Professional Documents
Culture Documents
SERVICES
1
DEPARTMENT OF LEISURE SERVICES
Special Events Manual
Table of Contents
1. Introduction – Welcome
3. Municipal Events
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
2
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
H. Security
- Security Information
I. On Site Meeting
- On Site Meeting Information
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
3
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:
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.
4
DEPARTMENT OF LEISURE SERVICES
CONTACT INFORMATION
SECTION 2
5
DEPARTMENT OF LEISURE SERVICE
SECTION 2
Manager of Recreation
(Nick Warman)
Recreation Coordinator
(Nancy Shortill-Thatcher)
Administrative Assistant
(Heather Polsinello)
6
DEPARTMENT OF LEISURE SERVICES
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.
7
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
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.
8
DEPARTMENT OF LEISURE SERVICES
MUNICIPAL EVENTS
SECTION 3
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.
9
B. TOWN OF BWG AFFILIATED EVENTS
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.
10
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.
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.
11
Appendix 1
SPECIAL EVENTS TIMELINE
12
groups involved, purpose of event, celebrities involved, contact information, sponsors
Items such as cars, trips, art, etc. usually require formal requests
13
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
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
14
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
15
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.
16
DEPARTMENT OF LEISURE SERVICES
MUNICIPAL EVENTS
SECTION 3
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).
17
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.
18
Appendix 2
Sample
19
Appendix 3
20
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
21
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
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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!"
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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
Tercat Enterprises
12 George St., Unit 1
Cookstown, ON L0L 1L0
Contact: Terry Chisholm
Ph: 705.458.9588
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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.
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
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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/
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
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.
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.
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.
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!
34
Appendix 5
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.
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
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
Attention: please read the following very carefully as it affects your legal rights.
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.
• 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 .
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
37
Appendix 8
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.
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
40
http://www.gianttiger.com/en/community/spons
Giant Tiger orship
Supports children and youth, families in crisis,
seniors and those with disabilities.
MUNICIPAL EVENTS
SECTION 3
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.
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.
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.
Appendix 12
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.
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
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.
49
COMMUNITY ASSISTED/FACILITATED EVENTS
SECTION 4
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.
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.
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
52
DEPARTMENT OF LEISURE SERVICES
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.
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
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.
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.
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
SECTION 5
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
(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;
(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;
(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.
2.1 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”):
(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;
(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;
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.
4.1 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.
5.1 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.
6.1 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;
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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.
8.3 In addition to any other requirements of this By-law, an application for a Permit shall include the
following:
(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.
10.1 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.
11.1 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).
14. ADMINISTRATION
Process Steps
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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.
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.
15.1 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.
16.1 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.
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SCHEDULE “A”
Application Form
1) DATE:_________________________________________________________________
NAME OF APPLICANT:___________________________________________________
ADDRESS:_____________________________________________________________
______________________________________________________________________
______________________________________________________________________
PHONE NUMBER:_______________________________________________________
______________________________________________________________________
DATE OF EVENT:_______________________________________________________
TIME/HOURS:__________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
4) IS SECURITY CONFIRMED AS PROPOSED IN SECTION 7.1(c)?
______________________________________________________________________
______________________________________________________________________
INSURANCE:___________________________________________________________
______________________________________________________________________
A registered Charitable Organization may submit a written request to have the Fee waived.
9) DISCLAIMER:
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.
CLERK/LICENCING OFFICER
SCHEDULE “B”
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.
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.