includes subsections A-I from above, plus;

J. SITE:
Due Date:
Six months prior to the event
OVERVIEW:
􀂃 Each special event committee is free to book any of the following facilities for
their special events, fundraisers or meetings.
o Soccer fields & Baseball Diamonds
o Parks
o Facilities and halls

EXTRA INFORMATION:
GENERAL RULES AND REGULATIONS

1. Sign all copies of this permit and if a deposit is indicated, return one copy with payment to:
Town of Bradford West Gwillimbury Department of Leisure Services, 125 Simcoe Road, P.O.
Box #251, Bradford, ON L3Z 2A8, 905-775-2162 Fax 905-778-2012.

2. Cheques should be made payable to the Town of Bradford West Gwillimbury. A $25.00
administration fee will apply to all NSF cheques. Refunds or adjustments for Flat Rate charges
do no apply. Please quote invoice number with your payment. Interest at 1.25% per month
will be charged on overdue accounts, if payment is not received by due date on Rental
Contract/Permit

3. The Bradford West Gwillimbury Department of Leisure Services reserves the right to cancel
this permit for any infraction or any other reason.

4. The Bradford West Gwillimbury Department of Leisure Services does not permit the sale of
food in Town Facilities. Please call for details.

5. The Renter shall strictly adhere to the direction and instructions of the Town’s Facility
Personnel.

6. The applicant must pay for all damages to premises or furnishings arising from use of the
premises by the applicant or any person using facilities under the sponsorship of the applicant.
There will be a fee of up to $250.00 charged if any damages and/or hall(s) is left in an
unacceptable condition. The Bradford West Gwillimbury Department of Leisure Services
reserve the right to impose a liability deposit. Any damage to facility property will result in
cancellation of future rentals plus expenses for repairs to damaged property.

50
7. The Bradford West Gwillimbury Department of Leisure Services does not assume any
responsibility for any accidents or injuries sustained by participants in any program in the
buildings or on the grounds so designated or the loss of personal or organization effects stored
or left in the buildings or on the grounds, unless arising out of the negligence of the Bradford
West Gwillimbury Department of Leisure Services.

8. The applicant and/or organization using the facilities agrees to indemnify and save harmless
the Town of Bradford West Gwillimbury or its agents from all claims as a result of bodily injury
or death to any person(s) or for the damage arising out of the applicants use or any person
using the facilities under the sponsorship of the applicant of the facility as aforesaid, unless
such damage or injury arises out of the negligence of the Bradford West Gwillimbury
Department of Leisure Services.

BANQUET HALL RULES AND REGULATIONS

1. Permit and payment must be returned within TWO (2) WEEKS from date of issue or permit will
be cancelled.

2. Cancellations: FOURTEEN (14) DAYS notice is required for any cancellations; otherwise,
privileges may be suspended until payment for cancelled time is made. Non-use of Hall/Room
without prior notice will be charged accordingly.

3. Deposits will be forfeited in the event of cancellation unless facility is re-rented THIRTY (30)
DAYS prior to function date. At that time 50% of the deposit will be refunded. Refunds or
adjustments for Flat Rate charges do not apply.

4. Permit holder is responsible to ensure that the kitchen (where applicable) has been left in a
clean and orderly condition and further that permit holder will be held responsible for missing
or damaged equipment.

5. Confetti, rice or special effects [ie. Smoke, Fire, Sparklers] are not permitted in or around the
facility – clean up will be charged accordingly.

6. Permit holder’s guests shall not be allowed to roam freely outside the area rented.

7. Fire Regulations, Liquor License Act Regulations and/or Public Health Act Regulations will
govern maximum attendance and all rules and regulations of those agencies must be adhered
to.

8. All goods (liquor, dishes, mix etc) brought in by the applicant must be removed at the end of
the allotted time. The Bradford West Gwillimbury Department of Leisure Services will not be
held responsible for supplies left after the applicant’s time. Facilities shall be vacated no later
than the time stipulated on the permit. Alcohol is not allowed unless authorized and an
appropriate Special Occasion Permit authorized by the L.L.B.O. has been obtained. Said
permits must be posted near the bar on the premises for which the permit is issued. The
applicant must adhere to the Bradford West Gwillimbury Municipal Alcohol Risk Management
Policy. If directed by the Bradford West Gwillimbury Department of Leisure Services the
applicant shall provide security. Security to be responsible as follows: a) preventing
disturbances of any nature; b) removal of unsavory and unwanted guests; c) where “Minors
Allowed Permit” assuring no minors consume alcohol; d) where “No Minors Permit” assuring

51
that no minors gain entrance into facility; e) ensuring that rented premises are cleared at the
allotted time as indicated on permit.

SITE CONTACT INFORMATION:

For more details and information on booking each location, please look at the following pages.

Field Bookings:
􀂃 Town of Bradford West Gwillimbury
Leisure Services Department
Attn: Teresa Fairbarn, Facilities Booking Clerk
905.775.2162 ext.5202
tfairbarn@townofbwg.com

Park Booking:
􀂃 Town of Bradford West Gwillimbury
Leisure Services Department
Attn: Teresa Fairbarn, Facilities Booking Clerk
905.775.2162 ext.5202
tfairbarn@townofbwg.com

Hall/Facility Booking:
􀂃 Town of Bradford West Gwillimbury
Leisure Services Department
Attn: Teresa Fairbarn, Facilities Booking Clerk
905.775.2162 ext.5202
tfairbarn@townofbwg.com

School Booking:
􀂃 Simcoe County District School Board
Don Kennedy, Permit Clerk
705.734.6363 ext.11348
dkennedy@scdsb.on.ca

􀂃 Simcoe Muskoka District Catholic School Board


Darlene Charlebois, Permit Officer
705.722.3559 ext. 260
dcharlebois@smcdsb.on.ca

52
DEPARTMENT OF LEISURE SERVICES

COMMUNITY ASSISTED/FACILITATED EVENTS

SECTION 4

K. INSURANCE
Due Date:
Four months prior to the event
OVERVIEW:
􀂃 The Town of Bradford West Gwillimbury requires that all user groups obtain adequate
insurance coverage for their event so that they are covered for any liability issues that may arise.
􀂃 The following special event committees are already insured under the Town of Bradford West
Gwillimbury Insurance Policy:
o Mayor’s Levee Skate
o Winterfest
o Easter Egg Event
o Community Clean up Day
o Marsh Mash
o Trails Day/Mayor’s Hike for Health
o Canada Day Celebrations
o Carrot Fest
o Soup Fest
o Santa Claus Parade
o Celebrate Christmas

YOUR RESPONSIBILITY:
• If your group is not included on this list, you are not insured under the
Corporation of the Town of Bradford West Gwillimbury Insurance Policy.
Therefore, you must obtain a comprehensive policy of public liability
and property damage insurance through your own insurance company.

STEPS TO OBTAINING A CERTIFICATE OF INSURANCE:


1. Contact your own insurance company and request a certificate of
insurance. Your completed insurance certificate must include the following:
􀂃 The Town of Bradford West Gwillimbury listed as “additional insured”
􀂃 Commercial General Liability of $2 Million. For exception,
please refer to chart under ‘Extra Information’
􀂃 The date(s) and location(s) of your special event
􀂃 Effective and Expiry dates of the insurance coverage
􀂃 Cancellation Clause indicates 30 days
􀂃 Host Liquor Endorsement (only if liquor is being served)
􀂃 The name of Insurance Company & an authorized representative’s signature
2. Submit a copy of your completed certificate of insurance to the Recreation & Events Programmer.
3. The Recreation & Events Programmer will then verify that your certificate of
insurance is valid and approved.

53
EXTRA INFORMATION:
Type of Special Event Minimum Insurance
Coverage
􀂃 Walk-a-thons
􀂃 Fun Runs
􀂃 Running Events of all distances
􀂃 Biathlons
􀂃 Triathlons
􀂃 Bike Races
􀂃 Parades
􀂃 Filming
􀂃 Sport Tournaments with alcohol
􀂃 Other events not otherwise classified (i.e. bus pull)
􀂃 Dance
􀂃 Street Parties
􀂃 Beer Gardens
􀂃 Toll Lanes
􀂃 Other event which includes the consumption of alcohol $2,000,000
􀂃 Sport Tournaments without alcohol $1, 000, 000
Liability Requirements:
Whether your special event is insured under the Town of Bradford West Gwillimbury insurance or
another insurance company, a volunteer special event committee is autonomous. However, when
entering an agreement, the member(s) who sign a contract are legally responsible to uphold the
terms and conditions of the agreement. All members who vote in favour of assuming any debts of the
organization are legally responsible for those debts. For any special event, the committee is
therefore responsible to adhere to the following:

Organizational:
􀂃 Uphold the constitution, by-laws, goals and objectives of the organization.
􀂃 Have a full knowledge and clear understanding of board and operations
policies, procedures and standards.
􀂃 Use care, diligence and skill in performing the tasks of a director.
􀂃 Assess the needs of membership, staff, volunteers, client group and community.
􀂃 Evaluation of all aspects of the operation.

Financial:
􀂃 Avoid making a profit at the organization’s expense.
􀂃 Manage the organization’s finances properly and be accountable for all
income and expenditures.
􀂃 Ensure all employee deductions and income tax remittances have been
paid to Revenue Canada
􀂃 Ensure that proper and sufficient insurance is available, including contents
insurance and liability insurance for both the directors and public.

Personal:
􀂃 Act honestly, in good faith and in the best interest of the organization.
􀂃 Utilize personal skills and experience for the benefit of the organization.
􀂃 Disclose to all members of the board a conflict of interest.
􀂃 Foresee the consequences of a course of action before taking that action.
􀂃 Adhere to the oath of confidentiality.
􀂃 Do not act outside the board’s area of authority.

54
􀂃 Give advice, ask questions and make decisions with regard to staff
suggestions, and
􀂃 Be loyal to the organization
􀂃 Act within the purposes of the organization.

55
DEPARTMENT OF LEISURE SERVICES

COMMUNITY ASSISTED/FACILITATED EVENTS

SECTION 4

L. ALCOHOL LICENSING
Due Date:
Three months prior to the event
OVERVIEW:
Special Occasions Permit:
􀂃 A permit is needed any time liquor is sold or served anywhere other than in a
licensed establishment or a private place. A private place is an indoor area usually
not open to the public and not open to the public during the event (i.e. A residence
or private office).
􀂃 Special Occasion Permits are for occasional special events only, not for private
profit. If you intend to serve liquor for private profit, you must obtain a liquor license.
A permit may be revoked before the event if the AGCO has reason to believe the
event is being used for personal gain.
Alcohol Risk Management Policy:
􀂃 The Town of Bradford West Gwillimbury has developed a Municipal Alcohol Risk Management
Policy to ensure the safety and enjoyment of patrons using Town facilities/parks. All event sponsors
are required to abide by this policy. Under Town Council’s Alcohol Risk Management Policy, alcoholic
beverages are not allowed on Town property unless licensed under the authority of a Special
Occasion Permit. This is a guide to certain relevant legislation only. It does not purport to recite all
applicable statutory references. For more information on the Municipal Alcohol Risk Management
Policy, please refer to the appendix of this section.

YOUR RESPONSIBILITY:
􀂃 Be ultimately responsible for the safety and sobriety of people attending the event.
􀂃 Abide by the regulations set forth by the Liquor License Act.
􀂃 Abide by the regulations set forth in the Alcohol Risk Management Policy.

STEPS TO OBTAINING A SPECIAL OCCASIONS PERMIT:


1. Three months prior to the event contact the L.C.B.O for a Special Occasions Permit
Application Form.

2. Complete the Special Occasions Permit Application Form.

3. Write a letter to the Police, Fire, Paramedics, and Health Departments (3 separate
letters),requesting approval of alcohol at your Special Event. Along with each of your
letters, be sure to include the following information:
􀂃 A copy of your completed Special Occasion Permit
􀂃 Estimated attendance, security and control measures for the event

56
􀂃 A sketch of the outdoor area, indicating the:
o Location of event
o Location of beer tent or fenced enclosure and bar, including location of
entrances and exits to enclosure.
o Location and number of washrooms
o Location of food service area and type of food being served

4. Once you have completed the above steps, return your Special Occasion Permit
Application Form to an issuing L.L.B.O. (at least two months prior to event).
􀂃 In your letter, be sure to include the following in your application:
o A letter outlining the Special Event in detail.
o Copy of advertising
o Letters of Approval from the Board of Health, Police and Fire Department
and the Town of Bradford West Gwillimbury.

5. The L.C.B.O. will review your Permit Application and contact you when it has been
approved. It will be available for pick-up at the location that the L.C.B.O. specifies.

6. Send proof of the Special Occasions Permit to the Recreation & Events Programmer.

7. Send a list of your bartenders and their Smart Serve Certification Numbers to your
Special Events Liaison.

8. Complete the Special Occasions Permit Checklist. A copy of this checklist can be
found in the appendix of this section.

9. Post your Special Occasions Permit onsite on the day of your event.

SMART SERVE CERTIFICATION


All bartenders and beverage garden security must provide proof of Smart Serve
Certification two weeks before an event. All individuals are responsible to have their
Smart Serve Card with them at the event and be able to show it upon request.
The course can be taken on-line, visit www.smartserve.ca, for further information.

EXTRA INFORMATION:
Applicants:
􀂃 Applicants must be 19 years of age or older to apply for a Special Occasion Permit.
You may be asked to provide acceptable identification.
􀂃 If the applicant is an organization, a member or representative of at least 19 years
of age who has signing authority for the organization must sign the application.
􀂃 Applicants must submit any information, records, materials, documentation or
approvals to the AGCO as requested.
􀂃 The permit holder or representative shall attend and be present throughout the
SOP event. The permit (and levy receipt for Sale events) must be posted in a
noticeable place during the event.
Security:
􀂃 Security is required if your event includes alcohol. For more information on
Security, please see Section 16 – Security.
Recommendations for your Special Event:
􀂃 Create the required signage to post ahead of time. Required signage are:

57
o The hours of operation
o The time that tickets are not sold any longer
o The time that drinks will not be served any longer
o The time period that tickets will be redeemable for cash
o The designated driver program
o The location of where low & non-alcoholic drinks are available
􀂃 Use a counting device when serving alcohol to patrons and to keep track of the
amount of people entering and exiting the beer garden to ensure the legal limit
occupancy is abided by.

58
Appendix 8
Sample

59
60
61
62
63
DEPARTMENT OF LEISURE SERVICES

SPECIAL EVENTS BY-LAW

SECTION 5

THE CORPORATION OF THE TOWN OF BRADFORD WEST GWILLIMBURY

BY-LAW NO. 2008-013

Being a By-law to establish a system with respect to the issuance of special event permits in the Town
of Bradford West Gwillimbury

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;

AND WHEREAS pursuant to Section 126 of the Municipal Act, 2001, Council may pass by-laws to regulate
cultural and recreational events, including public fairs;

AND WHEREAS pursuant to Section 425 of the Municipal Act, 2001, Council may pass by-laws providing that
a person who contravenes a by-law is guilty of an offence

AND WHEREAS pursuant to Section 429 of the Municipal Act, 2001, Council may establish fines for offences
under its by-laws;

AND WHEREAS the Council of The Corporation of the Town of Bradford West Gwillimbury seeks to regulate
the holding of special events in the Town of Bradford West Gwillimbury and deems it necessary and expedient
to enact a by-law to govern the holding of special events on public or private property;

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF BRADFORD WEST
GWILLIMBURY ENACTS AS FOLLOWS:

1. DEFINITIONS

1.1 In this By-law:

(a) “Applicant” means the person or entity submitting, filing or making an application
for a Permit;

(b) “Council” means the Council of The Corporation of the Town of Bradford West
Gwillimbury;

(c) “Life Safety Plan” means a written plan to mitigate any emergencies or risks,
which may occur on scene and outlines the procedures or safeguards to react to those
situations, along with a plan to advise and train anyone who is assisting with the event in
those procedures;

64
(d) “Permit” means any permit issued in accordance with the provision of this By-
law;

(e) “Person” includes a corporation, business entity or group;

(f) “Private Property” means any lands that are not a Town or Public Facility;

(g) “Security Plan” means a plan to address property and equipment security
before, during and after the event.

(h) “Site Plan” means a drawing or sketch of the subject area indicating the details
of the event that shall include but not limited to booths, entrances/exits and any other
structure that is to be accompanied by a map displaying the size and location of the
event;

(i) “Special Event” means an activity, exhibition, event, or function, more


particularly described in Section 2.1, held within the boundaries of the Town that attracts
more than 2,000 persons who participate or attend, or both;

(j) “Town” means The Corporation of the Town of Bradford West Gwillimbury;

(k) “Town or Public Facility” means road allowances, parks, property or buildings
controlled by the Town or other government agencies.

(l) “Town Departments” means any department within the Corporation of the Town
of Bradford West Gwillimbury.

2. SPECIAL EVENTS FOR WHICH PERMIT IS REQUIRED

2.1 No person shall hold, organize or sponsor any of the following events or activities on Town
property or other public facilities, or on private property which attract more than 2,000 persons
who participate or attend, or both, unless the Town has granted a Permit for such event or
activity (“Special Event”):

(a) parades, processions, marathons, bicycle races, recreational events, animal


shows, car/automobile shows and other events utilizing the sidewalks or vehicular travel
portion of municipal streets, highways, parking lots or properties, including facilities
operated by the Town;

(b) carnivals, bazaars, gatherings and similar events which offer such activities as
amusement rides or devices, games of skill, animal rides or exhibitions, food
concessions or live entertainment;

(c) outdoor festivals offering live or recorded music or entertainment for public or
private audiences;

(d) organized scheduled contests and exhibitions;

(e) marine events, including any prescheduled organized concentration of watercraft,


involving participants and/or spectators, of a competitive or non-competitive nature;

(f) scheduled races, exhibitions or other events involving the operation of motorized
vehicles or any type;

(g) activities or events requiring a variance from the regulations of any municipal
department;

65
(h) Outdoor assemblies for religious and/or cultural purposes;

(i) the showing of feature films, television commercials, documentaries, educational


films, television films, television network programs, music videos and commercial still
photography.

3. EVENTS FOR WHICH PERMIT MAY BE REQUIRED

3.1 Any events or activities taking place or occurring on Town property or other public facilities that
are not a Special Event may require a Permit if, in the opinion of the Manager of Facilities and
Parks, acting reasonably, such a Permit is necessary to ensure the safety of persons and the
protection of persons and of property in the Town.

4. APPLICATION: CONTENTS AND FEE

4.1 A complete application for a Permit under this By-law shall be made to the Manager of
Recreation or his or her designate submitted in the form appended in Schedule “A”
accompanied by an application fee and working deposit in accordance with Schedule “B”.

4.2 A complete application for a Special Event shall be filed not less than 120 calendar days before
the first date of the Special Event or 180 calendar days in advance of a Special Event with a
planned for attendance of 10,000+ . Application forms can be obtained from the Recreation
Department.

5. APPLICATION: SUBMISSION AND PROCESSING REQUIREMENT

5.1 A complete application shall be granted, granted with conditions or denied by Council. The
Applicant may be required to attend a pre-scheduled meeting to discuss the Special Event with
the Manager of Recreation.

5.2 If an application is submitted after the filing deadline set forth in Section 4.2 above, Council may,
in its sole and absolute discretion, upon receipt of a complete written submission from the
Applicant outlining the reasons why the time limits could not be met, amend the time limits set
out in Section 4.2 above.

6. PERMIT APPROVAL PROCESS

6.1 A Permit may be issued upon receipt and review of a complete application for a Permit if, in the
opinion of Council, the following conditions have been met:

(a) there is a demonstrated benefit to the businesses, residents and visitors of the
Town by allowing the Special Event;

(b) any proposed use of public property, right of way, or facilities will not
unreasonably interfere with the normal use of the property, right of way or facility by the
Town or general public;

(c) the Special Event does not present a safety or health risk to participants,
spectators or the public;

(d) the Special Event is compatible with the surrounding area or neighbourhood with
due consideration to acceptable increases in noise, traffic, crowd and other municipal
concerns;

(e) all comments/recommendations from pertinent municipal and governing


operating departments and agencies;

66
 Bradford West Gwillimbury Fire Department,
 Bradford West Gwillimbury Public Works Department,
 Bradford West Gwillimbury Facilities and Parks Department,
 Bradford West Gwillimbury Planning and Development Department,
 Bradford West Gwillimbury Water/Waste Water Departments;
 Lake Simcoe Region Conservation Authority,
 South Simcoe Police Services,
 Simcoe County Paramedic Services,
 Simcoe Muskoka District Health Unit,
 Ministry of Environment,
 Electrical Safety Authority and
 Liquor Licence Board of Ontario,
 And others (at the discretion of the Manager of Recreation),

Have been received and are in support of the Special Event in written form or any
concerns of these entities have been met to the satisfaction of the Manager of
Recreation.

6.2 The Applicant must submit a certificate of insurance evidencing public liability insurance
coverage, in the amount of Two Million Dollars ($2,000,000.00), for the Special Event. If the
Special Event involves the use and/or sale of alcohol, the amount of insurance required is Five
Million Dollars ($5,000,000.00). The insurance policy will name the Town as additional insured
on both policies.

6.3 The Applicant must agree in writing to indemnify the Town and hold harmless against any
damages, suits, claims or losses that may arise as a direct or indirect result of the Special
Event.

7. PERMIT REQUIREMENTS

7.1 Council may impose, as conditions to the granting of a Permit, such further requirements and
restrictions as will, in the sole discretion of Council, protect the health, safety and welfare of the
general public and protect property, based on the recommendations of Bradford West
Gwillimbury staff, Lake Simcoe Region Conservation Authority, South Simcoe Police Services,
Simcoe County Paramedic Services, Simcoe Muskoka District Health Unit, Electrical Safety
Authority, Ministry of Environment and Liquor Licence Board of Ontario. Such conditions may
include, but are expressly not limited to:

(a) the payment of a fee or charge for the use or allocation of Town property and
equipment not exceeding the actual costs incurred by the Town in connection with the
proposed activity;

(b) the posting of security in the form of a performance bond, an irrevocable letter of
credit up to ninety (90) days after the conclusion of the Special Event, or other surety
securing payment of the fee or charge referenced in Subsection 7.1(a);

(c) the provision of adequate crowd control and traffic control, security, fire
protection, food handling, washroom facilities, parking control, waste and refuse
disposal, and noise restrictions;

(d) Consenting to and/or supplying the Town with a criminal record check if the
Applicant is an individual or of its officers and directions if the Applicant is a corporation.

8. COMPLETE APPLICATION

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8.1 A complete application shall consist of a duly executed Application Form attached hereto as
Schedule “A”, written documentation of support from the other municipal and government
departments/agencies together with payment of the application fee.

8.2 In addition to any other requirements of this By-law, an application for a Permit shall include
copies of approvals from any of the following entities that may have an interest in the Special
Event, including but not limited to the following:

(a) Ministry of the Environment for sewage disposal approvals on daily design flow
rates exceeding 10,000 litres per day and written confirmation from the provider of the
disposal services. Where the design flow rates do not exceed 10,000 litres, the
Applicant will apply to the Town and provide the name of the supplier providing sewage
services and any related documents regarding designs and costs and number of
washroom units.;

(b) Simcoe Muskoka District Health Unit for food services, water supply, sanitary
facilities and wastewater disposal;

(c) Electrical Safety Authority for all electrical safety and construction issues; and

(d) Liquor Licence Board of Ontario for any alcohol related or licensed events.

(e) South Simcoe Police Services

(f) Simcoe County Paramedic Services

(g) Lake Simcoe Conservation Authority

(h) Bradford West Gwillimbury Fire Department,

(i) Bradford West Gwillimbury Public Works Department,

(j) Bradford West Gwillimbury Facilities and Parks Department,

(k) Bradford West Gwillimbury Planning and Development Department,

(l) Bradford West Gwillimbury Water/Waste Water Departments;

8.3 In addition to any other requirements of this By-law, an application for a Permit shall include the
following:

(a) Site Plan;

(b) Emergency Life Safety Plan;

(c) Security Plan; and

(d) Advertising and Promotion Plan

(e) Location of where Signs will be placed on Property

(f) End of Event Plan – time line for the clean up and equipment removal from
property.

9. STAFF SUPPORT

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9.1 The Manager of Recreation is the main contact for Special Events in the Town.

Permit applications involving property owned by the Lake Simcoe Region Conservation
Authority will be required to coordinate activities with Conservation Authority staff, if required.

10. OTHER REQUIREMENTS

10.1 The granting of a Permit under this By-law does not eliminate any requirement for any business
licence; any other permit(s) which may be prescribed by any other municipal by-laws, rules and
regulations or other governmental agencies. The Applicant will still be required to obtain such
approvals as may be required from any other federal, provincial or municipal government or
agency in order to carry out its Special Event in full compliance of all laws. These requirements
would need to be confirmed in writing from the appropriate agency prior to the Town of Bradford
West Gwillimbury awarding the permit for Special Event.

11. COMPLIANCE AND REFUSAL

11.1 If an Applicant fails to comply with any of the provisions of this By-law, and any provisions of the
Permit or any other by-laws of the Town, in addition to any other penalty, the Permit may be
revoked at any time without notice.

11.2 If an application for a Permit under this By-law is denied, the application may be reconsidered at
a subsequent occasion upon the Applicant addressing, to the satisfaction of Council, the
reasons given for the initial denial of the application.

12. OFFENCE

12.1 Every person who contravenes a provision of this By-law is guilty of an offence and upon
conviction is liable to a fine Five Thousand Dollars ($5,000.00) exclusive of costs.

12.2 An offence under this By-law constitutes a continuing offence and for each day or part of a day
that the offence continues, the minimum fine shall be Five Hundred Dollars ($500.00) and the
maximum fine shall be Ten Thousand Dollars ($10,000.00).

13. SHORT TITLE

13.1 This By-law may be referred to as the Special Events By-law.

14. ADMINISTRATION

14.1 The following schedules shall form part of this By-law:

(a) Schedule “A” – Application Form.

Process Steps

i – consultation with Manager of Recreation – assign file number, name of


event and name of main contact

ii – applicant obtains necessary documentation to complete application


prior to submission for approval.

iii – applicant submits individual agency/department requests for approval


quoting file number and name.

iv – applicant returns completed items to Manager of Recreation for


review. Applicant must include insurance certificate/letter of intent from

69
insurer (in case Council denies request). Town of Bradford West
Gwillimbury would then place a sign on the property advising when the
event is proposed and when it will be discussed before Town Council.

v – Manager of Recreation completes staff report for Council/Committee


of the Whole for consideration.

vi – Council approves or denies application.

(b) Schedule “B” – Fee Schedule

14.2 Where a court of competent jurisdiction declares any section or part of a section of this By-law
to be invalid, the remainder of this By-law shall continue in force unless the court makes an
order to the contrary.

15. INTERPRETATION & VALIDITY

15.1 Any reference to a statute, regulation or other legislation in this By-law shall include such
statute, regulation or other legislation or provision thereof as amended, revised, re-enacted
and/or consolidated from time to time and any predecessor or succession legislation thereto.

15.2 Words importing the singular number shall include the plural, and words importing the
masculine gender shall include the feminine, and the converse of the foregoing also applies,
unless the context of the by-law otherwise requires.

15.3 If a court of competent jurisdiction declares any provisions or part of a provision of this By-law to
be invalid or to be of no force and effect, it is the intention of Council in enacting this By-law that
the remainder of this By-law shall continue in force and be applied and enforced in accordance
with its terms to the fullest extent possible according to law.

16. EFFECTIVE DATE OF BY-LAW

16.1 This By-law shall come into force and take effect on the day of the passing thereof.

READ A FIRST, SECOND AND THIRD TIME AND ENACTED this 12th day of February 2008.

70
SCHEDULE “A”

Town of Bradford West Gwillimbury

Special Event (ref By-Law 2008-013)

Application Form

1) DATE:_________________________________________________________________

NAME OF APPLICANT:___________________________________________________

ADDRESS:_____________________________________________________________

______________________________________________________________________

______________________________________________________________________

PHONE NUMBER:_______________________________________________________

TYPE OF EVENT APPLIED FOR - LIST EVENTS:______________________________

______________________________________________________________________

DATE OF EVENT:_______________________________________________________

TIME/HOURS:__________________________________________________________

2) PROOF OF INSURANCE, ACCORDING TO SECTION 6.2 OF BY-LAW NUMBER


2008-_______

GENERAL LIABILITY AND PROPERTY DAMAGE, ACCEPTABLE TO THE TOWN,


BUT NOT LESS THAN TWO MILLION DOLLARS ($2,000,000.00). IF THIS SPECIAL
EVENT INVOLVES THE USE AND/OR SALE OF ALCOHOL, THE AMOUNT OF
INSURANCE REQUIRED IS FIVE MILLION DOLLARS ($5,000,000.00). THE TOWN
OF BRADFORD WEST GWILLIMBURY MUST BE NAMED AS CO-INSURED ON THE
APPLICANT’S CERTIFICATE.

NAME OF INSURANCE COMPANY AGENT AND POLICY NUMBER.

3) FOOD AND BEVERAGE TO BE SOLD (please describe):

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________
4) IS SECURITY CONFIRMED AS PROPOSED IN SECTION 7.1(c)?

______________________________________________________________________

5) CHECKLIST OF THE RESOURCES YOUR GROUP IS GOING TO HAVE:

______________________________________________________________________

6) LETTER OF COMPLIANCE (to be filed with the application) AND ITEMS TO BE


INCLUDED AS FOLLOWS:

TOWN OF BRADFORD WG FIRE CHIEF:____________________________________

TOWN OF BRADFORD WG PUBLIC WORKS/ENGINEERING DIRECTOR ________

TOWN OF BRADFORD WG FACILITIES & PARKS MANAGER __________________

TOWN OF BRADFORD WG PLANNING & DEVELOPMENT DIRECTOR __________

LAKE SIMCOE CONSERVATION AUTHORITY _______________________________

INSURANCE:___________________________________________________________

SIMCOE COUNTY PARAMEDIC SERVICES__________________________________

SOUTH SIMCOE POLICE SERVICES:_______________________________________

SIMCOE MUSKOKA DISTRICT HEALTH UNIT ________________________________

MINISTRY OF ENVIRONMENT ____________________________________________

ELECTRICAL SAFETY AUTHORITY _______________________________________

LIQUOR LICENCE BOARD OF ONTARIO __________________________________

WRITTEN APPROVAL OF (PRIVATE PROPERTY OWNER/MUNICIPAL)

______________________________________________________________________

PROVIDE A SITE PLAN WHICH WILL INCLUDE THE FOLLOWING:

a) LOCATION AND SIZE OF EVENT - PROVIDE A SCALED MAP _______


b) DRAWING OF SITE OF EVENT - SHOWING LOCATION OF
EMERGENCY ENTRANCES/EXITS, BOOTHS, ETC.
_______________

c) WASHROOM FACILITIES, WATER STATIONS, FIRST AID __________

d) PARKING CONTROL, GARBAGE DISPOSAL PLAN ________________


NOTIFICATION IN WRITING OF ROAD AUTHORITY: __________________________

7) FEE: (cheque to be included with application) __________________________________

A registered Charitable Organization may submit a written request to have the Fee waived.

8) SPONSORS OF THE EVENT: _____________________________________________

9) DISCLAIMER:

NO WORKER (at this Event) SHALL BE CONSIDERED AN EMPLOYEE OF THE


TOWN.

10) DECLARATION

As the applicant as named herein, I hereby make this application and confirm that I have
read the By-law Number 2008-___ and agree to abide by and post same at event
location.

DATED THIS ________ DAY OF ________________, 20___

APPLICANT/SPONSOR THIS LICENCE IS HEREBY GRANTED


(1 copy to applicant, 1 copy to Town) AND IS IN EFFECT FOR THE PERIOD

I agree to allow the Town of Bradford West


Gwillimbury, its employees and agents to enter
upon the subject property for the purposes of
conducting a survey, inspection and test that
may be necessary to this application.

I also agree to pay the Application Non-


Refundable Fee and Working Deposit as
established by Schedule “B” at the time of filing
this application and any costs which exceed this
deposit. I understand that no assurance is given
that the payment of the deposit will result in
approval of the application.

CLERK/LICENCING OFFICER
SCHEDULE “B”

Town of Bradford West Gwillimbury

Special Event (ref By-Law 2008-013)

Fee Schedule

The fees outlined in Schedule “B” are for the Town of Bradford West Gwillimbury
purposes only. The applicant may be required to pay other municipal/governmental fees
to obtain written support/confirmation from those specific agencies that is required for
the application.

EVENT TYPE APPLICATION FEE WORKING DEPOSIT


REQUIRED (in addition to
application fee)
2,000-5,000 attendees $250.00 $1,000.00
5,001-10,000 attendees $500.00 $2,500.00
10,000 + attendees $750.00 $5,000.00

Note: The working deposit shall be used as a working fund to cover ongoing external
legal, planning, engineering costs etc., and internal administrative costs incurred by the
municipality in the processing of this application. A Special Event Permit will not be
issued until all external costs have been paid. Any remaining funds in the Working
Deposit will be returned to the applicant following issuance of the permit.

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