1

2013

A resource document for

Festival & Event Organizers

City of Burlington

May 2013

Festivals and Events Manual

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Table of Contents

INTRODUCTION .............................................................................................................. 4

TYPES OF FESTIVALS AND EVENTS AND HOW TO APPLY ............................................... 5

TYPE # 1 – STREET EVENTS: EVENTS THAT TAKE PLACE ON CITY STREETS AND/OR SIDEWALKS ..................................................................................................................... 5

Street and / or Sidewalk Event Permit Application............................................8 Street Dance / Block Party Application.............................................................10 Criteria and Guideline for Cycling Events..........................................................11

TYPE #2 – EVENTS THAT TAKE PLACE IN CITY PARKS AND FACILITIES ..................... 14

MAINTENANCE RESPONSIBILITIES AND PROTECTION OF CITY PROPERTY ............... 14

CONDITIONS FOR PARK USE ............................................................................................... 15

1. Site Plan ................................................................................................................. 15 2. Resources ............................................................................................................... 15

3. Vehicles in Parks ..................................................................................................... 16 4. Garbage/Recycling/Grease/Waste Water/Washrooms ................................................ 17

5. Digging/Staking or Fencing on Park Property ............................................................ 18 6. Damages ................................................................................................................ 18

7. Public Access to Parks ............................................................................................. 19

8. Supervision ............................................................................................................. 19 APPLICATION SUBMISSION ................................................................................................ 19

FESTIVALS AND EVENTS APPLICATION (PARKS AND FACILITIES) ............................. 21

TYPE # 3 – EVENTS THAT COMBINE THE ABOVE TWO TYPES ..................................... 24

TYPE # 4 – EVENTS TAKING PLACE ON PRIVATE PROPERTY ....................................... 24

Items Applicable to all Festivals and Events................................................................24 Major Outdoor Festival and Event Application Process.................................................25 Event Planning Timelines..........................................................................................26

POLICIES AND PROCEDURES ........................................................................................ 29

ACCESSIBILITY.................................................................................................................30

ACCESSIBLE CUSTOMER SERVICE TRAINING ....................................................................30 ALCOHOL AT EVENTS........................................................................................................30

CASH GRANT/FACILITY FEE WAIVER ................................................................................... 31 DOGS/PETS/SERVICE ANIMALS ........................................................................................... 31

EMERGENCY SERVICES..........................................................................................32 ENVIRONMENTAL MATTERS................................................................................................ 32 EVENT NOTIFICATION/CONTACT INFORMATION ................................................................ 333

ENTERTAINMENT STANDARDS........................................................................................... 344 FIRES ............................................................................................................................... 344

FIREWORKS ...................................................................................................................... 344

FIRST-AID ........................................................................................................................ 344 FOOD CONCESSIONS ........................................................................................................ 355

HOT AIR BALLOONS .......................................................................................................... 355 HYDRO INSPECTION ......................................................................................................... 355

INFLATABLE/AIR SUPPORTED STRUCTURE .................................................................................. 36

INSURANCE ...................................................................................................................... 366 NOISE RESTRICTIONS ........................................................................................................ 37

OVERNIGHT STAYS IN CITY PARKS ..................................................................................... 38

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PARKING/STAGING AREAS .................................................................................................. 38

PARKING LOTS ................................................................................................................... 39 PEDESTRIAN CROSSING/ROUTE MARSHALLS....................................................................... 39

PETTING ZOO/ANIMALS IN PARKS ...................................................................................... 39 POLICE SERVICE ................................................................................................................ 40

RAFFLES/BAZAARS ............................................................................................................. 40

REVENUE GENERATION/SOLICITING OF FUNDS ................................................................... 40 RISK MANAGEMENT ........................................................................................................... 40

ROAD CLOSURES/PARADES/STREET SIGNS ......................................................................... 42 SANITARY FACILITIES/WASHROOMS .................................................................................. 43

SIGNAGE (PARK & FACILITIES) ............................................................................................... 43 TENTS OR TEMPORARY STRUCTURES ................................................................................. 44

WAIVERS ........................................................................................................................... 44

WALKATHONS/BIKE-A-THONS (EXCLUDES RACES) .................................................................... 44

FESTIVALS AND EVENTS CONTACT LIST ....................................................................... 45

APPENDICES

A City Streets: Street and/or Sidewalk Event Permit Application

B City Streets: Street Dance/Block Party Application

C City Parks and Facilities: Festivals and Events Application Form D Criteria and Guidelines for Cycle Racing and Major Events on city roads

E Affected area, sample notification letter F Halton Health Protection Services:

Co-ordinator Notification Package for Special Events

Health Requirements for Food Vendors at Special Events

G Festival and Event site maps: Beachway Park, Central Park, Hidden Valley Park, La Salle

Park, Lowville Park, Spencer Smith Park. H City Resources Available For Festivals and Events

I Cash Grant/Facility Fee Waiver Form and Criteria J Parks By-Law

K Burlington Fire Department: Fire Prevention Procedures, Festivals and Events in City Owned Facilities and Parks

Vendor Fire Safety Requirements (General non-cooking)

Vendor Fire Safety Requirements (Cooking)

Fire Safety Advisory (BBQ precautions)

Vendor check in and set up check list.

L Fireworks Presentation Requirements

M St. John Ambulance, Request for Brigade Coverage

N Downtown Parking Map

O City of Burlington, facility permit: conditions and regulations.

P City of Burlington, Municipal Alcohol Policy

Q Additional resources: Electrical Inspection Application, Electrical Safety Authority

Creating an Event From Scratch (courtesy of the Country and Blues Music Festival)

Discover Sandcastles Festival, a case study

Emergency Plan

Special Event, Waste Diversion Self-Assessment (source: Halton Region)

Managing Your Event, a safety guide for organizers (source: JLT Canada)

Zero Tolerance Policy, City of Burlington

Events Manual Checklist

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Festivals and Events Manual

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INTRODUCTION

Dear Event Organizer: The sixth edition of this manual has been produced to serve as a guideline for festival and event organizers in planning their activities. Along with the Event Application Forms, this manual is designed to help you navigate through all requirements and essentially, present a safe and successful event in The City of Burlington. Not only are important items (such as procedures and policies) explained, but we have also provided you with helpful information such as who to contact to ensure you meet all necessary requirements for your festival or event. Please use this manual so we can work together in presenting exciting festivals and events that will enhance our community’s quality of life. If you follow this manual, you will ensure that all necessary approvals will be well in place before the actual date(s) of the event.

Most importantly, Parks and/or Facility requests for your festival and event application must be received by September 15th in the year to 18 months prior to the festival or event

presentation. For street and/or sidewalk events, see page 5 for deadline information.

If you have any immediate questions or comments please contact 905-335-7600 ext. 7422 or email: festivalsandevents@burlington.ca Let us know what you think of the Festivals & Events Manual: Your feedback and comments are welcome at any time. Best wishes as you plan and prepare your event. Sincerely, Chris Glenn, Director of Parks & Recreation

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II TYPES OF FESTIVALS AND EVENTS AND HOW TO APPLY

TYPE # 1 – Street Events: events that take place on city streets and/or

sidewalks

Festivals and Events that take place on city streets and/or sidewalks and may require a street closure or lane reduction on a roadway. Those wishing to use sections of the streets and/or sidewalks as the site for a festival or event must receive the approval of all City and Regional departments affected. This includes an event not directly utilizing the roadway which has significant traffic impact on City streets. Examples include parades, road races, walks, and cycling events.

Application forms are included in this section of the manual and also as Appendix A (Street and/or Sidewalk Application) and Appendix B (Street Dance/Block Party Application).

The Criteria and Guidelines for Cycle Racing and Major Events in the City of Burlington, on Roads open to the Public (see Appendix D) outlines the requirements for this type of event which the organizer must follow in order for the event to receive final approval.

These forms are also available from the Transportation Services Department located on the ground floor of City Hall or online at: www.burlington.ca/stapp

For MINOR EVENTS such as walkathons, bicycle rides, minor running races, etc., with less than 1,000 participants, where NO MAJOR ROAD CLOSURE is required and at least one lane of traffic in each direction is maintained on all roads used:

A minimum of 6 weeks processing time is required.

A fee of $25.00 for all minor events (charitable or non-profit events are exempt where proof is submitted with the permit application).

The application will be distributed to the affected city and regional departments for their review and comments.

Upon receipt of input from all of the above groups, Transportation Services staff will consider the application for approval.

For MAJOR EVENTS such as cycling races, biathlon/triathlon, major running races, festivals, etc., with 1,000 or more participants where a ROAD CLOSURE is required (see Appendix C for requirements for Major Events):

A minimum of 6 months processing time is required.

A fee of $500.00 for all major events (charitable or non-profit events are exempt where proof is submitted with the permit application) must be submitted with the application.

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Additional costs for road detours, staff time, etc. will be recovered from the applicant if incurred.

The application will be distributed to the affected city and regional departments for their review and comments.

Upon receipt of input from all the above groups, Transportation Services staff will consider the application for recommendation and for consideration of the Community Services Committee, via a report. The applicant will be notified of the opportunity to appear as a delegation. The approval of Burlington City Council must be granted before a "major" Street and/or Sidewalk Event Permit will be issued.

Items of note:

Street Dance/Block Party Application: The use of minor local city streets and/or sidewalks for neighbourhood street parties is processed in the following fashion: The organizer of a neighbourhood street party must complete a Transportation Services Street Dance/Block Party Application form (Appendix B), outlining the details of the event and the contact name, address and telephone number of the person in charge. This form is available online at: www.burlington.ca/blockapp

Food Service: Events involving food service or provision must obtain approval from Halton Health Protection Services. Contact Health Protection Services 4 weeks prior to such events taking place. (See Contact List - Street Parties)

Parking impact in the event area: The organizer should be aware that there may be an impact on parking in the immediate area surrounding the event. Arrangements in this regard must be addressed through Transportation, Parking Services staff as identified in the Contact List - Parking.

Transportation Services will distribute the details of the event to Emergency Services

and will mail a letter to the event organizer containing a list of guidelines and obligations associated with staging the event.

Event Notification: Staff will provide a template for the event organizer to work from in

development of an event notification letter to residents and businesses in the affected area. o Event consultation for new events to occur minimum 6 months prior. o Event notification letter distribution to occur minimum 30 days prior for existing

events.

For road use events - unless there is a police officer present to control traffic, participants MUST obey all traffic control devices i.e. stop signs, yield signs, traffic signals, etc.

For races with lane closures - a given route may be used only once during the year. As well, the same sections of any road are to be used in separate races only twice per year to reduce the inconvenience to area residents.

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APPLICATION SUBMISSION

The completed Street and/or Sidewalk Event Permit Application Form and all supporting documents must be forwarded to:

City of Burlington Transportation Services Department Attention: Event Permit Application 426 Brant Street, P.O. Box 5013 Burlington, Ontario L7R 3Z6

OR

Email roaduseevents@burlington.ca

OR

Deliver directly to Transportation Services Department (ground floor of City Hall)

OR

via fax at 905-335-7874

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Street and/or Sidewalk Event Permit Application # (______/______) Traffic Services, c/o City Hall 426 Brant Street P.O Box 5013 L7R 3Z6 Phone: (905) 335-7671 Fax: (905) 335-7874

Date of Application:__________ Date of Event:__________Type of Event:________ dd-mmm-yy

Applicant:

Name: ______________________________ Address:___________________________

Phone: ______________________________Fax:________________________________

Mobile: _____________________________Work Phone:________________________

Start Time: ____________________AM / PM Finish Time:_____________ AM / PM

Sponsoring Organization:_________________________________________________

Charity Supported:_______________________________________________________

Number of Participants:_______________Parking Location:____________________

Starting Point:_______________________ Finishing Point:______________________

Assembly Area:_____________AM / PM Dismissal Area: ____________ AM / PM Reviewing Stand:_________________________________________________________

Describe Requested Route For the Event (attach map):

Number of Motor Vehicle in Event, and their Role:

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Special Components (Large Balloons, Banners, Flags, Oversized Vehicles, etc):

The preceding information correctly describes the proposed event being applied for. Any changes MUST be submitted to and approved by the Transit & Traffic Department.

____________________________________

Applicant’s Signature

Please Do Not Write Below – Office Use Only: Conditions for this event, if approved by ALL Departments listed below:

1. Street or sidewalk special events cannot start or finish in the area of a Church or other facilities which may be adversely affected by the congregation of people taking part in the event unless prior permission from the official representative of the affected parties has been granted in writing and presented to Traffic Services as part of the Special Event Permit Application.

2. An adequate number of marshals shall be assigned to control the event participants and the number of marshals shall be indicated on the permit application.

3. Applicant is responsible for contacting the Halton Regional Police Service for their review and determination as to the level of Police involvement for Traffic Regulations. Event Organizers must adhere to Police requirements for policing services.

Halton Regional Police Service (905) 634-7743

City of Burlington Fire Department (905) 333-1570

Transit Operations (905) 333-7878

City of Burlington Parks & Recreation Department (905) 335-7782 Event Classification:

Minor Event Major Event Registered Charity

Staff: _______________________Applicable Fee: No Yes: $___________

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Street Dance/ Block Party Application

Traffic Services, c/o City Hall 426 Brant Street P.O Box 5013 L7R 3Z6 Phone: (905) 335-7671 Fax:(905) 335-7874

Name: _____________________________Date of Party:_________________________ Applicant Address:_______________________________________________________ Party Address:___________________________________________________________ Description of Location: ___________________________________________________

Start Time: ___________a.m./p.m. Finish Time:______________a.m./p.m.

Phone Number: __________________________________________________________

1. It is fully understood that by allowing the closing of this road, no approval is given for the consumption of alcoholic beverages on the public road allowance, since consumption of alcoholic beverages are not permitted on public property under the Liquor Licence Act. As well, this letter does not exempt you or your Committee from the City’s Noise and Nuisance Control By-Law #19-2003 and amendments thereto.

2. Should an emergency arise, you will ensure clear access for emergency vehicles. All

street party activities will cease and resume only when the emergency has been resolved.

3. Barricades are to be removed at the completion of the street party and normal access

to your street is to be restored without delay.

4. You will ensure that all affected residents will receive advance notification of the temporary street closure so that alternative access arrangements can be made for essential deliveries and/or visits i.e. scheduled medical house calls, etc.

5. No tents, awnings, or other similar structures shall be installed erected, or located on

the traveling portion of any public roadway, or on any private roadway/laneway serving a multi-unit development that is designated and posted as a Fire Access Route. Immediate access must be provided upon demand to all emergency vehicles. Should you wish to erect such a structure on private property, please refer to the attached Burlington Fire Department requirements.

6. The attached list of requirements from the Burlington Fire Department must be

adhered to.

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Attachment: Requirements of the Burlington Fire Department 1. The erection of tents on private property will require a Building Permit if the floor

area of the tent exceeds 60 sq. m. Appropriate documentation would be required

from the applicant confirming that the tent meets with a high degree of flame

resistance subject to recognized testing standards. It is highly recommended that

any smaller tents erected for neighbourhood use also be flame resistant, and that

applicants verify with rental agencies prior to erection. Applicants should ensure

compliance of tent fabric with one of the following recognized standards:

CAN/ULC S-109-M “Standard for Flame Tests of Flame Resistant Fabrics and

Films”; NFPA701 “Standard Method of Fire Tests for Flame-Resistant Textiles and

Films”; or compliance with NOTE 4 of Test Method 27.1 of the CAN2-4.2

“Textile Test Methods”.

2. The use of any fuel fired cooking or heating appliances should be prohibited in any

tents due to the increased potential for either a fire (even if the tent material is fire

resistive it will still burn), or carbon monoxide poisoning within the enclosed space.

The use of candles and other open flames should also be discouraged. If candles are

used they should be placed in a tip resistant glass or non-combustible receptacle

with the sides extending above the height of the flame.

3. Consideration should be given to not closing too many streets in one area, and that

main arterial and collector roads not be closed without further consultation with the

Fire Department.

4. The discharging of unauthorized fireworks and pyrotechnics is in violation of City

By-law and, dependent on the type of effect being discharged, could also be in

contravention of the Ontario Fire Code. Any applicants proposing this are to

consult directly with the Fire Prevention Division at (905) 637-9536. The discharge

of fireworks without prior approval of the Fire Department is strictly prohibited.

5. Any open-air burning activity such as bonfires and burning of materials in drums

etc. is prohibited in the urban areas of the City (all areas south of Dundas Street).

Applicants are requested to consult with the fire department if they have any further

questions with respect to this issue.

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CRITERIA AND GUIDELINES FOR BICYCLE RACING EVENTS IN THE CITY OF BURLINGTON ON

ROADS OPEN TO THE PUBLIC Any organization that wishes to hold a bicycle race, or any event which includes a bicycle race (biathlon, triathlon) component, must comply with the following criteria and guidelines for their permit applications to be considered for approval in the City of Burlington.

Notes: a) Consideration may be given to increasing the amount of time and/or participants allowed for a

closed road event. b) All costs to be the responsibility of the applicant.

Revised 3-16-12 PDP

1. A Street/Sidewalk Special Event Permit application form must be completed and submitted to The Transportation Services Dept. a minimum of 6 months prior to event for use of the road allowance.

2. If a City park or facility is to be used as part of the event a Park/Facility Event Permit application form must be completed and submitted to The Parks & Recreation Dept. a minimum of 18 months prior to event.

3. Two million dollar insurance policy naming the City of Burlington as an additional insured. 4. That a deposit of cash or certified cheque in an amount to be determined by Transportation Services and

Police be submitted 30 days prior to the event. 5. Registration prior to day of event only. 6. Maximum duration of event on roads to be 5 hours. 7. Maximum number of participants in a race to be 250. 8. Traffic control plan must be approved by Transportation Services. 9. Letter from O.C.A. (Ontario Cycling Association) sanctioning event. 10. O.C.A. Criteria and Guidelines fulfilled. 11. Submission of emergency action plan Including first aid support and communications 60 days prior to event. 12. Experienced drivers in lead/follow vehicles. 13. All marshals on road allowance to be equipped with safely vests at locations designated by Police. 14. Supply and financing of all required traffic control products (I.e. traffic cones, etc.) to implement the traffic

control plan approved by Transportation Services. 15. Must have approval from the CNR/CPR Police if route crosses any at-grade railway crossing. 16. Must have approval from the O.P.P. and Ministry of Transportation of Ontario the O.P.P. if route crosses a

Provincial Highway or Interchange. 17. Must have approval from the Halton Regional Police Services (HRPS) if route crosses a Regional Road. 18. Advertisements as directed by Transportation Services. 19. Identification of Chief Official or Commissionaire. 20. All bicycles to be inspected by qualified personnel. 21. All riders to wear approved helmets. 22. Delivery of written notification to all affected area residents as directed by Transportation Services. To

ensure that notifications are delivered to all affected area residents, the event organizer will be required to hire an approved distributor (i.e. Canada Post Corporation), and provide a receipt at the direction of Transportation Services.

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The Street and/or Sidewalk Event Permit Application Form will be circulated to the following City departments and related agencies. City of Burlington

Burlington Fire Department, Fire Prevention Office Parks & Recreation Burlington Transit

Related Agencies

Burlington Downtown Business Association or Aldershot Business Improvement Association (for events impacting the respective area)

Halton Regional Police Service Halton Region EMS Halton Health Protection Services Hamilton Street Railway Corporation

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TYPE #2 – Events That Take Place in City Parks and Facilities

This classification includes activities such as festivals, community picnics, concerts, and exhibits.

An application form is included in this section of the manual and also as Appendix C (Festival and Event Application).

The application must be submitted to the Parks & Recreation Department – Festivals & Events office before September 15th for the 12 month period from May 1st of the following year to April 30th of the subsequent year.

The Event Planning Timelines chart (page 26) will outline the complete list or required

information which is to be submitted along with the event application including site plan, traffic management, parking arrangements.

Formal approval to proceed is obtained through an annual report outlining the event

applications for the period, which is presented to City Council for consideration in the fall.

If this deadline is missed, you may not receive Council approval to proceed with your

event. Example: for events taking place in June 2013 or March 2014, you need to apply during the September 2012 intake of applications.

Early application will allow greater time for the applicant to solve or clarify any issues

relating to the proposed event with the proper authorities. (See timelines on page 26).

Items of note:

The use of Halton Public or Catholic School Board property must be applied for through the respective Board of Education office. Allow additional time to meet their review and approval process.

There may be additional terms and conditions outlined which must be met before a facility permit is granted. This will include items such as:

o providing proof of a required amount of Liability Insurance; o Municipal Alcohol Policy and AGCO requirements; o permits related to specific event components such as a fireworks permit being

signed off by the Fire Chief o Health Services approval for plans to provide food to the public

MAINTENANCE RESPONSIBILITIES and PROTECTION OF CITY PROPERTY The following section outlines information for event organizers to follow in the planning and preparation for events taking place in city parks and facilities. Burlington Parks & Recreation states in the terms and conditions of its Facility Permits (see Appendix O, Permit conditions): "The applicant shall pay for all damages to facilities arising out of the use of such facilities

granted by this permit, facilities including land, building, fixtures and chattels."

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The use of City Parks and in particular Spencer Smith Park, where a majority of festivals and events are held, must follow more stringent guidelines in order to maintain the integrity of the park for use during and after festivals and events. For this reason, specific sets of conditions are outlined below which relate to park use for festivals and events and in particular for Spencer Smith Park.

At the discretion of Parks & Recreation the festival or event organizer may be required to post a minimum $2,500 bond to cover potential damages to City property. The need for this bond will be determined upon review of the Festival and Event Application.

The Director of Parks & Recreation has the authority to revoke or change a permit without prior notice based on conditions that may be deemed hazardous or unsafe. Non-compliance by festival and event organizers with staff requests will result in closure of the festival or event and/or charges being laid and/or denial of future permit requests.

CONDITIONS FOR PARK USE

1. Site Plan

A site plan detailing the proposed layout of the festival or event must be submitted and then adhered to once approval is granted for the actual presentation of the festival or event. The site plan will be in place so that staff can review the organizer’s plans and ensure that the layout of stages, licensed areas and other activities comply with approved uses for City property.

Note: High impact activities such as stages and certain carnival rides must be located to minimize sound level impact on surrounding residents and businesses.

A site plan for several parks where festivals and events often take place is included in Appendix F. Other park maps are available through Parks & Recreation upon request.

2. Resources

Set-up costs for requests of City staff and resources will be the responsibility of the

festival or event organizer. An outline of materials and resources available through the City is attached in Appendix G. Roads & Parks Maintenance staff will provide a quotation.

Electrical Services:

The use of water and hydro service will be allowed only in those areas specified by City of Burlington staff assigned to the festival or event. Installation for festivals and events will be subject to inspection and approval by the Electrical Safety Authority.

Transformer Inspection: Roads and Park Maintenance will perform a pre-inspection of the transformers at the

beginning of the event season by an RPM qualified electrician. The cost of the inspections will be paid for by Roads and Park Maintenance. However, if repairs are

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required due to the neglect of the events electrical staff, the cost of the repairs will be billed to the festival or event organizer.

Note: Existing light standards in City parks are to remain in operation during evening hours, unless otherwise approved by City staff and noted on the event permit.

Free-Standing Fence:

The use of free-standing fences will be the required standard for events held in City parks. The rental and cost to set-up the fencing falls directly to the permit holder. The name and address of fencing suppliers can be acquired from the Festivals and Events Office, call: 905-335-7600 ext. 7422 or email: festivalsandevents@burlington.ca

3. Vehicles in Parks

In order to protect the general public as well as the parks for future use, the access of vehicles to park grounds is for the purposes of event SET-UP AND TAKE-DOWN ONLY and will be restricted to designated areas as approved by the City of Burlington. The festival and event organizer will ensure that vehicle access into the park is controlled and monitored throughout the event at the access points designated, allowing entry to emergency vehicles only during event operating hours.

The conduct of vehicle operators involved before, during or after the festival or event will fall under the responsibility of the organizer. If an operator is operating a vehicle in any manner that City staff finds unsafe to the public within the park, the vehicle will be banned from the premise immediately and will have to conduct their work of loading and unloading from a location outside of the park.

The site plan application must include any vehicles subject to City approval, which are to be left in the park area during the event.

Parking behind The Waterfront Hotel (Spencer Smith Park): If the area behind the hotel (the east lawn) has been requested by the festival or event organizer for additional vendor parking, it will be the responsibility of the festival or event organizer to provide staff to monitor the access gate at the east end of Spencer Smith Park.

The festival or event organizer agrees to prevent the operation of motorized vehicles in the parks 30 minutes prior to and 30 minutes following the festivals or event hours of operation to allow pedestrian traffic to clear.

Designated service vehicles such as golf carts for transporting supplies or removing garbage may be approved for use during event hours upon application to City Staff. These vehicles need to be operated in a safe and responsible manner and if their operation is unsafe to the public or the park, the City representative can ban their use for the festival or event.

A site supervisor appointed by the City of Burlington to oversee the operation of the festival or event will be on site each morning of the festival or event operation to meet with the festival or event organizer. At this time the condition of the grounds will be reviewed. In the event that park conditions are not supportive of festival or event activity (i.e. turf being

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too soft to support vehicle and pedestrian traffic) due to inclement weather or safety issues it is at the discretion of the City of Burlington site supervisor to inform the event operator if the event will be allowed to continue for that day, or if alternative plans need to be undertaken. This could involve prohibiting any vehicles from entering park grounds or to the complete cancellation of the day’s activities.

The cost to repair any damages to the park or facility will be the responsibility of the festival or event organizer. Repair costs will be assessed and communicated to the festival or event organizer by the City of Burlington as soon as possible after the festival or event is completed.

4. Garbage/Recycling/Grease/Waste Water/Washrooms

The festival or event organizer will make arrangements for litter control, including the use of grease and recycling containers to fall within municipal guidelines. City and Halton Region staff can assist in providing resources in this regard. Regular pick-up of waste containers is expected in order to ensure a sanitary environment.

In the event that waste receptacles are to be emptied several times over the course of an event, the organizer is to ensure that servicing is done outside of festival or event operating hours, but not between the hours of 11:00 p.m. and 7:00 a.m., unless special approval is granted by the City of Burlington.

The responsibility of debris clean up within the park will be directly reflective on the

permitted area that the permit holder has requested (e.g. If the permit for the festival or event encompasses the entire park, the permit holder is responsible for all debris within the confines of the permitted area.). In the case of large events, Roads and Park Maintenance understand that the outlying areas in the vicinity of the park can be seriously impacted by the event. The City of Burlington will supply necessary garbage receptacles and staff to deal with the clean up in the outlying areas at the expense of the festival or event organizer.

Multiple day events will be required to organize the rental of an appropriate size garbage

dumpster(s) or another means to collect and remove the garbage accumulated during the festival or event. Roads and Park Maintenance will supply staffing for the removal of garbage if so requested by the festival or event organizer, however there will be a cost attached to the service.

Post event clean up – The permit holder is responsible for the clean-up and removal of all debris within the permitted area of the park following the event. Any costs attributed to the clean-up of the permitted area in order to return the park/facility to its original pre-event condition, will be charged to the permit holder. In the case of large amounts of debris, the tipping charge of the debris will be added to the bill.

Staff will review the location of all services with the festival or event organizer as part of the site plan submission.

Review the Environmental Matters section for more information.

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5. Digging/Staking or Fencing on Park Property

In many City parks (Spencer Smith Park in particular) there are underground utilities buried below the surface of the park, therefore Roads and Park Maintenance staff marks utility locations in orange and blue paint. It is the festival or event organizers responsibility to make sure that tent poles/pegs are installed no less than 1 metre from either side of the utility locates.

Festival and event organizers pre-marking the park for layout MUST mark with white paint only.

All water lines will be marked within the permitted area of a festival or event and any damage incurred to the utilities due to the driving of stakes within the 1 metre safety zone will be charged to the event organizer.

Beachway Park – The Ontario Pipeline runs along Old Lakeshore Road at the Beachway. Any driving of stakes in the parking lot areas will require locates and a safety zone will be marked out by a Pipeline Representative. Locates must be kept on site during the event. Please contact Roads and Park Maintenance to set up necessary arrangements.

6. Damages

City parks and facilities and anything that falls within them, are to be protected from vandalism, crowd damage or excessive use during events. Trees can be impacted by overuse from events and in particular through soil compaction from event vehicles and heavy event related equipment being placed too close or within the drip line of the tree. City staff will outline areas of environmental or cultural sensitivity and provide guidance to the organizer if activities will impact such areas. This will become apparent through the submission of the site plan.

No pavement or directional markings are to be applied to any streets or sidewalks without prior approval by City staff.

Spencer Smith Park: In Spencer Smith Park the Itabashi Cherry Tree Grove, the Naval Ship's Memorial Monument and the Promenade areas must be protected from damage. The Naval Memorial is not to be included as an activity area for festivals and events.

The promenade, which runs through Spencer Smith Park, is constructed of a coated asphalt surface. Heavy vehicles or trailers cannot be parked on it, and it cannot be used as a base for food concession units. In addition, the promenade is to remain free of obstructions that would hinder its use by the general public during festival and event presentations; unless special approval has been granted by City staff.

The organizer is responsible for any damages to the park, facilities, streets, sidewalks

and/or extra staff clean up required as the result of the event.

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7. Public Access to Parks

Public access to park walkways and thoroughfares as well as parking lots must be maintained at all times during the festival or event operations; unless otherwise arranged with the City of Burlington. This includes all play structures for children.

Note: Certain areas within Spencer Smith Park (as noted on the site map Appendix F) must remain open to public access at all times, including benches located along the park promenade.

8. Supervision

The City of Burlington may deem it necessary to provide on-site supervision of the set up and operation of festivals and events. Costs for this supervision would be charged to the event organizers.

APPLICATION SUBMISSION The completed Festival and Event Application form and all supporting documents must be forwarded to:

City of Burlington Parks & Recreation, Attention: Festivals and Events Office 426 Brant Street, P.O. Box 5013 Burlington, Ontario L7R 3Z6

OR

Email festivalsandevents@burlington.ca

OR

Deliver directly to Parks & Recreation (ground floor of City Hall)

OR

via fax at 905-335-7756

The Festival and Event Application form will be circulated to many of the following City departments and related agencies. City of Burlington

Accessibility Coordinator Burlington Fire Department, Fire Prevention Office Burlington Transit Clerks Department Corporate Strategic Initiatives

Roads and Parks Maintenance Parks & Recreation

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Planning and Building Department Transportation Services

Related Agencies

Burlington Downtown Business Association or Aldershot Business Improvement Association (for events impacting the respective area)

Halton Regional Police Service Halton Region EMS Halton Health Protection Services Tourism Burlington

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Festival & Event Application

Complete this form on your own or arrange a meeting with a staff liaison for assistance. The information provided will assist in determining the approvals or special requirements that will be necessary for your request of a Festival and/or Event in order to proceed. Based on this information, the staff liaison will provide all necessary City of Burlington applications and City and agency requirements relating to the festival or event. These requirements include (but are not limited to): third party liability insurance coverage, special licences, approval from agencies such as Police Department, Fire Department, Health Department, Alcohol & Gambling Commission of Ontario, etc. Once the staff liaison has received all required information and approvals, a signed permit including any necessary „Terms and Conditions‟ of operation will be issued to confirm the event and all approved activities. Activities may be cancelled by notifying the staff liaison, in writing. Please keep in mind that adding activities less than six weeks prior to your event may not allow sufficient time to process the approval for that activity. It is important that this request is submitted as soon as possible to ensure sufficient time to review the application. You will be contacted by City Staff to discuss the steps in seeking event approval. New events & enhancements are subject to City Council approval.

NOTE: ONLY COMPLETED APPLICATIONS WILL BE ACCEPTED. ENSURE THAT ALL COMPONENTS ARE FILLED IN. EVENT:

RUN BY:

EVENT DESCRIPTION:

Part A: Organization Information ORGANIZATION NAME:

Is your Organization registered as Not for Profit? Yes No If YES, provide your not for profit organization number: If NO, please list the recipient(s) of any event proceeds:

CONTACTS: Provide two contacts that we may communicate with for city approvals. These contacts will be for internal city use only. Name: Name: Position with Organization: Position with Organization: Address: Address: City: Postal Code: City: Postal Code: Phone #: Fax#: Phone #: Fax#: Email: Email:

Part B: Public Contact Information The City needs to provide a contact from your organization for use in answering any public inquiries regarding your event. Please provide a general information line, website or a contact name and phone number. (This information is published for public promotion).

General Information Line: Website:

This is a re-occurring festival or event: check ( ) either yes or no Yes No

Festivals & Events Application Process: Email your completed application to festivalsandevents@burlington.ca.

Application deadline: September 15th, 2012

for ALL festivals and events from May 1st, 2013 until April 30th, 2014.

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Part C: Park & Facility Request and City Resources PREFERRED EVENT LOCATION (Note: list 2 locations in case of conflict) Provide details as to which area you are requesting. Example: Spencer Smith Park, west lawn or Central Park, all areas. Just the location name will not be accepted. If you request additional areas to be blocked off (which are not being used for your activities but is needed for the event logistics), indicate this as well. Example: Nelson Park – block off baseball diamonds.

1st Preferred event location:

2nd Preferred event location: Block off requests:

Proposed Date(s) Operating Hours Estimated Daily Attendance

Set-up date(s):

Event date(s):

Tear down date(s):

For each city resource, check ( ) either yes or no and provide additional information as required.

Property (based on space allocation policy) YES NO Additional Information

City or Regional Streets/Roads If YES, provide details as per the City Street and/or Sidewalk Application Form.

This application is online: http://cms.burlington.ca/AssetFactory.aspx?did=12530

Indoor Facilities Facility:

Specific Room(s):

Outdoor Facilities and Play Fields List any locations not specified above (i.e. city parking lot):

Equipment (based on availability) YES NO Additional Information

Electrical Access

Water Access (not available at all locations)

Picnic Tables Note: you may use only those available at the requested location.

Garbage and Recycling Containers # of garbage containers: #of recycling containers:

Portable City Stage

Park Washroom Access (not available at all locations)

NOTE: EXTRA FEES MAY BE APPLICABLE FOR THE ABOVE EQUIPMENT RENTAL REQUESTS ALONG WITH ADDITIONAL CHARGES FOR DELIVERY, SET-UP AND TAKE DOWN.

Part D: Event Components

For each activity or item, check ( ) either yes or no and provide additional information as required. (Outline details separately if necessary)

Proposed Component YES NO Additional Information

Alcohol at the Event Date(s): Time(s):

(Licensed area, Bavarian Garden)

Carnival Rides or Amusements or Bouncers Date(s): Time(s):

Fireworks, Pyrotechnics or Other Date(s): Time(s):

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Food/Beverages Provided for Participants Be specific:

NOTE: A coordinator application submitted to the Halton Region Health Department must be filled out by the festival and event organizer.

Fundraising Activities Specify:

(Gambling, Raffles, Casinos)

Installation of Tents, Canopies, or Size(s):

Portable Structures Note: any structure with an area larger than 60 m2 must apply for a building permit.

Live Entertainment or use of Specify Type:

Amplified Sound System Date(s): Time(s):

Petting Zoo/Animals Specify:

Revenue Generation/Admission Charged Amount Charged ($): Adult: Child/Senior:

Use of Outdoor Cooking Equipment Specify:

Part E: Event Insurance

A proof of insurance, naming “The Corporation of the City of Burlington” as an additional name insured, must be submitted. Without this proof of insurance, your permit WILL NOT be released. The level of insurance required will be determined upon review of this application. However, applicants must possess a minimum of 2 million dollars in Commercial General Liability Insurance.

Part F: Applicant Signature

Application Completed by: (print name)

Signature: Date:

For Internal Use Only Application Received By: c Date: Is a schedule B required? Application Complete: Additional Notes:

YES NO YES NO

City of Burlington Festivals and Events Manual

TYPE # 3 – Events that combine the above two types

(street/sidewalks + parks/facilities)

This classification includes activities such as festivals, concerts or fundraising walks / runs that take place on city streets and /or sidewalks and involve the use of, or impact the operation of, city parks and facilities. Festivals and Events type # 1 and type #2 must be applied for by completing the appropriate forms and the required support information as outlined previously. Please review the Major Outdoor Festival and Event Application Process chart on page 26.

TYPE # 4 – Events Taking Place on Private Property This includes festivals or events that take place on private property, but may require City or Regional approval for specific event components, compliance with zoning regulations as well as related road access restrictions and/or traffic flow management. For special events of a large scale that will be open to the public on private property, the requirements contained within this manual that are listed under All Properties must be adhered to. In order to ensure a coordinated approach is taken, event organizers are encouraged to contact Transportation Services events staff if any traffic congestion or public

safety matters are anticipated.

ITEMS APPLICABLE TO ALL FESTIVALS AND EVENTS:

Events that are preparing food for consumption by the general public will need approval from Burlington Fire and Halton Health Protection Services. Contact with the Halton Health Protection Services should be made at least 2 months prior to such events taking place. (See Contact List and Appendix F)

Public Input Process for Approval of Event Applications: For some major events or an existing event which has a significant operational model change, impacting the surrounding area, it may be necessary to allow the public an opportunity to comment as part of the event review process. Event organizers will be expected to lead this process.

Upon receipt of a festival or event proposal, a meeting to review the event may be scheduled with the city staff liaison. The city staff liaison will be the link to the Special Events Team (SET).

NOTE...

This manual is designed to outline areas of responsibility for the festival and event organizer in Burlington so that all terms and conditions can be clearly understood and complied with. Failure to comply with these conditions could result in the application being refused or in the termination of the event.

A Co-ordinated Marketing and Resource Opportunity... BURLINGTON FESTIVAL AND EVENT ORGANIZERS GROUP A resource group consisting of representatives of existing festivals and events and related agencies has been established to co-ordinate event information and needs as well as to provide promotional opportunities in marketing Burlington's festivals and events. Approval of an event by DECEMBER 1ST will allow maximum opportunity for cross-promotion through involvement with this committee. All major festivals and events are encouraged to attend this meeting, usually held in September. Information: (905-335-7600 ext. 7422) or email festivalsandevents@burlington.ca

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MAJOR OUTDOOR FESTIVAL AND EVENT APPLICATION PROCESS The following flow chart outlines the steps in the approval process for major festival and event applications:

Month following: Event Debrief Any recommendations which may be made to the event

organizer by the SET and/or any city staff liaisons.

Submit Event Application (for Parks & Facilities)

Submit Event Application Form to Parks & Recreation – Festivals & Events Office prior to

September 15th of the year preceding the event

SEPT/OCT: Preliminary Application Review Applications will be reviewed by the Special Events Team (SET) consisting

of staff from: Parks & Recreation, Roads and Park Maintenance, Transportation Services, Halton Health Protection Services, Halton Region

EMS, Police, Fire, and Health Departments. If needed other agencies will be consulted.

OCT: City Council Approval (Major Events)

Recommendation regarding the event (e.g. approves or do not support) will be forwarded for consideration by the Community Services Committee

(CSC) of City Council in late fall.

Event Development

With Council approval, the SET will provide guidelines for organizers to ensure a safe event for the general public,

volunteers, and event organizers.

Terms and Conditions

SET establishes terms and conditions under which all events will be allowed to operate.

30 days prior: Event Permit

Event organizers will make final arrangements and achieve all necessary approvals as per Terms and

Conditions specified by SET and outlined in the Festival

and Events Manual.

Submit Event Application (for Street & Sidewalk)

Submit Street & Sidewalk Application Form to Transportation Services Department – for minor events:

minimum 6 weeks prior & for major events: minimum 6 months prior to event

Present NEW/significant changes to Event (for Parks & Facilities)

Contact Festivals & Events Office 6 -12 months prior to Event Application deadline with proposed event/changes

City Council provides a decision on the event

application. OCT/NOV: Event applicants notified by clerks of

outcome.

Event organizers have the right to appear as a delegation at either and/or both Community Services

meeting and City Council.

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EVENT PLANNING TIMELINES

CITY OF BURLINGTON, SPECIAL EVENTS TEAM

EVENT:

DATES: ITEM REQUIREMENT or

ACTION DETAIL CONTACT DUE DATE, or

days prior to

event.

Status

NEW EVENTS or those with

SIGNIFICANT CHANGES:

meet with

events office staff to discuss

event proposal and review

requirements

Contact event office to request meeting

Call 905-335-7600 ext. 7422 to request an

appointment and be assigned an Event Rep.

Customer Service Clerk, Parks &

Recreation, 905-335-7600

ext. 7422

6 – 12 months prior to event application

deadline, depending on size

or scope of event

proposal

Event Application –

Park & Facilities

Submit to Events Office

Application is available through City web site

Events Office, Parks &

Recreation, festivalsandevents

@burlington.ca

September 15th annually,

recommend early submission for new

or enhanced

events.

Event

Application –

Street and/or Sidewalk

Submit to

Transportation

Services

Application is available

through City web site

Transportation

Technologist,

Transportation Services,

905-335-7600 ext. 7847

Major event –

minimum 6 months

prior Minor event –

minimum 6 weeks prior

Resident Event

Consultation and Resident Event

Notification

Provide letter to

residents and businesses in the

affected area outlining event details.

Staff will provide a

template to work from and will review and

approve the letter prior to processing by the event

organizers.

Transportation

Technologist, Transportation

Services, 905-335-7600

ext. 7847 and

Your Event Liaison from Events

Office, Parks & Recreation

Minimum 6 months

prior for new events – event

consultation

Minimum 30 days

prior for existing events – resident

notification letter

Site Plan/Route submission

Outline site use, event route, etc. (*to scale).

*contact staff for direction

Outlines all event details, licensed areas,

emergency exits, vendor and stage locations,

washrooms, service

areas, etc.

Your Event Liaison from Events

Office, Parks & Recreation

Submit with Event Application,

September 15th

Traffic

Management

Plan

Confirm that this event

does not require road

closures. If road closures are required,

then a traffic control plan must be prepared

by a graduate of the Ontario Traffic

Conference

Outline all event details

regarding road use

Transportation

Technologist,

Transportation Services,

905-335-7600 ext. 7847

Submit with Event

Application,

September 15th

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ITEM REQUIREMENT or

ACTION

DETAIL CONTACT DUE DATE, or

days prior to event.

Status

Parking

Arrangements

Prepare a parking plan

that outlines how parking will be

managed for review by Transportation

Services

Plan to include:

Fire routes

Accessible parking

Use of area

streets/lots for additional parking,

including written permission from

property owners On-site parking

attendants and

communication to

event attendees

Transportation

Technologist, Transportation

Services, 905-335-7600

ext. 7847

Submit with Event

Application, September 15th

Facility Fee

Waiver

Submit along with

event application

Ensure that the

organization meets the

funding criteria.

Community

Development

Planner, Parks & Recreation,

905-335-7600 ext. 7627

Submit with Event

Application,

September 15th

Event / facility

permit

Permit deposit, if

required

Parks & Recreation

Scheduling staff

Customer Service

Clerk, Parks & Recreation

2 weeks after City

Council event approval: NOV

Special Event

Team, final event plan

review

SET members to

review event operating plan.

Confirmation of event

plans and requirements of SET and related

authorities.

Your Event Liaison

from Events Office, Parks &

Recreation or Transportation

Technologist,

Transportation Services

60 days prior

Site Plan, final review

Site plan review To ensure emergency plans are in place and to

confirm an approved

licensed space capacity.

As above 60 days prior

Halton Region

Health

Department, Food Handling

Guidelines

Co-ordinators package Submit vendor list, site

plan and related details

to Halton Region Health Department

Public Health

Inspector,

Halton Region, 905-825-6000

60 days prior

Food Vendor package Distribute to participating

food vendors, for them to

complete and return to Halton Region Health

Department.

Public Health

Inspector,

Halton Region

30 days prior

Event – Park or facility permit

Permit payment P&R Scheduling staff Customer Service Clerk, Parks &

Recreation

Minimum 30 days prior

Certificate of Insurance

Min. $2 Million in commercial liability

naming the City of Burlington as an

additional insured.

To be delivered to Scheduling staff in order

for permit to be released.

Customer Service Clerk, Parks &

Recreation

Minimum 30 days prior

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ITEM REQUIREMENT or

ACTION

DETAIL CONTACT DUE DATE, or

days prior to event.

Status

Halton Region

Police Service

Security

arrangements, pay duty officers

Organizers must meet the

requirements established by Halton Police Service.

Staff Sgt., Halton

Regional Police Services,

905-825-4747

30 days prior

Halton Region EMS

First aid or EMS on site presence

Organizers must meet the requirements established

by Halton Region EMS.

Manager of Support Services,

Halton Region, 905-825-6000

30 days prior

Municipal

Alcohol Policy requirements

Follow guidelines

outlined in City of Burlington, M.A.P.

checklist

Requirements include

providing: list of Smart Servers: copy of SOP;

copy of insurance; meet with staff to confirm

arrangements.

Customer Service

Clerk, Parks & Recreation

30 days prior

City Stage Booking Provide request Festivals & Events Coordinator, Parks

& Recreation, 905-335-7600

ext. 7704

ASAP

City Stage Deposit (if required) and final payment

Final terms, set up and delivery details to be

established.

Festivals & Events Coordinator, Parks

& Recreation,

905-335-7600 ext. 7704

30 days prior

Resident Event Notification

Provide letter to residents and

businesses in the

affected area outlining event details.

Staff will provide a template to work from

and will review and

approve the letter prior to processing by the event

organizers.

Transportation Technologist,

Transportation

Services, 905-335-7600

ext. 7847 and Your Event Liaison

from Events

Office, Parks & Recreation

Minimum 6 months prior for new

events – event

consultation

Minimum 30 days prior for existing

events – resident

notification letter

Tent permits City of Burlington Building Department

For tent area exceeding 60 square meters.

Building Technologist,

Plans Examiner, 905-335-7600

ext. 7849

Minimum 30 days prior

Event Site Inspection

Final tour of event site by authorities who are

responsible for matters of compliance

relating to event

operations.

ESA, TSSA, Burlington Fire Department, Building

Department, Health Department

inspections as applicable

Via SET members and related

authorities

Arrange inspection times for just prior

to event start up.

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III POLICIES AND PROCEDURES Preparing for a Festival or Event, matters to be aware of: Festivals and Events are a significant investment of time, money and both human and physical resources. This section of the manual identifies those items, which must be put into place for the event to be approved for operation on City-owned parks, facilities streets or sidewalks, as well as private and public facilities. Remember, this manual is for use by ALL event organizers so that consistent standards are followed to ensure the safe and successful operation of festivals and events.

1. Use of City/Public Property - Rules To Abide By

The safety of the people who are operating or visiting the festival or event and the maintenance and respect for the City property being utilized is of utmost importance. City facilities are maintained for long-term public use and event organizers are responsible for any damages caused by the festival or event operation.

City owned facilities have a consistent set of rules and regulations that must be adhered to. These are outlined on your facility permit application and on the reverse side of the permit. (NOTE: see Appendix O). The use of parks, facilities or road allowances for festivals and events can be complicated. There are many standards that the applicant must conform with, ranging from established City By-Laws and maintenance agreements, the Municipal Alcohol Policy to Regional and/or Provincial regulations regarding activities such as Liquor License applications and Health Department regulations.

Review the following sections of this manual to see if they apply to your

proposed event.

Note: These sections could also apply to festivals and events that are taking place on private property.

2. Use of Private Property - Rules To Abide By

Events utilizing private property may require permits for various event components. Refer to special sections under each sub-category, which indicate rules are for All Properties. (City owned or private properties)

A CONTACT LIST is contained within this manual to provide names for follow-up in relative areas.

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ACCESSIBILITY

Festival and Event organizers must provide an accessible environment for visitors, organizers, participants and volunteers to the event. This would include:

Well placed and clearly signed accessible parking spaces entertainment viewing areas washrooms that are located on paved pathways for ease of access for those

people with disabilities

use of directional signage prominently displayed throughout the event venue (to indicate the barrier-free path of travel)

the location of the accessible washrooms, accessible seating areas and other amenities, goods and services available at the event.

Signage should consist of high contrasting colours; use the International Symbol of Accessibility where applicable.

ACCESSIBLE CUSTOMER SERVICE TRAINING

Section 6 of Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act, 2005 states that: 6.(1) Every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services to person with disabilities:

1. Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee, agent, volunteer or otherwise. 2. Every person who participates in developing the provider’s policies, practices and procedures governing the provision of goods or services to members of the public or other third parties.

As a festival or event organizer you must ensure that everyone associated with the festival or event is in full compliance with Section 6 of Ontario Regulation 429/07 (Accessible Standard for Customer Service) made under the Accessibility for Ontarians with Disabilities Act, 2005. The City of Burlington has made available a training booklet (www.burlington.ca/accessibility) that must be read by all involved in the event. This would be confirmed by completion of a training acknowledgement form to be completed and gathered by the festival and event organizer and then forwarded to the City of Burlington upon completion of the event. A form is available to festival and event organizers who use a large number of volunteers. It is available from the Festivals and Events Office.

ALCOHOL AT EVENTS

Alcohol Management Festival and Event organizers must abide by the City of Burlington Municipal Alcohol Policy (see APPENDIX P), which identifies areas and events where alcohol is prohibited, conditional use of alcohol, conditions under which alcohol use is permitted (control, sale, low and non-alcoholic options, accountability, safe transportation and other) and enforcement procedures for policy violations. In addition to receiving approval from the City for the location of the Bavarian Garden, approval must also be obtained from the Health and Fire Departments requesting the intent

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to hold a Bavarian Garden in accordance with the Alcohol and Gaming Commission of Ontario. All Properties:

The event applicant must outline the specific details regarding the location, size and hours of operation proposed for the area to be designated for licensing, including the location and size of emergency exits. These details are to be included in a SITE PLAN for outdoor events, to accompany both the proposal requesting the Facility and the Festival and Event Application.

Note: Special Occasion Permits are available at any Liquor Control Board of Ontario outlet. Please allow minimum of 30-60 days depending upon the nature of your event, to process the permit application.

If the event includes a Bavarian Garden the organizer must confirm with the City

of Burlington the security measures being taken in consultation with the Halton Regional Police Service.

Capacity of Bavarian Gardens as well as site plan requirements will be

established by the City of Burlington, Special Event Team (SET).

No alcohol will be allowed on City streets, sidewalks, or in non-designated areas without the approval of Burlington City Council.

The sale of alcohol during outdoor festivals and events on City property is

restricted to between the hours of 11 a.m. and 11 p.m. on all days of the week except Sunday when alcohol sales will not begin prior to 12 noon and end by 10 p.m. and except Sundays when the Monday following is a holiday, when alcohol sales will end by 11p.m.

Extensions to the hours of alcohol service for festivals and events may be

considered by City Council for unique and/or special circumstances or celebrations.

CASH GRANT / FACILITY FEE WAIVER

City Properties:

The event organizer may wish to apply for a cash grant or fee waiver (for parks & facilities events) from the City of Burlington. An application form, criteria and the related Policy, which the application process is based upon, is included in Appendix I.

DOGS/PETS/SERVICE ANIMALS

Dog or pet owners will be prohibited from bringing their animals to a public park during festivals or events where signs are erected prohibiting animals. Event organizers will be encouraged to promote that owners leave pets at home. This is in order to provide a safe and clean environment for humans, and to avoid distress and confusion for pets.

Persons with disabilities are permitted to be accompanied by their service animal and keep that animal with them in areas/premises which are open to the public, when accessing goods and services provided by the City of Burlington, unless suspended by other legislation.

32

It must be either readily apparent that the animal is being used because of a person’s disability or the person with a disability must provide a letter from a physician or nurse confirming that it is required because of his or her disability.

EMERGENCY SERVICES

All Properties:

The event organizer will provide confirmation that emergency services have been contacted and will be on site throughout the event operations. (Police, Fire and Ambulance services) and that an Emergency Plan is in place in the event of a medical emergency or otherwise. NOTE: see APPENDIX Q, additional resources for an example of an EMERGENCY PLAN.

The Halton Regional Police Service will determine the required level of police supervision. The cost of pay duty Police required for an event will be the responsibility of the event organizer (see Police Service on page 21). Arrangements and related costs will be made directly to the Halton Regional Police Service.

The City of Burlington, Fire Chief (or designate) will determine the level of fire protection to be provided. The cost of supplemental protection, if applicable, is to be covered by the event organizer. This reimbursement is to be made directly to the Burlington Fire Department.

ENVIRONMENTAL MATTERS

In 1990, the City of Burlington declared itself a sustainable development community. Since then, City Council has approved a variety of initiatives to improve sustainability and reduce negative environmental impacts including a Toward Zero Waste Strategy in 2009. The Toward Zero Waste Strategy was rolled out in phases beginning with internal staff events followed by city run events and eventually all events held within the City of Burlington. Further, a policy is being developed to move festivals and events Toward Zero Waste. Through this policy, the City will have an opportunity to improve the environment in which we live, demonstrating leadership for others in the community, and in other municipalities.

Toward Zero Waste initiative: achieving 100 per cent zero waste may not be feasible but it should be considered a journey with the following two goals:

o Waste at festivals and events can be minimized through prevention where resources are managed efficiently by using less disposable items and maximizing reuse of materials, and;

o Waste is properly diverted through programs such as recycling and composting.

Waste Management

Have you considered making your event a Towards Zero Waste event by ensuring that you have proper waste containers on site (Blue Box, Green Cart, Garbage) and proper signage on the waste containers, and have arranged for pick-up of the bins.

Arrangements for waste containers and pickup can be made via the Region of Halton or through private contractors. For information on the Halton Regions Community Program, call 905-825-6000

Have you considered ways to minimize paper waste generated through programs and brochures distributed during your festival or event (for example: erecting central signs listing performance times, asking participants and vendors to limit the number of flyers they distribute)?

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Has consideration been given to increase recycling and composting of disposable items generated at the festival or event? Please check http://www.halton.ca/cms/one.aspx?portalId=8310&pageId=46296 to identify acceptable items as these vary from one municipality to another.

Will you be encouraging patrons to bring reusable water bottles and promoting the availability of water fountains, bottle refilling stations, etc. if they are available, to reduce the amount of single use water bottles that are disposed at your event?

Have sufficient recycling, compost and garbage containers been arranged for the number of visitors anticipated and the nature of the festival or event?

Have arrangements been made for grease recycling and grey water containers for use by food vendors?

Are extra waste storage bins needed or have enough been delivered to the site to store the waste generated at the festival or event?

Will containers be emptied often enough during the festival or event operation to avoid overflowing?

Will clean up and collection of litter left by festival or event visitors extend beyond the festival or event site itself into the surrounding area (neighbourhoods, parking lots, creeks, or waterfront areas, private property)?

Is a plan in place if waste generated at the festival or event exceeds expectations and more help is needed to deal with the problem (i.e., does the waste management company removing recycling/garbage bins do an emergency pick up on festival and event weekends)?

Air Quality – The City of Burlington adopted an idling control bylaw to reduce unnecessary idling in 2004 and revised in 2009 (27-2009). Steps can be taken to reduce the amount of exhaust emissions generated by combustion engines. Please take the initiative to eliminate idling vehicles during the festival or events set up and take down and pass this message along to those involved with your festival or event.

Eliminate the need for vendors and others to utilize generators whenever possible, particularly in Spencer Smith Park where power resources are available.

Some of these Environmental Management points may relate to your event and there may be others that you can add to the list. City of Burlington and Halton Region staff will be glad to assist you in developing your own plans to help protect our environment.

EVENT NOTIFICATION/CONTACT INFORMATION

All Properties:

In the case of major festivals and events the organizer shall be required to provide written notification to all affected area residents and businesses. (Appendix D - sample letter). New events are required to provide this notification at least 6 months in advance of the event. Annual events are required to provide this notification at least 30 days in advance of the event. This notification, after approval by staff, is to be hand-delivered by an agreed upon distributor such as Canada Post, to an area as determined by staff, with receipt of this service provided to city staff.

Note: Parks & Recreation or Transportation Services staff will determined appropriate dates and notification area so that all event approvals and notifications are completed in a timely fashion. Staff will review and authorize the written notification prior to distribution. Additional notification using other media may be required as determined by staff at the cost of the event organizer.

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A contact number will be required for public use where organizers can be reached both prior to and during event operating hours.

ENTERTAINMENT STANDARDS

All Properties:

The event organizer must ensure to the City of Burlington through its event application that the entertainment associated with a festival or event that is open to the public, will be of a positive nature for the enjoyment of both adults and children. Rude or foul language, nudity or any form of profanity in verbal form or gesture will not be tolerated.

FIRES

Open fires are prohibited in all City parks.

FIREWORKS

All Properties:

If a fireworks display is proposed, the event organizer must provide written documentation with the permit application, and provide proof that a qualified fireworks supervisor (holds a valid card issued by the Explosives Division, Natural Resources, Canada) will take responsibility for the display.

The selected site for firing the display must conform to specifications as outlined in the Display Fireworks Manual published by the Explosives Regulatory Division of Natural Resources Canada. The manual is available online at: http://www.nrcan.gc.ca/mms-smm/expl-expl/pdf/fireworks_e.pdf

This information must accompany the Festival and Event Application in order for approval of the display to be considered by the City of Burlington, Fire Chief and if proposed for city parks or facilities from the Director of Parks & Recreation.

The organizer will be directed by the SET to follow the fireworks presentation requirements, meeting the timelines outlined and absorbing all costs related to the implementation of this plan (see Appendix L).

Note: The Fire Chief prior to any festival or event application being granted approval, must first approve a fireworks/pyrotechnics permit.

FIRST-AID

All Properties:

It is the responsibility of the event organizer to provide certified first-aid service on site during the operating hours of the event through a qualified agency such as St. John Ambulance. A confirmation letter in this regard may need to be provided in advance of the event at the discretion of SET.

Note: St.John Ambulance requests a minimum of 2 months notification for request of their services (application form located in Appendix M).

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FOOD CONCESSIONS

City Properties:

The City of Burlington operates concessions in many parks and facilities, either directly or on a contract basis. If it is the intent of the event organizer to contract food vendors on site, approval must be requested through the Festival and Event Application process. The City does reserve the right to operate concessions in its parks, facilities or road allowances. In addition, the City may have contracted vendors in designated parks, facilities or road allowances. Designated areas within City parks may be reserved for exclusive use by contracted vendors and not be available for festival or event use.

The event organizer must be given approval by City staff prior to proceeding with any plans to operate food concessions on City property.

All Properties:

Where food or beverage privileges are requested through the Festival and Event Application process, notification must be made to the Halton Health Protection Services. The Co-ordinators Notification Package must be completed and returned to Halton Health Services two months prior to the event. The co-ordinator must also ensure that the Food Vendor Application is completed and returned to Halton Health Services four weeks prior to the event by each individual food vendor. (see Appendix E for details)

(see Contact List - Food Concessions for further details)

If propane-fired equipment is used for the cooking of food, all propane tanks/cylinders are to be inspected and approved by the Technical Standards & Safety Authority (see Contact List – Food Concessions for further details). A hot dog cart with propane-fired cooking equipment requires a portable U.L.C. approved fire extinguisher with a minimum 2A10BC rating. All other propane-fired equipment used for the cooking of food, will require a fire extinguisher with a minimum 40BC or K class rating. This fire extinguisher is to be made readily available and within close proximity to the cooking equipment.

Level of fire protection for food concessions is to be determined by the Burlington Fire Department, and will conform to reference guideline.

HOT AIR BALLOONS

See SIGNAGE All Properties:

The applicant must provide proof of insurance from the provider of the hot air balloon for at least five million dollars in liability insurance naming “The Corporation of the City of Burlington” as an additional insured.

HYDRO INSPECTION

The event organizer must ensure that adequate electrical supply capacity is available to run their event and must confirm with the supply authority, what the electrical requirements will be for their event.

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The event organizer must contact the Electrical Safety Authority (ESA) prior to their event (minimum 48 hours notice) to make an application for inspection of all installations (see Appendix Q). An administration fee is charged in addition to the inspection fee for all electrical installations inspected with no application on file with ESA. All equipment must be CSA or ESA approved and if connected without approval, will result in a fine. Festival and Event organizers are expected to arrange their own hydro inspection and permits in the City of Burlington.

Inflatable / air supported structure

Events utilizing inflatable amusement devices such as bouncers, bouncy castles and related amusements taking place in city parks and facilities must follow stringent risk management measures in order to be considered for approval as part of a festival or event application (see Risk Management section, page 44). Event organizers should be aware of the required permits and licensing when renting or operating an inflatable amusement. In Ontario the procedure to follow is outlined by the Technical Standards & Safety Authority (TSSA), which can be found at www.tssa.org (see

Regulated Safety Services /amusement devices). This section of the TSSA web site will outline which inflatable devices are deemed to be an amusement device and by law, require a permit to operate. The procedure requires you to:

Obtain an operating license Submit a technical dossier Submit an application for review by the TSSA. Apply for a permit. Have the device inspected. Have a device permit and metal device plate with a unique AD number assigned to

the inflatable.

Contracting the installation and operation of the inflatable amusement to a reputable company is recommended. Event organizers and any designated contractors will be required to adhere to the TSSA procedures relating to inflatable amusements and devices. In the case of an event utilizing inflatable amusement devices, the level of general liability insurance required by both the Permit Holder as well as the contractor hired to provide the inflatable amusements shall be written on an occurrence basis with coverage for any one occurrence of not less than five million ($5,000,000), be endorsed to include the City of Burlington as an additional insured, contain a severability and cross liability clause.

INSURANCE

Certificates of Insurance must be provided to Parks & Recreation – Festivals & Events or in the case of an event on City Streets and Sidewalks, to Transportation Services, 30 days prior to the issuance of any Festival or Event Permit. Insurance covers festival and event organizers and volunteers for liability claims made by another person related to injury to that person and/or damage to their property. Property owned by the volunteer or personal injury to a volunteer is not covered. Volunteers should ensure that they have adequate property insurance as well as insurance for disabilities either through their employment or otherwise if self employed.

37

Volunteer drivers must be insured by an insurance company of their choice and must carry a minimum of one million dollars in Third Party Liability Insurance in order to transport passengers and/or equipment. City Properties:

The festival or event organizer must provide an original copy of a Certificate of Insurance completed only by the insurer or its authorized representative to include information about:

o name o address o telephone number of insured o location o activity of the named insured for which this certificate is issued o description of coverage detailing type of insurance o policy number o effective date o expiry date and o limits o type of insurance to include:

commercial general liability (indicate whether claims made or occurrence)

extended to include: personal injury tenants legal liability automobile liability and

non-owned automobile o The City of Burlington named as an additional insured

name, address and telephone number of insurance company writing each policy

notice of cancellation or reduction in coverage as outlined on certificate within thirty (30) days, ten (10) days if cancellation is due to non-payment of premium; authorized signature and date.

The limit of Commercial General Liability required is no less than two million dollars ($2,000,000) and depending on the nature of the festival or event (including special effects) is subject to review as deemed necessary by the City of Burlington. The festival or event organizer will be asked to confirm that all activity providers to the festival or event have appropriate and adequate insurance coverage to meet the requirements as determined by the City.

NOISE RESTRICTIONS

All Properties:

The use of amplified sound systems for the presentation of festivals and events is restricted to between the hours of 9:00 a.m. and 11:00 p.m. In addition sound levels during these times must remain at an acceptable level given consideration to the type and location of the event.

The site plan for the festival or event will be reviewed respective of any high impact activities such as entertainment stages and carnivals, which will need approval.

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In the case of large scale festival or event, the organizer may be required to pay for the services of a certified sound technologist provided by the City of Burlington who will monitor sound levels to ensure that sound is kept at an acceptable level.

The festival or event organizer may be required to submit an entertainment and production contact list two weeks prior to the event.

Carnival or amusement rides with sirens, air horns or buzzers WILL NOT be permitted at outdoor events on City of Burlington property unless these items are deactivated for the duration of the entire event.

OVERNIGHT STAYS IN CITY PARKS

All Properties:

As outlined in the Parks By-Law (Appendix J) remaining overnight in City Parks or Property is not allowed. In special circumstances approval by the City of Burlington may be granted on a limited basis.

PARKING/STAGING AREAS

City Properties:

If a festival or event is going to impact Municipal Parking Facilities (both on and off City streets) the organizer must prepare a Parking Plan that reviews how these impacts will be managed. The plan is to be coordinated through the City of Burlington - Transportation Services.

The Parking Plan will include: a) A review/identification of the applicable Fire Access Routes and Accessible

Parking spaces; b) The availability of surrounding streets and lots where parking may be allowed; c) A determination of the lost revenue that the festival or event organizer may have

to provide; d) The provision of organization volunteers on-site (in the parking and non-parking

areas) to provide participants with appropriate parking information/direction related to the event.

NOTE: For festivals or events taking place in downtown Burlington:

Consideration must be given to utilizing Municipal Lot #13 (parking lot at City Hall on Elgin Street) as a reserved parking area for people with disabilities who wish to attend. The event organizers allowing vehicles with Accessible Parking Permits to utilize this space would control access to the lot.

Lot #10 (parking lot on Elgin Street, across from St. Luke’s Church) is not to be used by event organizers for reserved parking or to have signage directing the public to use it for event parking.

For events taking place in Spencer Smith Park, consideration must be given to provide additional Accessible parking spaces in Lot #12E (Waterfront Lot East). Temporary Accessible parking spaces must be clearly identified and provided with directional signage to their location, so that visitors with disabilities can be made aware of their availability (see Appendix N, downtown parking map).

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All Properties: Enforcement

To avoid parking problems related to the festival or event, the organizer should be aware of how many parking spaces are available and where those spaces are located (i.e. on- site or off-site). The festival or event organizer must indicate the anticipated number of vehicles expected at the festival or event. The organizer will be responsible for making suitable parking arrangements and any overflow parking requirements including arranging a shuttle bus service. City staff can provide assistance with this issue, given sufficient lead-time. All festival or event parking will be arranged to ensure the safe flow of traffic before, during, and after the festival or event. Off-site parking must be arranged to involve the least disruption to the public. The festival or event organizer must be aware of the Parking By-laws that will be enforced. Any deviation from the Parking By-laws must be approved before the festival or event and public notice provided (as required).

PARKING LOTS

City staff must approve exclusive use of public parking lots. Note: In the downtown area, comments will also be requested from the Burlington Downtown Business Association.

PEDESTRIAN CROSSING/ROUTE MARSHALLS

All Properties:

The Special Events Team (SET) may designate intersections that need police supervision to assist participants and motorists in the event area. Payment for the police supervision must be arranged through the Halton Regional Police Services and costs are the responsibility of the event organizer.

Note: All volunteers assisting in the supervision of roadways by event participants (e.g. route marshals) must wear reflective safety vests.

PETTING ZOO/ANIMALS IN PARKS

City Properties:

The use of the city parks or road allowances for a petting zoo or other animal exhibits must also receive special approval in order to proceed. This activity could have impact from a maintenance standpoint. In addition, the City's Animal Control staff will have details available in regard to the types of animals that are prohibited in the City of Burlington.

Petting zoos must comply with the Halton Health Protection Services guidelines as outlined in Appendix M.

Note: A Business License from the City of Burlington is required to operate a Petting Zoo. (See Contact List: Gambling/Raffles/Casino’s/Business License)

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POLICE SERVICE

In the event that large crowds are anticipated or security is needed as in the

case of a Bavarian Garden, bicycle or road races, etc. the Halton Regional Police Service is to be contacted to address the requirements they will establish for the festival or event. They may require the organizer to hire additional pay duty officers if the tasks involved in accommodating the crowds expected exceed their capability to do so with their regular complement of officers. Policing requirements and conditions relating to the event must be met in order for the City to grant an event permit.

Marshals and volunteers are not allowed to direct traffic. Pay Duty request forms must be completed, signed and filed by the festival or

event organizer with the Halton Regional Police Service. Minimum duty is 3 hours and any cancellation must take place more than 48 hours prior to the scheduled event. The link for requesting Pay Duty Officers is available online at: http://www.hrps.on.ca/PRC/Pages/RequestAPayDutyOfficer.aspx

If extra police cruisers are required there may be an additional charge for their use.

RAFFLES/BAZAARS

Any intent to operate a lottery (raffle or bazaar) within a City Facility including

parks, must first comply with all Provincial, Regional and Municipal regulations in order to be considered for approval.

Casinos (Social Gaming Events) –

contact Alcohol and Gaming Commission of Ontario. Website: www.agco.on.ca Phone: 416-326-8700 or toll fee in Ontario 1-800-522-2876

Business Licence By-law: Any vendors or carnival operators can sell products or merchandise at festivals and events only and not any other locations within the City; and who is operating under approval of Burlington City Council shall be exempt from the requirement to obtain a licence under the provisions of this By-law. The festival or event organizer may be directed to obtain a Business License to cover all vendors involved in the event.

REVENUE GENERATION/SOLICITING OF FUNDS

City Properties:

Any form of soliciting of funds on City of Burlington property including charging admission to parks grounds must be identified in the festival and event application in order to be considered for approval.

RISK MANAGEMENT

See also INSURANCE Depending upon the type of festival or event and its components, the City of Burlington reserves the right to require the Permit Holder to purchase such additional insurance

41

coverage as The City may reasonably require. The City reserves the right to request such higher limits of insurance or otherwise alter the types of insurance coverage requirements as The City may reasonably require from time to time.

Risk Management as it relates to festivals and events is defined as “Recognizing the possibility of meeting danger or suffering harm or loss and organizing or planning to minimize or eliminate said danger, harm or loss” (Brian Duggan, Canadian Event Perspective). Ensuring that appropriate risk management practices are in place is a priority for the City of Burlington. “When adults use facilities, there is an expectation that they will recognize obvious hazards and avoid them...When children use your facilities there is no expectation that they recognize hazards.” (Doug Wyseman, Municipal Risk Services Ltd. President)

Contractors that complete work on City of Burlington property are expected to

provide a valid certificate of insurance and confirmation of Worker’s Compensation coverage.

Rental permits outline terms and conditions and the following are areas of risk

management that must be further developed by each festival and event organizing committee:

Groups are encouraged to develop their own volunteer management practices, in accordance with the City’s policies on volunteerism.

Event organizers must be clear about the role of the police at their event and enhance communication throughout the event.

Emergency plans specific to the festival and event activities, including written plans for communication and responsibilities, coordination with authorities, weather conditions, lightning, personal and property damage must be developed.

Structural safety standards and/or inspections related to buildings, vehicles, inflatable amusements, carnival rides and tents, ensuring safe egress from tents and fenced enclosures.

Fire safety/protection for all tents and commercial cooking functions, safe handling of propane including site inspection by Technical Standards and Safety Authority (TSSA).

Guidelines for the use of elevation trucks. Safety requirements specific to events that take place on waterways. Bleacher inspections and certificate of insurance from the installer. Bleachers must have designated spaces for people who use mobility aids,

such as wheelchair, scooters, etc.

A Festival Walk Through, looking out for tent stakes and ropes, electrical connections and water risk, compressed gas cylinders like helium, cables and hoses across walkways, absence of barriers to restricted areas. The intention is to see the grounds through the eyes of an excited youngster, a person with a disability or a not so nimble senior.

Volunteer monitoring is an ongoing responsibility. It is the obligation of both the festival or event organizer and event volunteers to ensure that the necessary work is being completed. Planning and monitoring must take into consideration the vulnerability of the participant, the amount of supervision provided, the setting, the nature of the volunteer position and the activities associated with it. Volunteer roles vary in the amount of risk involved.

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Supervision of inflatable / amusement devices is needed to ensure that the procedures for safe operation of the device are followed and that all users are participating in a safe manner. The procedures that are put in place should address items including, but not limited to emergency situations, injuries or device deflation.

The Permit Holder, during the term of the permit, at their expense must take out and keep in full force and effect general liability insurance including bodily injury and property damage, tenant’s legal liability, and contractual liability covering the activities and occupancy for which the permit was issued. The policy shall be written on an occurrence basis with coverage for any one occurrence of not less than two million ($2,000,000), be endorsed to include the City of Burlington as an additional insured, contain a severability and cross liability clause. The policy of insurance shall: (a) be written with an insurer licensed to do business in Ontario; (b) be non-contributing with and will apply only as primary and not access any other insurance or self-insurance available to the City of Burlington; and (c) any deductible amounts shall be borne by the Permit Holder. No less than thirty (30) days prior to the commencement of the festival or event, the Permit Holder shall provide proof of insurance. Proof of insurance shall be on a form of Certificate of Insurance, signed by an authorized representative of the insurer. The Permit Holder will make available complete certified copies of all applicable insurance policies for examination, if required by the City of Burlington.

ROAD CLOSURES/PARADES/STREET SIGNS

See also STREET DANCE/BLOCK PARTY APPLICATION All Properties:

Transportation Services processes a Street and/or Sidewalk Event Permit for all events involving the use of City roads and/or road allowance (activities where roads must be closed for any length of time such as a road race or a parade). An application must be made to them a minimum of 6 months in advance of the festival or event, as the application is circulated to various staff departments and emergency services prior to being submitted to City Council for final approval. Examples include: Biathlon/Triathlon, Running, Cycle Events, and Festivals with road closures as a component of the program.

The applicant should be aware that the cost involved in processing this type of permit and implementing the detours, placement of barricades, traffic controls, public notification signing, etc. as directed by Transportation Services will be the responsibility of the applicant.

The festival or event organizer must submit a traffic control plan for the event prepared by a graduate of the Ontario Traffic Manual Book 7 course presented by the Ontario Traffic Conference or an equivalent body. This plan will include the location of all OTM Book 7 mandated traffic control devices and the provision, installation and removal of these devices for the event subject to the approval by Transportation Services. The cost of the above actions is the responsibility of the event organizer.

Transportation Services will create the information and detour signing plan. The manufacture, installation and removal of these signs will be completed by Roads &

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Parks Maintenance at the direction of Transportation Services. The cost of the design, manufacture, installation and removal of these signs is the responsibility of the festival or event organizer.

Subject to the approval by Transportation Services, the festival or event organizer may use volunteer marshals at minor intersections to ensure that barricades are not moved by drivers to gain access to the event streets.

Marshals must wear traffic safety vests and cannot direct traffic.

SANITARY FACILITIES/WASHROOMS

All Properties:

Festival and event organizers will be responsible for providing sufficient portable washrooms, wheelchair assessable portable washrooms and hand sinks if the location for the event does not have sufficient facilities to accommodate the anticipated crowds. Halton Health Protection Services will supply guidelines in the Co-ordinators Notification Package. (Appendix E)

Note: Every effort must be made to locate portable washrooms in an area that does not adversely affect local residences or businesses.

SIGNAGE (Park & Facilities)

See also HOT AIR BALLOONS City Property:

All signage to be displayed in the park or facility must be reviewed as part of the Festival and Event Application to ensure that City standards are not compromised.

All Properties: Road side banners: Approval to place banners upon road side fences would need to

meet the following conditions.

Can be placed on private property only, with the approval of the property owner. NOTE: use of public property fence areas such as hydro corridors, GO Transit / railway right of way’s, City of Burlington or Region of Halton Region property, is not permitted.

Must be a registered charitable organization and have the registration number visible on the banner.

When the above conditions are met, the event organizer will forward the details of the request to the City of Burlington, Planning and Building Department. Include the property owner approval / event / charitable organization number / duration of posting, to the City of Burlington, Planning and Building Department.

Portable signs and air inflatable signs, characters or structures are licensed through the City of Burlington’s Planning and Building Department. They must be notified if the applicant wishes to use this type of promotional item (i.e. for advertising purposes) in order to ensure compliance with City Policies.

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TENTS OR TEMPORARY STRUCTURES

All Properties:

If you plan to set-up a tent, as per the Ontario Building Code 1997, a tent or group of tents is exempt from the requirement to obtain a permit under Section 8 of the Act and is exempt from compliance with the Code provided that the tent or group of tents are:

(a) not more than 60 m2 in aggregate ground area, (b) not attached to a building, and (c) Constructed more than 3m from other structures.

The City of Burlington, Planning and Building Department will request details

regarding the tent size, location of exits, and certificate of verification that the tent and all tarpaulins used have been flame proofed in conformance with U.L.C. standard (CAN/ULC-S-109-M), Standards for Flame Tests of Flame Resistant Fabrics and Films.

For installation of tents utilizing pegs or stakes in City parks contact the Roads & Parks Maintenance for approved locations.

No cooking is permitted in tents occupied by the public.

Note: Refer to Appendix K Fire Prevention Procedures and Responsibilities for Outdoor Festivals and Events Involving City Owned Facilities and Parks.

All tents and temporary structures must be fully accessible to all participants/visitors including individuals with disabilities.

WAIVERS

All Properties:

The festival or event organizer must present any proposed liability waiver or other documentation that sets out responsibilities for participants and/or the organizing body of the event with the Festival and Event Application form.

WALKATHONS/BIKE-A-THONS (excludes races)

In considering this type of event it can simplify the approval process and decrease traffic control costs, if existing traffic regulations are to be observed during the event, such as obeying traffic signals, speed limits, etc. The City Streets and/or Sidewalks Event Application Form must be completed and approved by Transportation Services for these events.

Guidelines set out in Ontario Traffic Manual Book 7, Temporary Conditions, will be used in determining an appropriate traffic control plan.

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FESTIVALS AND EVENTS CONTACT LIST

ITEM NOTES ORGANIZATION/CONTACT

ACCESSIBILITY For help regarding making your festival or event accessible to people with disabilities including physical accessibility of the location and resources such as sign language interpreters, real time captioning, Braille, large print, etc.

Accessibility Coordinator, Clerks

Department

905-335-7600 ext. 7865

accessibleburlington@burlington.ca

ALCOHOL at events, Bavarian Gardens

City approval For events at City parks, Municipal Alcohol Policy For Halton Health Protection Services approval

Customer Service, Parks & Recreation 905-335-7600 ext.7738

recschedule@burlington.ca

Public Health Inspector, Halton Region

905-825-6000

LLBO Special Occasion Permits

Application forms are available at any

LCBO outlet, or call their Info line 1-800-522-2876

Municipal Alcohol Risk Management Policy Smart Serve information

Supervisor Food Services, Parks & Recreation

905-632-7809 ext. 1

BUS SERVICE Shuttles and/or charters Handi-Van

Transit Operations Supervisor, Transit Department

905-335-7869 ext. 7762

Dispatcher 905-639-5158

CASH GRANT / FEE WAIVERS

Application Form/ Information Administrative Associate, Parks & Recreation

905-335-7600 ext. 7730

EMERGENCY SERVICES Halton Region EMS For notification/information 905-890-8975

Dispatch Centre 905-844-4242

ENVIRONMENTAL

CONSIDERATIONS

Fire Department Festival and Event Permit Required Police Services General inquires & assistance regarding environmental plans

Fire Prevention Officer, City of Burlington

905-333-0772 ext. 217

Halton Regional Police Service

905-825-4747 Front Desk ext. 2305

Waste Diversion Coordinator, City of

Burlington

905-335-7600 ext. 7359

Waste Diversion Education Coordinator, Halton Region

905-825-6000 ext. 8238

City of Burlington Festivals and Events Manual

FESTIVALS AND EVENTS CONTACT LIST

ITEM NOTES ORGANIZATION/CONTACT

EVENTS INFORMATION Parks and Facilities Street and/or Sidewalks

General inquiries & assistance, dates and times

Customer Service, Parks & Recreation 905-335-7600 ext.7738

recschedule@burlington.ca

Transportation Technologist, Transportation Services,

905-335-7600 ext. 7847

Casino’s (Social Gaming Events)

Contact Alcohol & Gaming Commission of Ontario

AGCO: 416-326-8700

1-800-522-2876

www.agco.on.ca

EVENT NOTIFICATION

(park events only)

Notification letter to local residents/businesses (Sample – Appendix D)

Festivals & Events Office, Parks &

Recreation

905-335-7600 ext. 7422 festivalsandevents@burlington.ca

EVENT NOTIFICATION

(road events)

Notification letter to local residents/businesses (Sample – Appendix D)

Transportation Technologist, Transportation Services,

905-335-7600 ext. 7847

FACILITY OR PARK BOOKINGS

Availability - For details regarding City parks, facilities including a Park Accessibility Profile - available upon request.

Customer Service, Parks & Recreation 905-335-7600 ext.7738 recschedule@burlington.ca

FESTIVAL AND EVENT ORGANIZERS GROUP

Information for event organizers

Supervisor of Festivals & Events, Parks & Recreation

905-335-7600 ext. 7724

FIRST AID Fax Request Form (Appendix L)

St. John will then contact Give two months notice

Duty Co-ordinator, St. John Ambulance

905-634-6665

FOOD CONCESSIONS & VENDORS

Halton Health Protection Services requirements: must submit a Co-ordinators Notification package (Two months prior) and a Food Vendor Application (Four weeks prior)

City park or facility approval, exclusive zones in City parks.

City street or sidewalk vendors

Use of propane fire equipment – safety regulations

Public Health Inspector, Halton

Region

905-825-6000

Customer Service, Parks & Recreation

905-335-7600 ext.7738 recschedule@burlington.ca

Licensing Officer, Building

Department 905-335-7600 ext.7551

Fire Prevention Officer, City of Burlington

905-333-0772 ext. 217

Technical Standards & Safety

Authority 1-877-682-8772

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FESTIVALS AND EVENTS CONTACT LIST

ITEM NOTES ORGANIZATION/CONTACT

FOOD CONCESSIONS & VENDORS

Halton Health Protection Services requirements: must submit a Co-ordinators Notification package (Two months prior) and a Food Vendor Application (Four weeks prior)

Public Health Inspector, Halton

Region 905-825-6000

City park or facility approval, exclusive zones in City parks.

Customer Service, Parks & Recreation 905-335-7600 ext.7738

recschedule@burlington.ca

City street or sidewalk vendors

Licensing Officer, Building Department

905-335-7600 ext.7551

Use of propane fired equipment - safety regulations

Fire Prevention Officer, City of

Burlington 905-333-0772 ext. 217

Technical Standards &

Safety Authority

1-877-682-8772

FIREWORKS Permit approval required by the Fire Chief

Fire Prevention Officer, City of

Burlington

905-333-0772 ext. 217

HYDRO INSPECTION Inspection required for events to insure safety standards are met (Fee involved)

Electrical Safety Authority

1-800-813-5482

INSURANCE As required, minimum two million in liability with the City as a named insured

Liability Insurance Application Contacts

To be addressed as part of the Festival and Event or the Street/Sidewalk Event Applications

For Parks and Facilities Events:

Festivals & Events Office, Parks &

Recreation 905-335-7600 ext. 7422

festivalsandevents@burlington.ca

For Street/Sidewalk Events: Transportation Services

Transportation Technologist,

Transportation Services, 905-335-7600 ext. 7847

MAJOR ROAD CLOSURES/PARADES/ RACES

Allow 6 months

Separate process (see Appendix A) Set-up needs advance

sign manufacturing and installation

Transportation Technologist,

Transportation Services, 905-335-7600 ext. 7847

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FESTIVALS AND EVENTS CONTACT LIST

ITEM NOTES ORGANIZATION/CONTACT

PARKING & PARKING LOTS

Municipal Facilities

Parking By-Law Enforcement

Parking Technologist, Transportation

Services 905-335-7600 ext. 7560

PARKS Use; maintenance, resources available through the City, garbage, recycling, etc.

Parks Supervisor, Roads and Parks

Maintenance

333-6166 ext. 6142

PETTING ZOO/

ANIMALS IN PARKS

See Road & Parks Department Parks Supervisor, Roads and Parks Maintenance

333-6166 ext. 6142

Some Exotic Animals are not allowed in the City Halton Health Protection Services, Guidelines

(see Appendix M)

City of Burlington

Animal Control Supervisor 905-335-3030

Public Health Inspector, Halton

Region 905-825-6000

License Required

Licensing Officer, Building Department

905-335-7600 ext.7551

POLICE SERVICES Crowd control, security, pay duty officers, escorts

Halton Regional Police Service 905-825-4747

Front Desk ext. 2305

RAFFLES/ BAZAARS Business Licence, not required for vendors involved at City of Burlington approved events.

Licensing Officer, Building Department

905-335-7600 ext.7551

REVENUE GENERATION OR SOLICITING OF FUNDS

Plans to be detailed in Event Application

Special licenses required

Festivals & Events Office, Parks &

Recreation 905-335-7600 ext. 7422

festivalsandevents@burlington.ca

Licensing Officer, Building

Department 905-335-7600 ext. 7551

SANITARY FACILITIES/

WASHROOMS/GARBAGE CANS/RECYCLING CONTAINERS

Guidelines:

Halton Health Protection Services

City resources

Halton Region

Public Health Inspector, Halton

Region 905-825-6000

Parks Supervisor, Roads and Parks Maintenance

333-6166 ext. 6142

Public Health Inspector, Halton Region

905-825-6000

PARKS & FACILITIES SIGNAGE/INFLATABLES

Notification and approval required

Permit Technologist, Building

Department

905-335-7600 ext.7732

City of Burlington Festivals and Events Manual

FESTIVALS AND EVENTS CONTACT LIST

ITEM NOTES ORGANIZATION/CONTACT

SITE PLAN To include stage location(s), licensed areas, and all major event components

Festivals & Events Office, Parks &

Recreation 905-335-7600 ext. 7422

festivalsandevents@burlington.ca

STREET PARTIES Contact: City of Burlington Transportation Services Traffic Technologist

Transportation Technologist, Transportation Services,

905-335-7600 ext. 7847

TEMPORARY STRUCTURES –PARKS & FACILITIES

(Tents, inflatables, buildings)

-STREETS & SIDEWALKS

Requires permit when over 60 square metres in size (645 square feet)

Spencer Smith Park - underground utilities Overhead banners are not allowed

Building Technologist, Plans Examiner

905-335-7600 ext. 7849

Parks Supervisor, Roads and Parks Maintenance

333-6166 ext. 6142

Transportation Technologist,

Transportation Services, 905-335-7600 ext. 7847

TRAFFIC CONTROL PLANS & DEVICES (MAJOR EVENTS – BIATHLON, TRIATHLON, CYCLE EVENTS, PARADES, STREET CARNIVALS)

Separate application (see Appendix A)

Submit 6 months prior to event

Transportation Technologist,

Transportation Services, 905-335-7600 ext. 7847

TRAFFIC CONTROL PLANS & DEVICES (MINOR EVENTS)

Approval, manufacture, placement

Submit 6 weeks prior to event

Transportation Technologist,

Transportation Services,

905-335-7600 ext. 7847

WALKATHONS/ BIKEATHONS on Roads or Sidewalk (MINOR EVENTS)

Separate process Submit 6 weeks prior to event

(Appendix A)

Transportation Technologist,

Transportation Services, 905-335-7600 ext. 7847

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