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Festivals & EventsApplication Package

calgary.ca | contact 311

R 1687 (R2019-10)

Arts & Culture – Event Services calgary.ca/festivalsandevents

2016

-263

3

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IntroductionThe City of Calgary has a long history of hosting festivals and events that support its local communities, arts and culture, sports, and recreation which have significant value to the residents and visitors of Calgary. City service support to festivals and events is part of the core business of The City of Calgary, and the Festival and Event Application process will establish a customer focused approach to support and help the Event Organizer align with relevant community standards, policies, and guiding principles of The City of Calgary Festival and Event Policy.

Every Festival and Event Application Form submitted undergoes a review by The City’s Interdepartmental Event Team (IET). The IET is a committee of City business units and non-City stakeholders that conducts a technical and operational review and is responsible for approval of all festivals and events. Through the IET review, The City determines the types and levels of service and support required. Applicants may be asked to attend an IET meeting to present subsequent information or clarification regarding the application. Once the IET has approved the Festival and Event Application Package, the requested venue is confirmed and conditions are determined.

The City may modify or cancel your Event at any time. Full details of the circumstances for termination and cancellation of the Event are set out in the Festival and Events Service Standards Agreement, which you will be required to sign in order to hold your Event.

The City shall not be liable for any loss or liability including damages or costs suffered by the Organization, due to termination or re-assignment of dates when applicable.

Related Policies, Legislation, and Community StandardsFestivals and Events seeking approval from The City must:

• Be within the provisions of the municipal, provincial and federal laws and acts• Be in accordance with all City of Calgary policies and guiding principles • Be in accordance with health and safety regulations as administered by: – Calgary Police Services – Calgary Fire Department – Community Standards – Alberta Health Services – Emergency Medical Services – Environmental Health Services – Alberta Gaming, Liquor and Cannabis Commission – Alberta Building Code – Alberta Traffic Act• Be in accordance with the Human Rights Code

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Contents

Application Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Event Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Entertainment and Related Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Food and Beverage Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Liquor Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Cannabis Consumption Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Security Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Medical Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Logistics Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Submitting Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

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Application RequirementsWelcome to The City of Calgary’s Festivals and Events Process. The information you provide on the subsequent pages is mandatory and will enable City staff to approve your event in a timely manner. If you have any questions on information requested while you are completing this package, please contact your assigned Event Liaison who is the appointed City staff member for your festival or event.

You, the applicant, will be responsible to obtain and pay for all permits, licenses, tariffs and fees required by the Province of Alberta, The City of Calgary, or any other authority, required to enable all things necessary for the Festival or Event.

Through the Festival and Event Application Process, accessing City permits will be facilitated through your assigned liaison based solely on the information provided through this application.

All additional permits from other jurisdictions will be the sole responsibility of the applicant.

Without restricting any remedies available to The City or any other authority, failure to obtain any required permits or licenses may result in:

a) Cancellation of the Festival or Eventb) The applicant paying to The City all monies paid by The City in connection with the Festival/Event

Application submission to include:1. Initial Submission (minimum 90 days pre-event)

a) Festival and Event Application Form b) Draft Site Map c) Draft Emergency Response Plan

2. All additional information to be submitted as per established timelines outlined in the Festival and Event Manual. See Appendix E – Quick Reference Timeline for more details.

Event Planning ResourcesPlease review the Festival and Event Manual, located at www.calgary.ca/CSPS/Recreation/pages/festival-planning/event-planning-resources.aspx, for all information pertaining to planning an event in Calgary.

Alert: Failure to provide required information by stated timelines may result in a reduction of services available or cancellation of the event.

Festivals & Events Application Package 1

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Application Requirements (cont’d)

Site Map Requirement (due 90 days prior to the event date)

To complete your application a detailed site map is required in a clear and legible format to scale.

For a list of required components, see the Festival and Event Manual – Appendix B: Site Map/Route Map Checklist

Tips:• Event organizers should be mindful of the stage placement by having amplification directed away from

residential areas• Calgary Building Services may require comprehensive Architectural and Engineering drawings depending

on the scope of the event design

Emergency Response Plan (ERP) Requirement (due 90 days prior to the event date)

To complete your application a DRAFT of your Emergency Response Plan is required as per the outline provided by your event liaison. This plan will be reviewed and feedback will be provided 60 days prior to your event. Your final Emergency Response Plan will be due 30 days prior to your event.

Festivals & Events Application Package 2

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Event Description

** Attention: Mac Users **Do not attempt to complete this form using Mac PDF Preview. To complete and submit this form successfully, right click to select “Open with” and choose your Adobe Reader program. Download a free copy of Adobe Reader at http://get.adobe.com/reader/.

Event ID/Event Name:

Event Date(s): Event Time(s):

Event Time(s):

Set up Start: Set up End:

Take Down Start: Take Down End:

Where Applicable:Road Closure(s): Insert the date(s)/time(s) you require the road closed and reopened.Event staff (Marshals) will be required to support the closure for the duration of this requested time:

START Date: START Time:

END Date: END Time:

Public Occupation: Please state dates and time the roadway will be used by event participants: e.g. Start of Road Race

START Date: START Time:

END Date: END Time:

Event Location(s):

Event Location Street Address: www.calgary.ca/myproperty (Required)

Primary Contact: Alternate Event Contact (Required):

Event Day Contact Name and Cell: Email Address:

Organizer Information: Please enter the name and mailing address of the organization for permitting and billing.

Event OverviewPlease provide a detailed overview of your event that you would use to market your event: these details may include type of activities includingfireworks or pyrotechnics, stage performances, type of audience, and any special features you would like to showcase.

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Event DescriptionPage 4

Was your event held in Calgary in the last year? If yes, please indicate the number of years the event has taken place?

If no, has it been somewhere else? Provide venue location, dates and past organizer.

Is your event: Local Regional National International

Will admission or a registration fee be charged for your event? If yes, what is the maximum number of admissions available?

Yes No If yes, what is the admission price(s) or registration fee(s)?

If yes, will you have a “No Re-Entry Rule? Yes No

What is your expected total attendance?

What is the target audience for your event? (e.g. Age ranges, adults only, gender, religious affiliation, etc.)

Will your event have high profile attendees (e.g. Mayor, VIPs, etc.)

Yes No If Yes, please list:

What type of Festival or Event are you planning? (check all that apply)

Street Festival Private Event Product Launch

Sport/Recreational Event Demonstration / Rally Faith-based Event

Cultural Festival Concert Event

Parade For Profit or Commercial Event Other:

Community Event Block Party

Does your Festival or Event use any of the following? (check all that apply)

Park Arena Private Venue

Pathway Athletic Park Private/Leased Land

Sidewalk Public Facility Other:

Road Play Field

What type of activities will be included in your Festival or Event? (check all that apply)

Cycling Electronic Dance Party Food Trucks

Race/Walk/Run Sound Amplification Alcohol Service / Sales

Competition / Tournament Fireworks / Pyrotechnics Cannabis Consumption Area

Admissions Charged Animals (i.e. petting zoo) Other:

Entertainment (live music, performers etc.) Food Vendors

What types of infrastructure will be present at your Festival or Event? (check all that apply)

Tents <60m2 Bleachers Temporary Electrical

Tents >60m2 Fencing Temporary Water

Stages <1m Temporary Structures Other:

Stages >1m Portable Toilets

Scaffolding/Truss Temporary Heating

Yes No

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Entertainment and Related Activities

Will your event have any activities (entertainment or set up/tear down work) between Monday – Saturday from 10:00 pm - 7:00 am or Sunday (Holidays) from 10:00 pm - 9:00 am? Yes No

If yes, you must request a Noise Exemption Permit by calling 311, 60 days prior to your event date. If you have already requested a Noise Exemption permit please provide the Customer Service Request number:

If you have not yet requested a Noise Exemption Permit please provide your Event Liaison with the Service Request number once this has been completed.

Will amplified sound be used at your event? Yes No

Note: Sound levels must be monitored throughout the event to meet allowable daytime and night time decibel levels as per the Community Standard Bylaw 5M2004. Amplification end times should not exceed stated event end times.

What kind of entertainment will be at your event? (Check all that apply)

Live Music Dance Performance Speeches

DJ Fireworks / Pyrotechnics Display Comedy Performance

Theatrical Performance Roaming Entertainers Other:

If your event will include Fireworks or Pyrotechnics please describe:

Note: You or your Fireworks or Pyrotechnic supplier is required to call 311 to request all the appropriate permits from The Calgary Fire Department.

Not applicable to the event

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Food and Beverage Services

If you plan to offer food and/or beverages at your event, you are required to contact Alberta Health Services and submit all necessary notifications. To obtain the required forms or get more information regarding food/beverage service, please contact specialevents@albertahealthservices.ca or phone 403-943-2295.

Will you distribute non-perishable pre-packaged food only? Yes No

If no, please explain how you will offer food/beverages: (check all that apply)

Mobile Food Vendor Private Function Perishable Pre-packaged Food distribution

Food Vendors Concession Booth Volunteer Meals

(Tent or Canopy) Caterer In a Beer Garden

VIP Hospitality Tent Staff Meals

Will any food/beverages be prepared or handled on site? Yes No

Please specify cooking methods that will be used on site: (check all that apply)

Propane BBQ Food Truck

Gas Deep Fry Warming only

Electric Open Flame

Note: The Calgary Fire Department may require more information about cooking processes, ventilation, and fire suppression.

Do you have pressurized containers in use or stored on site? Yes No

Note: An event may need to satisfy additional Alberta Health Services requirements for water and portable toilets depending on the scope of the event.

Any cooking that creates grease-laden vapours is only permitted under a “canopy” (a tent structure with one wall or zero walls). Appropriate fire extinguishers will be required and staff members must be trained to operate.

As per the Alberta Building Code, all tents or canopy fabric material shall meet the requirements of CAN/ULC S-109M “Standard for Flame Tests of flame resistant fabrics and films”.

Not applicable to the eventIf food and/or beverages will be served, sold, or given away at your event, please complete below. If not, please move to Page 7:

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Liquor ServicesPage 7

Not applicable to the event

If liquor will be served, sold or given away at your event, please complete below. If not, please move to Page 8.

If you plan to offer liquor at your event,

♦ You will need to apply to Alberta Gaming and Liquor Commission (AGLC) 90 days prior to the event date.

♦ For more information, visit the AGLC website regarding AGLC Special Event Licenses or call 403-292-7300.

♦ Once AGLC approves your request, please contact Fire by calling 311, ten (10) days prior to the event date to request a Temporary Occupant

Load Card from the Calgary Fire Department.

♦ For City of Calgary requirements, please refer to the Festival & Event Manual.

Please check all that apply and complete the following questions:

Free/Host liquor service

Liquor sales/consumption

Type of Liquor venue: (e.g., fenced tent, fenced open air, existing building etc.)

Size of licensed venue: (e.g., 50’ x 100’)

Hours of Operation for liquor venue: Indicate consumption end times which must be a minimum of 1/2 hour before the event end time(s)

Date(s): Start Time: End Time:

Date(s): Start Time: End Time:

Date(s): Start Time: End Time:

If more space is required please submit schedule as an attachment.

Desired capacity of licensed venue:

Note:

The AGLC will inform approved liquor license applicants of all requirements including security and fencing.

The Calgary Fire Department will inform exiting requirements when they measure the licensed area for a Temporary Occupant Load Card.

Consumption end times must not exceed stated event end times.

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Cannabis Consumption AreaPage 8

Not applicable to this event. If not, please move to page 9

Yes, this event will be requesting to host a designated Cannabis Consumption Area

Organizers choosing to set up a designated Cannabis Consumption Area are to adhere to the following principles:

1. Responsible Consumption

• Festival and event organizers will have appropriately trained staff and procedures for the oversight of Cannabis

Consumption Areas.

2. Adherence to all appropriate legislation

• Cannabis Consumption Areas at festivals and events with adhere to all relevant federal, provincial and municipal

regulations.

3. Limiting the impact on youth

• Cannabis Consumption Areas will be regulated in a manner that minimizes the impact and impression on youth.

4. Limiting Exposure to second-hand smoke

• Cannabis Consumption Areas will be regulated in a manner that minimizes the exposure of festival and event attendees to

second-hand smoke.

A Site Map, Security Plan and Medical Plan are required to accurately assess your request.

Site Map

For a list of required components regarding a Cannabis Consumption Area, see the Festival and Events Manual – Appendix B: Site Map/

Route Checklist. Please include these details on the site map submitted with this application.

Security Plan

Please include this information in the security plan, page 9 of this application.

Medical Plan

Please complete medical plan, page 10 of this application.

Refer to the Festival and Event Manual for more information regarding applying for a designated Cannabis Consumption Area.

http://www.calgary.ca/CSPS/Recreation/Pages/Festival-planning/Event-planning-resources.aspx

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Security PlanPage 9

Are you requesting Calgary Police Services Pay Duty officers for your event?

Yes No Don’t know If Yes, how many are you requesting?

What duties are you requesting Calgary Police Services to fulfill? (e.g., traffic control, crowd control, general security, etc.) Note: Calgary Police Services does not provide police offers for “cash security”.

When do you require Calgary Police Services Pay Duty officers to be on site?

Date(s): Start Time: End Time:

Date(s): Start Time: End Time:

Date(s): Start Time: End Time:

If more space is required please submit schedule as an attachment.

Organizer must have a contact available to meet Pay Duty Officers at the start of the shift.

Please indicate the exact location and meeting time:

Location: Meeting time: Onsite contact and number:

Are you hiring private security services for your event? Yes No

Once you know your Private security company, please provide the on-site contact information to your Event Liaison.How many private security personnel will be requested?

What duties are you requesting private security to fulfill? (e.g. Beer garden security, general security, barricade marshalling, cannabis consumption area etc.)

What special training does your security staff have? (i.e. ProServe, SellSafe, etc.)

When will private security be on site?

Date(s): Start Time: End Time:

Date(s): Start Time: End Time:

Date(s): Start Time: End Time:

If more space is required please submit schedule as an attachment.

Will you be utilizing event volunteers as security monitors? Yes No

How many volunteer security monitors have been allocated?

What duties are you requesting volunteer security monitors to fulfill?

What special training does your volunteer staff have? (i.e. ProServe, SellSafe, etc.)

How will volunteer security monitors be identified? (t-shirts, vests, hats, etc.)

How will security personnel communicate with each other, event organizers, EMS, Calgary Police Services, etc.?

Have you reviewed your Lost Person procedure? Yes No

Do you expect any special interest groups at your event? (e.g. gangs, extremists, protestors, etc.) Yes NoIf Yes, please list:

In order to assist you better, please indicate any potential problems or concerns that Calgary Police Services should be aware of:

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Medical PlanPage 10

For the comfort and safety of your attendees, you are required to plan for medical situations that may occur at your event.

What level of medical care will you be providing at your event? (Check all that apply)

AHS - EMS Certified First Aid Volunteer

Professional Emergency Medical Service Provider Volunteers at a First Aid Station with a First Aid Kit

Physician(s) None

Nurse(s) Cell phone to contact 911

Where are you providing this medical service area? (Note: please ensure that you have indicated the medical service area(s) on your site map.)

Note:

Once you know your Professional Emergency Medical Service Provider, please provide the on-site contact information and service schedule to your Event Liaison.

How will event organizers and staff communicate with the on-site medical services?

Handheld Radios Other:

Cell phones

What time will medical services be available at your event?

Date(s): Start Time: End Time:

Date(s): Start Time: End Time:

Date(s): Start Time: End Time:

If more space is required, please submit schedule as an attachment.

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Parking/Shuttle PlansIt is important that you plan for the safe arrival and departure of event attendees, participants, and volunteers. As an event organizer, you should develop a parking and/or shuttle plan that is suitable for the environment in which your event will take place. Remember that parking, traffic congestion, and environmental pollution are all factors of concern with events.

What is your parking and/or shuttle plan for attendees, volunteers and vendors? How will it be managed?

Waste and RecyclingPublic festivals and events often create a huge amount of waste. The City of Calgary promotes sustainable environmental practices and encourages waste reduction at festival and events to reduce any negative impacts to the environment. Your waste and recycling plan should include the steps you will take to offer recycling/composting opportunities and utilize compostable materials (Food Vendor plateware, etc) at your event. Advance planning is the key to success. Your efforts in these initiatives will help The City of Calgary reach its goal of 70 per cent waste diversion from landfills by 2025.

As an event organizer, you must properly dispose of waste and garbage throughout the term of your event. Immediately upon conclusion of the event, you must return the site to a clean condition. Should you fail to perform adequate cleanup or if damage occurs to the site or City equipment, you will be billed at full-cost recovery for cleanup and/or repair. In addition, such failure may result in denial of future approval for a Festival and Event Permit.

Note: Please refer to the Waste and Recycling Bylaw regarding the requirements of proper disposal of all waste, recycling and composite material.

Please indicate all items that your group will be bringing as part of your waste and recycling plan:

# of grey water containers (sink waste water) # of portable toilets Note: wastewater MUST be removed from site # of accessible portable toilets

Are you requesting The City of Calgary Waste & Recycling equipment and services?

# of garbage containers # of recycling containers # of organic containers # of large garbage bins Size

City of Calgary Event Technical Services Equipment Did you use The City of Calgary Event Technical Services equipment last year? Yes No

Are you requesting to use The City of Calgary Event Technical Services equipment this year? Yes No

Events can rent equipment (including portable stages and tents) from The City of Calgary’s Event Technical Services. Equipment is not guaranteed to be available as inventory is limited. Interested event organizers should enquire about inventory, availability and fees by submitting an Event Technical Services request Form with their Liaison no later than 60 days before the event date.

Note:

Only registered not-for-profit organizations can request rental of City of Calgary festival equipment and services. Additional information [e.g. maps, stage plots, performer technical information, show schedule, production schedule, event elements details, etc.] should be submitted with requests to allow for timely process.

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Power:You MUST provide a power plan indicating how you are providing power to your event site. The questions below must be answered when completing application, no later than 90 days prior to event and a power plan must be submitted no later than 30 days prior to your event.

A Power Plan must include the following information to be considered complete: Each piece of equipment requiring power must be listed, stating its voltage, amperage (or watts) - all electrical equipment has a name plate showing electrical information Connection and disconnection (on/off) times Location of equipment on the event site map Picture of the plug connector if over 120V, 20amps (typical household plug)

Do you require more than 120V, 20 amps, 6 plugs or 7KW generator? Yes No If yes, power will be provided by Calgary Parks and/or City approved Contractor. A power request form must be completed and submitted no later than 30 days prior to event setup date. If no, are you requesting to use The City of Calgary Parks electrical services to provide power to your event (see note #3. below)? Yes No if yes, a power request form must be completed and submitted no later than 30 days prior to event setup date.

Would you like assistance in drafting a power plan? Yes No If yes, please contact your Calgary Recreation Liaison to advise of assistance needed, they will place you in contact with Calgary Parks Event Specialist. Addtional fees may be required.

Note:1. Complete power plans must be submitted 30 days prior to event2. All equipment must be able to run on GFI outlets (similar to resettable bathroom plugs)3. At sites with available onsite power (e.g. Olympic Plaza, Festival Market, Shaw Millennium Park, etc):

a) No generators are permitted at sites with available onsite powerb) If power required is under 120V, 20 amps, 6 plugs and close to power source, Parks electricians will energize outlets and event can connect at no costc) If power required is over 120V, 20 amps, 6 plugs (or a distance away from power source requiring cable matting), power must be provided by Calgary Parks and/or City approved Contracotr. Only power identified through the power plan submitted to Calgary Recreation Liaison 30 days prior to event will be provided

4. At sites without available onsite power (e.g. Prairie Winds Park, North Glenmore Park, etc): a) Generators 7KW and under can be supplied by event organizer and conditions below must be followedb) Generators over 7KW MUST be provided by Calgary approved Contractor as per power plan submitted to Calgary Recreation Liaison 30 days prior to event

Conditions: - All generators must be fully grounded (as per generator specification) to prevent electrical shock, GFI capable (see bullet 2. above), placed on a

protective surface, such as plywood to catch drips, in a fenced off location. All cables must be clearly marked and covered to prevent a tripping hazard. A spill kit with an absorbent material (i.e. kitty litter) must be on site in case of a spill. A large spill requires the Hazmat team in Calgary Fire Department to be called - details will be on Parks Conditions of Use

Water:Do you require access to potable water if it’s available onsite (see Festival and Event Manual pg. 21 for the list of sites with potable water access)? Yes No

Temporary Structures:Will you be staking temporary structures into the ground (tents, stages, jumpy houses, etc)? Yes No

if yes, utility and irrigation line locates must be performed (information will be provided) *except at sites where no staking is permitted e.g. Olympic Plaza, Central Memorial Park.

Security Plan Logistics PlanPage 12

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Submitting ApplicationsPage 13

The personal information collected by this form is obtained under the authority of section 33(c) of the Freedom and Information and Protection of Privacy Act (Alberta). The information will be used only for the purpose of event planning, Event Services, Art & Culture, Calgary Recreation, The City of Calgary. If you have any questions regarding the collection and use of this information, please contact Event Services at 403-476-4304.

Before submitting your Festival and Event Application did you: 1. Complete all sections of the Festival and Event Application Form 2. Create and attach your site map 3. Complete and attach the draft Emergency Response Plan 4. Make note of all follow up details required to complete your submission package for approvals with corresponding deadlines

If you answered yes to all the above, to begin your Festival and Event approval process please submit items 1-3 to:

EMAIL (Preferred method): FAX:

CEMIntake@calgary.ca 403-476-4301

MAIL: DELIVERY:

Recreation / Arts & Culture 2105 Cliff Street S.W.

Event Services, Mail Code #63 (8:30 a.m. - 4:00 p.m., Mon. – Fri.)

The City of Calgary

P.O. Box 2100, Station M

Calgary, AB T2P 2M5

Should you have any further questions, please contact your event liaison.

Note: It is against the law to provide false and/or misleading information in an application for a Festival & Event.

All costs and expenses which arise in meeting the needs and conditions attached to the Service Standards Agreement are the responsibility of the applicant.

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