Event Guidelines

Every effort has been made to provide accurate information; however, the processes and contacts are subject to change without notice.

Planning Timelines

Summary of Timelines

Definitions

For the purpose of these guidelines, the following definitions are to be understood:
Event Organizer - A member of the public who has entered into an agreement with the City of Brampton to utilize municipal space to host an event. An Event Organizer must be eighteen (18) years of age or older.
Event Support Liaison - An employee of the City of Brampton designated to act as a facilitator between the Event Organizer and all applicable City departments and divisions.

Admission Fees and Ticket Sales
- Who will establish the admission fee?
  The admission fee will be established by the Event Organizer. Once the event booking has been finalized, the Event Organizer will meet with an Event Support Liaison who will provide guidance in establishing a fair admission charge.
- Can I charge admission for my event?
  
  Yes. An event can charge its participants an admission fee (or advanced ticket sales) however the Event Organizer must first receive approval from the City of Brampton. Failure to communicate the request to charge an admission fee to the City of Brampton may result in the event being cancelled.
- Who is responsible for ticket production?
  The City of Brampton reserves the right to provide the ticket production services for public events at the Event Organizer’s expense.
- Can I sell tickets for my event?
  Yes. Prior to any tickets being made available for purchase, the Event Organizer will review ticket details with the Event Support Liaison. Details to be considered will include:Information included on the ticket;
  i. Event name
  ii. Date
  iii. Time
  iv. Location
  Quantity available for sale (based on the capacity of the available space); and
  i. Tickets individually numbered
  ii. Limited quantity
  Admission fee.
  The admission fee will be established by the Event Organizer. Once the event booking has been finalized, the Event Organizer will meet with an Event Support Liaison who will provide guidance in establishing a fair admission charge.
- Do I have to provide monitors for the entry/exit?
  The City of Brampton reserves the right to require that City Staff control all admission to an event or supervise admissions at the Event Organizer’s expense. Where it is determined by the Event Support Liaison that City Staff are not required, the Event Organizer will be responsible to ensure that all access points are monitored by event staff.
  The Event Organizer is responsible to monitor participation and not exceed, at any time, the maximum capacity of the location.

Alcohol
- Why do I need fencing?
  
  A requirement of the SOP for an outdoor public event is that the licensed area must be clearly defined and separated from unlicensed areas by a minimum 36” (0.9m) high partition (i.e. snow fencing and/or crowd control barrier).
  This fencing can be obtained from the City of Brampton, Parks Maintenance and Operations Division for an applicable fee. This fee will be included as part of the agreement with the City of Brampton.
- Can I accept donated alcohol?
  Only registered charities or non-profit organization/associations qualify to accept donations of alcohol from liquor manufacturers. Receipts for all donated products must be obtained by the Event Organizer.
- If I am hosting an outdoor public event, are there any further requirements for the SOP application?
  
  For outdoor public events, part of the application process requires the applicant to notify in writing by way of an Event Notification Letter the event details and include a Site Map, to the following:
  • Clerk’s Office, City of Brampton,
  • Fire and Emergency Services, City of Brampton
  • Peel Regional Police;
  • The Region of Peel Public Health Unit; and
  • Building Department, City of Brampton (required when a tent or marquee 600f2 or larger is being used)
  
  The Event Notification Letter should outline specific event details including (but not limited to):
  • Event name/title;
  • Date(s);
  • Time(s);
  • Location(s);
  • Location of licensed areas and where the bar is to be placed within the licensed area(s);
  • Expected attendance; and
  • Indication of application for a Special Occasion Permit
  
  Written notice for outdoor public events must be provided at least thirty (30) days prior to the event date if estimated attendance at the event is fewer than 5,000 people per day, and sixty (60) days prior to the event date if estimated attendance at the event is 5,000 people per day or more.
  If a designation of municipal significance is being requested, please contact the City of Brampton’s Clerk’s Office six (6) to eight (8) weeks prior to the event.
  
  Included with the application to the AGCO for a SOP, the Event Organizer must ensure that a copy of the following is included:
  • Event Notification Letter;
  • Site Map (detailed sketch); and
  • Council Resolution from the City of Brampton, City Clerk’s Office, if requesting that the event be designated as ‘municipally significant’
- What further information do I need to know about a SOP?
  The SOP must be made out in the Event Organizer’s name (same name that is on the agreement issued by the City for use of City space).
  
  For all events, a copy of the SOP must be submitted to the Event Support Liaison a minimum of fourteen (14) days prior to the event. This timeline is not negotiable and failure to abide by this requirement may result in the cancellation of the event.
  
  On the day of the event, the SOP (and levy receipt for sale events) must be readily accessible for inspection if requested.
- What is Caterer’s Endorsement?
  If a catering company has been hired by the Event Organizer, the caterer can assume the responsibility of alcohol service if they are already a holder of a Liquor Sales license.
  
  In this circumstance, Event Organizers should be aware that it is the responsibility of that licensee to:
  • Provide alcohol for the event;
  • Serve any alcohol through the use of the licensee’s staff;
  • Comply with all liquor sales license conditions applicable to the licensee throughout the event; and
  • Submit in writing, appropriate notice to the AGCO.
  
  Further information may be obtained from the AGCO website regarding Liquor Sales Licenses and Endorsements:
  
  https://www.agco.ca/alcohol/guides/section-41-caterers-endorsement
- What type of event qualifies to be issued an SOP?
  There are three (3) types of occasions where an SOP may be issued: Private Events, Public Events, and Industry Promotional Events.
  
  Private Event:
  • Only invited guests will attend, event cannot be advertised and there can be no intent to gain or profit from the sale of alcohol at the event.
  
  Public Event:
  • Open to the public, can be advertised and allow for fundraising/profit from the sale of alcohol.
  • A Public Event SOP may only be issued to:
  i. A registered charity under the Income Tax Act (Canada);
  ii. A non-profit organization or association to promote charitable, educational, religious or community objects; or
  iii. An event of municipal significance (If you are planning to sell alcoholic beverages at a public event, and are NOT a registered charity or a not-for-profit association, and are not using a caterer's endorsement, then you must get a letter from City Council declaring that the event is an "Event of Municipal Significance". This letter is a requirement of your AGCO Special Occasions Permit (SOP) Application to the LCBO.
  
  Industry Promotional Event:
  • To promote a manufacturer’s product(s) through sampling and there can be no intent to gain or profit from the sale of alcohol at the event.
- What are my responsibilities if I have alcohol at my event?
  The Liquor License Act requires that those serving or selling alcohol, not serve those who appear to be intoxicated. In addition, Event Organizers and Location Operator are responsible for ensuring the location meets all health and safety requirements.
  
  The Event Organizer is responsible for:
  • Abiding by the Liquor License Act
  • Ensuring that only alcohol bought under the applicable SOP from the LCBO, The Beer Store, or any authorized Ontario winery or brewery is available for sale and consumption during the event. Guests are not permitted to consume their own alcohol.
  • Checking photo ID of those who appear to be under twenty-five (25) years of age. Photo ID must be presented in a format consistent with current AGCO requirements. It is illegal to serve alcohol to minors or allow them to consume alcohol at a licensed event.
  • Providing event participants with food options, in the form of a light meal, and a variety of non-alcoholic beverages.
  • Encouraging responsible drinking and will not serve any participant to the point of intoxication. Event Organizers can be held liable for the actions of an intoxicated participant.
  • Promoting a safe transportation strategy by providing information to participants about the use of designated drivers, public transit and taxi services available in the area.
  • Not exceeding the capacity of participants allowed within the licensed area.
  • The SOP and the levy receipts and ensuring that they are readily accessible for inspection if requested by City staff, an AGCO Inspector and/or Peel Regional Police at the location where the event is being held.
  • Assigning a trained event worker to monitor all access points. There should be sufficient security staff on hand to diffuse problems.
  • Ensuring that they and all Event workers have received Smart Serve® certification training.
  • Ensuring that there are separate SOPs for each area where alcohol is being served and/or sold, if required. One (1) permit may not acceptable to cover multiple licensed areas within the event.
  
  Note: All events with alcohol are required to be conducted in accordance with all applicable City of Brampton policies and procedures. Refer to the Municipal Alcohol Policy
- How do I determine the capacity of the licensed area?
  The capacity of the licensed area will be determined and approved utilizing the calculations stipulated by the AGCO, less any vendors, bar(s), stage areas, etc.
  
  The AGCO calculation is determined by dividing the actual size of the licensed area (as determined in square meters or square feet) by 1.11 square meters (12 square feet) per person.
  (Example: 30m x 60m = 1800 square meters ÷ 1.11 = 1621 persons)
- How do I get a Special Occasion Permit (SOP)?
  Special Occasion Permits are issued by the AGCO. Application packages may be obtained from the AGCO online or in-person at a local LCBO service store. For further information about the application process, please visit the AGCO website:
  https://www.agco.ca/bulletin/2011/info-bulletin-no22-highlights-amendments-regulation-38991-liquor-licence-act-special
  
  The Event Organizer will be charged a non-refundable Application Fee (as determined by the AGCO at the time the application for a SOP is submitted to the LCBO).
- Why do I need a Site Map if there is alcohol at the event?
  All outdoor public events that will be selling and/or serving alcohol must submit a Site Map a minimum of thirty (30) days prior to the date of the event.
  
  The Site Map is subject to approval and must indicate:
  • Dimensions of the licensed area;
  • Total amount of fencing;
  • Capacity of licensed area;
  • Access points (entrances and exits) of licensed area; and
  • Table and chair requirements.
- Can I sell and/or serve alcohol at my event?
  
  All Event Organizers that want to sell or serve alcohol must obtain a Special Occasion Permit (SOP) from the Alcohol and Gaming Commission of Ontario (AGCO). The Liquor License Act, R.S.O. 1990 c. L. 19 (The “Liquor License Act”) requires that an SOP be obtained any time liquor is offered for sale or served anywhere other than in a licensed establishment.
- What do I have to do if I need my event to be designated as municipally significant?
  
  An event of municipal significance requires a resolution from City Council designating the event as “municipally significant.”
  Please be sure to advise the City Clerk’s Office six (6) to eight (8) weeks before submission of the application to the AGCO. Visit the followinglink for further information from the City Clerk’s Office:
  
  If there are no objections to the event and if Council approves a resolution deeming the event to be municipally significant, the resolution will be provided to the Event Organizer for inclusion with their SOP application. If the timing of the event and the next Council meeting does not permit the matter to be considered by City Council, an alternative process may be available.

Amusements Devices and Inflatables
- Can inflatables and midway rides be used as part of the event?
  Amusement devices like bouncy castles and inflatable mazes are not endorsed for use by the City for events or activities held on City property. Residents or event organizers renting a City facility or property may choose to have an amusement device at their event but must meet TSSA requirements and conditions.Pre- consultation with a City representative is recommended to review conditions and insurances.Follow this link to learn more.

Dignitary Attendance Requests
- Can I request that a dignitary attend the event?
  If the Event Organizer would like to invite dignitaries to attend the event, this request will need to be identified to the Event Support Liaison early in the planning phases of the event.
- What are my responsibilities if I would like to invite the Mayor or a Member of Council to my event?
  
  All requests for the attendance of the Mayor or a Member of Council must be provided in writing, at least thirty (30) days prior to the event, to the:
  • Executive Assistant to the Mayor;
  • Director of Communications, Office of the Mayor; and
  • Council Liaison Coordinator.
  
  Additional approvals or notifications may be required if any of the following conditions apply:
  • Name of the Mayor or Member or Council is to be used on printed material; or
  • Invitations will be extended to external Government Dignitaries.
  
  The Event Support Liaison can help facilitate these processes.
- What if I would like to invite other dignitaries?
  The Event Support Liaison must be notified of other dignitary attendance requests.
- What should I include in the invite request for the Mayor or a Member of Council?
  All invites should clearly define:
  • What type of event is being held;
  • What role the Mayor and/or Member of Council will play;
  • If they will be requested to speak
  • The duration of the event and length of time the Mayor and/or Member of Council will be needed; and
  • Whether there is a certificate or any other form of recognition required.

Entertainment
- What are the responsibilities of entertainment?
  The terms and conditions of entertainment acts are to be discussed during the planning stages. The Event Support Liaison will provide the Event Organizer with some examples of details that should be considered (i.e. deposit, sound check, hospitality, sound and lighting).
  
  It is an expectation that all entertainment acts make an announcement, at regular intervals, to identify the location of the Command Post for the purpose of Emergency Services. For additional information regarding Command Post requirements, please refer to the First Aid and Missing Persons section.
- Are there any limitations to the types of entertainment I can use?
  The City of Brampton reserves the right to limit the amount and type of entertainment offered at an event. During the planning stages, the Event Organizer must submit an overview of the proposed entertainment acts to the Event Support Liaison who will determine if the acts are appropriate.
  
  The City of Brampton reserves the right to determine that the entertainment is unacceptable up to and including the date and time of the performance as well as during the performance.

Event Equipment
- Am I responsible for the security of the event equipment?
  Yes. The supervision and security of all event equipment is the sole responsibility of the owner/operator or the Event Organizer. The City of Brampton will not provide security means to supervise/oversee any event equipment left unattended. Any lost, stolen, or damaged assets will be replaced at the expense of the Event Organizer
- Can event equipment be stored?
  Event Organizers must make prior arrangements with the Event Support Liaison in order to store event equipment on-site. Storage opportunities will be limited and subject to availability.
  The Event Organizer should be mindful, that where equipment storage is required, such specifications need to be included in the terms of their liability insurance coverage.
- How can I be supplied with equipment from the City of Brampton for an indoor event?
  The provision of indoor amenities may be discussed with the Event Support Liaison during the planning stages of the event.
- How can I be supplied with equipment from the City of Brampton for an outdoor event?
  A Community Event Equipment Request Form can be completed to determine the additional requirements for park furniture including (but not limited to): picnic tables, garbage cans, recycling containers, crowd control fencing, folding tables and chairs, washroom facilities, etc.
  
  Event Organizers are responsible for all costs associated with additional equipment requirements.
- How do I know if I need washroom facilities for outdoor events?
  The number of washroom facilities is based on the anticipated event attendance. The ratio used for an unlicensed event is 1:100 (washroom to participants) and 1:75 for licensed events. In addition, accessible washrooms will be required for each group and hand wash stations are highly recommended.
  The Event Support Liaison will provide guidance in determining the washroom requirements for the event. Where physical facilities are not available on-site or the available amenities are not sufficient, additional washroom facilities will be required. In these cases, a minimum of thirty (30) days’ notice is required to make the necessary arrangements.
  
  Port-O-Lets and/or Washroom Trailer:
  
  Additional washroom facilities will be coordinated through the Event Support Liaison, who will utilize the services of the approved City of Brampton service vendor. All associated costs related to the rental of additional washroom facilities are the responsibility of the Event Organizer.
  
  The City of Brampton may require that the vendor be on-site (or attend the site) throughout the event to service the washroom facilities. Additionally, the City of Brampton reserves the right to schedule staff to maintain washroom facilities throughout the event. In both cases, all associated costs for these services will be charged back to the Event Organizer.
  
  In the event that the approved City of Brampton service contractor is unable to meet the washroom facility requirements, the Event Organizer will be responsible to secure a service contractor to provide the services and equipment at their own expense.
- How do I receive park furnishings?
  Where the Event Organizer has rented park furnishings from the City of Brampton, they are required to stipulate both a drop-off and pick-up time and date for the equipment. Upon drop-off and pick-up, staff will require authorization from the Event Organizer (or designate) that the equipment has been received.
- What am I responsible for?
  All equipment that is acquired to support an event is the sole responsibility of the Event Organizer.
  
  Event Organizers will need to identify all equipment requirements during the planning stages and relay these to the Event Support Liaison. In turn, the Event Support Liaison will outline any associated responsibilities for the pieces of equipment (i.e. inspections, permits, licenses, insurance, etc). In all cases, any type of documentation must also be shared with the Event Support Liaison.
- Who is responsible to provide equipment for my event?
  The Event Organizer is responsible for acquiring the appropriate equipment for their event. This may include (but is not limited to): staging, scaffolding, rental equipment, tables, chairs, audio-visual equipment, etc. The City of Brampton may be able to provide some types of equipment and additional charges will apply.
  
  The installation, required inspections, operational oversight and dismantling of the equipment are the responsibility of the Event Organizer. The City of Brampton bears no responsibility for equipment loss or damage.

Event Set-up, Maintenance and Clean-up (Outdoor Events)
- What is the ‘Event Area’?
  For the purposes of these guidelines, the term ‘Event Area’ refers to all areas as identified on the agreement with the City of Brampton, including, the park (open space), associated facilities, parking areas, and any routes that will be travelled by event participants (i.e. sidewalks, boulevards leading to parking/transit access, etc.).
- Who is responsible to keep the site clean?
  In many cases the overall appearance of an event site is a joint effort between the City of Brampton and the Event Organizer, however, the clean-up of any debris during and after the event is the sole responsibility of the Event Organizer.
  Prior to the event, the City of Brampton will ensure that the Event Area is operational, clean, and safe. Depending upon the size and scope of the event, the City of Brampton may assign dedicated staff to the actual event to assist in the maintenance of the Event Area. Additionally, Event Organizers may be required to provide personnel to assist in keeping the Event Area clean.
  
  Once the event has concluded, the Event Area will be subject to an inspection by City staff prior to being released from the Event Organizer back to the City of Brampton. If the condition of the Event Area is found to be unacceptable, the Event Organizer is expected to continue the clean-up or additional charges will be applied. The additional charges will be based on the actual labour and equipment costs associated with cleaning.
- What are the set-up and take-down requirements?
  The specifics related to the event will be determined at the time of booking and will be captured on the associated agreement with the City of Brampton. Due to the close proximity of most available outdoor rental locations to residential areas, set-up and take-down will not be allowed between the hours of 11:00 p.m. and 7:00 a.m.
  Indoor bookings which require table and chair set-up will be completed by the City of Brampton. The Event Organizer is responsible to remove all decorations, personal items and to tidy the space upon completion of the event.
  
  With the popularity and limited locations available for hosting events, all event equipment is to be taken down and removed promptly from the site immediately following the completion of the event. Where, alternate arrangements will be required, this must be negotiated at the time of the original booking.

Fireworks
- Is there a City Department that I can contact with a fireworks question?
  Brampton Fire and Emergency Services can advise the Event Organizer of the requirements to obtain a Fireworks Permit.
  Please visit the Fire Prevention Division of Fire and Emergency Services at:
  225 Central Park Drive, Brampton, ON L6S 6H1
- Am I required to submit anything else prior to the event?
  A minimum of seven (7) days prior to the event, the Event Organizer will submit to the Event Support Liaison:
  A list of the Explosive Regulatory Division approved materials being used as part of the firework display program; andAn acknowledgement that NAV Canada (Air Navigation/Air Traffic Control) will be contacted and advised of the fireworks display. Confirmation of the communication must be available upon request by the City of Brampton.
- Can I include fireworks as part of the event?
  All public and private displays of fireworks being set off within the City of Brampton requires that a Fireworks Permit is obtained from Brampton Fire and Emergency Services in accordance with the City of Brampton, Fireworks By-law 147-2006, as amended.
  Only persons who have successfully completed a fireworks supervisor’s course and who hold a valid Fireworks Supervisor Card shall be eligible to apply for a Fireworks Permit.
  
  See City of Brampton, Fireworks By-law 147-2006, as amended, for a comprehensive listing of provisions relating to fireworks use in the City of Brampton:
  • https://www1.brampton.ca/EN/City-Hall/Bylaws/All%20Bylaws/fireworks.pdf
  
  The sale of fireworks on City of Brampton property is strictly prohibited.
- Do I need to have a Fireworks Certification Card?
  A valid Fireworks Certification Card issued by Natural Resources Canada, Explosive Regulatory Division must be submitted to Brampton Fire and Emergency Services along with the Application for Fireworks Permit. (A photocopy is acceptable.)
  For more information on the Fireworks Supervisor course, please visit the Natural Resources Canada website:
  • https://natural-resources.canada.ca/our-natural-resources/minerals-mining/explosives-fireworks-and-ammunition/fireworks-and-pyrotechnics/buying-selling-and-using-fireworks-and-pyrotechnics/selling-consumer-fireworks/9817
- How do I obtain a Fireworks Permit?
  To obtain a Fireworks Permit, the Event Organizer must complete and submit an Application for Fireworks Permit to Brampton Fire and Emergency Services a minimum of ten (10) days prior to the event. Additionally, a Site Plan approved by the City of Brampton must accompany the application. A Fireworks Permit can only be granted by the Chief Fire Official with Brampton Fire and Emergency Services.
  Payment of the Fireworks Permit Fee must be made directly to Brampton Fire and Emergency Services by the licensed certified Fireworks Supervisor. Failure to abide by this requirement may result in a rejected Fireworks Permit.
  
  Once the Event Organizer has received a Fireworks Permit, a copy must be provided to the Event Support Liaison a minimum of seven (7) days prior to the event. As well, a copy of the Fireworks Permit must also be retained by the Fireworks Supervisor during the event.
- What else do I need as part of the application for a Fireworks Permit?
  Due to the potential of falling debris, written permission from the owner, lessee, or agent of the land where the fireworks display will be held, as well as any neighbouring land, must accompany the application for Fireworks Permit. The City of Brampton will provide the written permission for City of Brampton property (where applicable).
- What needs to be included in the Firework Site Plan?
  With the Application for Fireworks Permit, the Event Organizer must also submit a Site Plan that has been approved by the City of Brampton.
  The Site Plan must be drawn to approximate scale and includes (but is not limited to):Direction of firing;Fall Out Zone;Spectator viewing area;Separation distances;Position of ramps and motors;Significant ground features;Public right of ways;Buildings or structures;Overhead obstructions;Parking areas; andEvent description, which includesSchedule of events (show times);Attendance estimate; andList detailing:Size and number of fireworks;Associated firing procedures;Emergency response procedures; andList of crewmembers
- Will I need an inspection?
  Yes, for the use of Display fireworks.
  The Chief Fire Official, accompanied by the Fireworks Supervisor, will conduct a Display Fireworks Event Base Inspection on site prior to start of the event. See City of Brampton, Fireworks By-law 147-2006, as amended, for further details about Display fireworks.
- Will I need liability insurance?
  Yes. The Event Organizer is required to hold Liability Insurance with a minimum inclusive limit of five million ($5,000,000) and Fireworks Display must be included as an insured activity. Please see the Insurance section for more details.

First Aid and Missing Persons
- Who is responsible to provide First Aid?
  For all public events with an expected attendance of less than one thousand (1,000) participants, the Event Organizer is responsible to provide two (2) qualified and identified First Aid responders on site preferably stationed at the a Command Post. Identification can be on a badge, a name tag, or a T-shirt but must be clearly visible by participants.
  For public events with an expected attendance of more than one thousand (1,000) participants, the Event Organizer is responsible to secure the services of either St. John Ambulance (or equivalent) or Canadian Ski Patrol on site for the duration of the event. The associated user fees for the rendered First Aid services are the responsibility of the Event Organizer.
  
  Water Events:
  Events that will utilize an open water amenity (such as: waterfront; pond; creek) will require that the Event Organizer prepare an Open Water Plan. The Open Water Plan must be submitted to the Public Services, Recreation and Culture a minimum of forty-five (45) days prior to the event.
  
  The Open Water Plan must include the following:
  • Location of open water within event area;
  • Timeframe open water will be used;
  • Reason why the open water will be used; and
  • Expected amount of event participants accessing the open water at any given time.
  
  The Open Water Plan is subject to approval and all associated costs for Lifeguard services are the responsibility of the Event Organizer.
  
  Note: Only City of Brampton Aquatic Staff can be used for the purpose of Lifeguard services. The Recreation and Culture Division, Public Services will determine the Lifeguard service requirements for the event and communicate this to the Event Organizer.
- What are the appropriate protocols for missing persons?
  Lost children or individuals seeking a missing person are to report to the event’s Command Post. The Event Organizer or representative must notify Police Officers or security personnel (if onsite) immediately. It is the Event Organizer’s responsibility to take action to locate the missing person.
  To obtain further information about how to manage a Missing Person scenario, please contact The City of Brampton Emergency Management at:
  • https://www1.brampton.ca/EN/residents/Emergency-Management/pages/welcome.aspx
- What is a Command Post?
  A Command Post is a central information location which includes event schedules, promotional materials, registration (if applicable), first aid services, missing person, and security services.
  The Command Post must be equipped with some manner of amplified sound in order to communicate information to event participants.
  
  The Event Organizer is responsible to ensure that signage indicating the location and services provided at the Command Post are posted at all access points (entry and exit points) throughout the event area.
  
  The exact location of the Command Post must be identified on the Site Map (which is included as part of the Security Plan). See the Security section for further information.
- Do I need to have First Aid available at the event?
  It is a requirement of the City of Brampton that all public outdoor events have at least one (1) dedicated and identifiable Command Post which includes First Aid, missing persons, and Security Services. It is the responsibility of the Event Organizer to both secure and pay for these services.

Food Distribution and Sales
- Can food be sold or served at my event?
  Events that will be providing or selling food to event participants must receive permission from the City of Brampton as well as adhering to all of the associated requirements outlined in the City of Brampton, Mobile Licensing By-law 67-2014, as amended, or Business Licensing By-law 332-2013, as amended.
  To access the most up-to-date information on the City of Brampton’s Mobile Licensing regulations relating to refreshment vehicles, please view By-law 67-2014, as amended, on the City of Brampton’s website:
  • https://www1.brampton.ca/EN/City-Hall/Bylaws/All%20Bylaws/mobile%20licensing.pdf
  
  To access the most up-to-date information on the City of Brampton’s Business Licensing regulations relating to Fixed Food Premises, please view By-law 332-2013, as amended, on the City of Brampton’s website:
  • http://www1.brampton.ca/EN/City-Hall/Bylaws/All%20Bylaws/Business%20Licensing.pdf
- Can Food Vendors be charged a fee to participate in an event?
  It is at the discretion of the Event Organizer whether an additional Food Vendor fee will be charged.
- Do I need to contact the Region of Peel?
  Yes. Events that will be selling or serving food must inform The Region of Peel, Public Health Unit. Event Organizers are responsible to contact the Region of Peel, Public Health Unit to advise them of all details related to food preparation and distribution a minimum of thirty (30) days prior to the event. The Event Organizer will be required to complete the Region of Peel Special Event Application for Event Organizers. A Public Health Inspector will contact the Event Organizer prior to the event to discuss the application.
  All food vendors used at the event must also submit a completed Region of Peel Special Event Application for Food Vendors at least fifteen (15) days prior to the event. Event Organizers should remind their food vendors of this requirement.
  
  The Region of Peel is also able to provide safe food handling resources and advice. For more information, please visit the Region of Peel website:
  • https://www.peelregion.ca/services/health-and-safety/special-event-permit/
- What are my responsibilities to cleanliness if food is sold or served?
  Event Organizers are required to maintain all Food and Alcohol Services areas at a reasonable level of cleanliness including litter and garbage removal.
  The City of Brampton can provide staff to assist in maintaining all public areas. All associated charges related to maintaining cleanliness will be charged back to the Event Organizer.
- What are the requirements for a Food Vendor at a special event?
  Only licensed food vendors will be granted permission to participate in a special event. The food vendor must hold a City of Brampton Mobile, Fixed Food Premises or Special Event license.
  Those vendors who possess a valid Mobile or Fixed Food Premises licence must provide proof of licensing to the satisfaction of City of Brampton, Enforcement and By-law Services.
  
  Those vendors who do not possess a City of Brampton Mobile or Fixed Food Premises licence may make application for a Special Event license. This licence will only be valid for the duration of the special event and specific criteria must be met to obtain the licence.
  
  All food vendors must act in accordance with the City of Brampton, Mobile Licensing By-law 67-2014, as amended or Business Licensing By-law 332-2013, as amended. All refreshment vehicles must prominently display their licence on the vehicle (or within immediate area) for the duration of the event. Those found to be non-compliant, will not be allowed to participate in the event and may be subject to penalties as imposed by City of Brampton, Enforcement and By-law Services.
- Will on-site Vendors and/or City run Concession areas be closed during my event?
  No. Vendors with a contractual agreement with the City of Brampton to operate in a specific location and City operated Concessions will not be suspended from selling during a special event.
- Can I use a barbecue to prepare food?
  If a barbecue is to be used for the preparation or warming of food, the Event Organizer must obtain a Barbecue Permit as part of the initial agreement with the City of Brampton. There is no fee for a barbecue permit but the Event Organizer must obtain proper insurance when utilizing one.
  All food vendors must also inform the Region of Peel Public Health Unit by way of the Region of Peel Special Event Application for Food Vendors. Only propane barbecues are to be used. In situations where a charcoal barbecue is needed, the Event Organizer will need to discuss this with the Event Support Liaison.
  
  A Barbecue Permit must be prominently displayed in the area near the barbecue. Brampton Fire and Emergency Services require that a portable fire extinguisher must be readily available at all cooking activities. Additionally, all barbecues must be located at least five (5) metres from any structure (e.g. shelters, tents, buildings, etc.).
  
  Propane certificates will be verified by the City of Brampton, Enforcement and By-Law Services at the time of licence issuance or renewal. If a Special Event licence is being issued, the certificate will be checked as part of the licence issuance
  
  Use of Propane:
  The Event Organizer is required to provide one (1) fire extinguisher per barbecue unit. Events with barbecue arrangements must comply with requirements set out by the Technical Standards and Safety Authority (TSSA). Further information can be found at: http://tssa.org/
  
  All propane tanks must be properly labelled according to content by suppliers and secured vertically by chains to a stable support. TSSA standards Fuel Safety Inspectors much check propane fuelled cooking and/or heating appliances and tank storage areas when commercial appliances with multiple tanks or cylinders in excess of 20 pounds (lbs.) are utilized. Certificates of inspection must be obtained.

Games of Chance and Raffles
- Can I have games of chance and/or raffles during the event?
  Games of chance, raffles, or lotteries in any form are not permitted without a Lottery Licence. Lottery Licences can only be issued to charitable organizations.
  
  Municipalities and the Alcohol and Gaming Commission of Ontario (AGCO) have the responsibility for issuing Lottery Licences. The majority of these licences are issued by municipalities in the province.
  
  Each activity has separate requirements, regulations, applications, fees and varying limits regarding prize values. It is important that the Event Organizer consider all of these requirements prior to applying for a Lottery Licence.
  
  All Lottery Licences are issued in accordance with the Criminal Code of Canada, the Ontario Order in Council 1413/08, the Gaming Control Act, the Terms and Conditions of the AGCO (various) and the City of Brampton’s Lottery Licensing By-law 121-2012. To access the Lottery Licensing By-law, please visit the City of Brampton website:
  https://www1.brampton.ca/EN/City-Hall/Bylaws/Archive/121-2012.pdf
  
  To access information on Charitable Gaming Lottery Licences, please visit the AGCO website:
  https://www.agco.ca/lottery-and-gaming/types-charitable-gaming-lottery-licences
- Do the same restrictions apply if I hold a Silent Auction?
  If you would like to hold a Silent Auction as part of the event, there are no requirements to obtain a Lottery Licence. However, this must be identified during the event/rental application process and discussed with the Event Support Liaison during the planning stages.
- How long does it take to receive a Lottery Licence?
  The Licensing Administration Office will provide the Event Organizer with all pertinent information and associated licensing fees on an individual request basis.
  
  To ensure sufficient time to process a Lottery Licence for eligible requests, all applications must be made a minimum of ninety (90) days prior to the event.
- Is there a City Department that I can go to with a lottery question?
  The City of Brampton issues Lottery Licences through the Licensing Administration Office in the City Clerk’s Office, located at Brampton City Hall. Please feel free to contact:
  Email: cityclerksoffice@brampton.ca
  Phone: 905.874.2551
- What am I responsible for if I am approved for a Lottery Licence?
  The Licensing Administration Office will specifically outline the requirements of holding a Lottery Licence and the associated responsibilities upon approval and distribution of the Lottery Licence. Where a Lottery Licence is issued, a copy must be provided to the Event Support Liaison a minimum of seven (7) days prior to the event.

Inclement Weather
- Who do I contact if I have concerns about severe weather conditions?
  Event Organizers are required to monitor weather conditions and communicate with the Event Support Liaison on any risks related to intense or extreme weather that may impact the event.
- What happens if the City cancels the event because of inclement weather?
  If the City of Brampton deems the municipal space unusable because of harsh weather conditions, the City will assist to establish a new time, date and/or location for the event.
- Can the event be postponed or cancelled because of inclement weather?
  The criteria for postponement or cancellation of the event will be based on the 30-30 rule. The 30-30 rule stipulates that if there is thunder and lightning occurring within thirty (30) seconds of each other, the event must be closed down. Event Organizers must wait thirty (30) minutes and then resume the event, if possible. If within the thirty (30) minute waiting time the thunder and lightning resumes within thirty (30) seconds of each other, the thirty (30) minute waiting period restarts.
  If an event is postponed due to weather circumstances, the Event Organizer will deliver the message to people in attendance.
  
  If a large event is cancelled due to weather circumstances, the Event Organizer will coordinate the evacuation of the site with support from Police Officers and/or security personnel.

Insurance
- Blanket Vendor Liability Insurance
  Events involving multiple vendors would require that the organizer provide evidence of Blanket Vendor Liability Insurance coverage. The organizer can source this coverage by completing an application and submitting it to the insurance broker for a quotation. This coverage offers protection to the organizer, as well as the vendors. Contact the event liaison to obtain the application and for assistance. In the absence of blanket vendor liability coverage the organizer would need to collect and submit proof of insurance from each participating vendor.
  
  Please note that there is a $1,000 deductible that applies to this liability program coverage.
- What is liability insurance?
  Liability insurance is designed to protect an individual or organization against any legal responsibility arising out of a negligent act or failure to act as a prudent person would have acted which results in bodily injury or property damage to another party. Any individual attending your event can claim against you for damages if they should suffer an injury. Liability insurance is designed to protect against the expense of defending such a Third Party legal action, as well as, paying any court award or settlement if you are found negligent.
  Liability Insurance coverage is MANDATORY for all events taking place in or on City of Brampton property. Event organizers are responsible for securing insurance coverage to cover the potential liability associated with hosting such an event.
- What limit of insurance is required?
  Event Organizers are required to obtain and maintain general liability insurance in respect of the obligations and operations of the Organizer against claims for bodily injury, including personal injury and death, and property damage or loss, indemnifying and protecting the Organizer, their respective employees, servants, volunteers, agents, contractor’s, invitees or licensee’s, to the inclusive limit of at least Two Million ($2,000,000.00) per occurrence. However, events that are deemed to be a higher risk, for example those including, but not limited to, inflatables, fireworks, midway rides, alcohol, and multiple independent vendors, would require Five Million ($5,000,000.00) coverage.
  
  Such insurance shall specifically state by its wording or by endorsement that the City of Brampton is included as an additional insured under the policy with respect to the operations and obligations of the Organizer. The Organizer shall deliver to the City, evidence of such insurance, no later than fourteen(14) days prior to the event, on a form (see link) provided by the City completed and signed by an authorized representative of the insurance company.
  
  http://www1.brampton.ca/EN/Arts-Culture-Tourism/Festivals-and-Events/Documents/Certificate%20of%20Insurance%20Coverage%20Form.pdf
- Where can I obtain Liability Insurance?
  If the organizer does not have liability insurance in place, they may wish to purchase coverage via the Facility User Group Liability Insurance program (see link) that the City has put in place with external insurance brokers.
  https://www1.brampton.ca/EN/residents/Recreation/Bookings-Rentals/Pages/Liability-Insurance-Program.aspx

Noise Regulations
- Am I required to notify surrounding residences?
  The Event Support Liaison will determine (based on a variety of factors) if the surrounding residences of the event location require notification of the event. Where it is determined that notification is needed, an informational mail out will be prepared and distributed by the City of Brampton. All associated costs will be the responsibility of the Event Organizer.
  
  The information piece will include the following details:Event date(s);Event time(s);History of the event;Purpose of the event; andThe charitable and/or economic benefits of the event.
- What are the regulations under the Noise By-law 93-84?
  The Event Organizer is required to abide by the regulations set out in the Noise By-law 93-84, as amended. It specifically permits the following sounds and noises as it pertains to events:The sound from any apparatus or mechanism used in a reasonable manner for the amplification of the human voice, music, or the sound from any other sound-producing or sound-reproducing instrument or apparatus, by a local organization where funds are being raised for charitable purposes, or in connection with any public election meeting, or for any public celebration or other gathering for which written permission has been obtained from the City;The sound of any military or other band, or of any parade, for which written permission has been obtained from the City
  City of Brampton Parks Operations staff will monitor decibel levels; any levels found to be excessive must be corrected immediately.
  
  Other noises may also be permitted but an exemption to the Noise By-law 93-84 must to be granted. An exemption application process is outlined in Section 4.2 of the Noise By-law 93-84, as amended.
- What are the noise regulations in the City of Brampton?
  Noise regulations within the City of Brampton are controlled and enforced in accordance with the City of Brampton, Noise By-law 93-84, as amended and the City of Brampton, Park Lands By-law 161-83, as amended.
  
  To access the City of Brampton, Noise By-law 93-84, as amended, please visit the City of Brampton website:
  •https://www1.brampton.ca/EN/City-Hall/Bylaws/All%20Bylaws/noise.pdf
  
  To access the City of Brampton, Park Lands By-law 161-83, as amended, please visit the City of Brampton website:
  •https://www1.brampton.ca/EN/City-Hall/Bylaws/All%20Bylaws/parkland.pdf
  
  Events found in contravention of the either the Noise By-law or the Park Lands By-law will be subject to fines and ordered to immediately rectify the situation. Failure to abide by this requirement may also result in the cancellation of the event.
- What are the regulations under the Park Lands By-law 161-83?
  The Event Organizer is required to abide by the regulations set out in the Park Lands By-law 161-83, as amended. More specifically, it states that:No person shall operate or use any apparatus, mechanism, or device for the amplification of the human voice, music, or sound without a permit; andNo person shall cause or create any unnecessary noise or disturbance that contravenes the Noise By-law 93-84 of the City in parkland or property.

Parking
- What are my responsibilities if On-site Parking is available?
  Where parking lots are provided within city-wide parks and locations the following guidelines must be adhered to (in accordance with the City of Brampton, Traffic By-law 93-93, as amended):
  
  Vehicles may only be parked in a designated Parking Area.Vehicles may only be parked during the permitted hours as posted in designated parking areas.No vehicles are to be parked between the hours of 11:00 p.m. and 6:00 a.m. unless otherwise permitted.Where any vehicle is parked or left in contravention of any of the provisions of the by-law, the vehicle may be tagged and/or towed at the owner’s expense.
  To access the City of Brampton, Traffic By-law 93-93, as amended, please visit the City of Brampton website:
  
  https://www1.brampton.ca/EN/City-Hall/Bylaws/Pages/Traffic-By-law.aspx
  
  All event participants must leave the event location within sixty (60) minutes of the event ending.
- How do participants parking at an Off-Site location get to the event?
  The Event Organizer is responsible to ensure safe passage of its participants to and from all parking locations to the event location. This can be achieved by renting buses or coordinating shuttle transports. All costs associated with participant transport are the responsibility of the Event Organizer.
  Confirmation of participant transport accommodations must be presented in writing to the Event Support Liaison forty-five (45) days prior to the event date.
- What parking is available in the Downtown Area?
  For events being held in the Downtown Area of Brampton, there are five (5) City-Owned and Operated Parking Areas. Visit the City of Brampton website to view the Guide to Parking in Downtown Brampton:
  
  https://www1.brampton.ca/en/residents/parking/documents/downtown_parking.pdf
- How much parking space will be available for my event?
  As each event and location is different, a Parking Assessment will need to be completed for your event. Once the event booking has been finalized, the Event Organizer will meet with an Event Support Liaison who will facilitate the assessment.
- What are my responsibilities if Off-Site Parking is required?
  In the event that insufficient parking is available at the event location, the Event Organizer is responsible to secure the required parking spaces based on the anticipated attendance at the event. Subsequently, local companies, churches, and schools in Brampton would have to be approached by the Event Organizer to solicit using their space for the purposes of parking.
  Requirements:
  Once a location has been secured to provide parking space, the Event Organizer is responsible to:
  Obtain a written letter from the property owner identifying acknowledgement and agreement for the use of the space for the purposes of parking. It must also clearly state the event name; date(s) of use; duration of use; exact location on the property that has been agreed to; and indication of vehicle capacity being accommodated;Sign a waiver (provided by the property owner);Provide proof of liability insurance coverage that meets the requirements/stipulations of the property owner (this insurance cannot be purchased through the City’s Liability Insurance Program); andProvide copies of the written letter, signed waiver, and liability insurance coverage to the Event Support Liaison no later than forty-five (45) days prior to the event.
  
  In addition, the written letter from the property owner must be made available for review at a joint meeting with the Event Organizer, Event Support Liaison and Peel Regional Police.
  
  All event participants must leave the event location within sixty (60) minutes of the event ending.
- What are the restrictions in using On-Street Parking?
  Where on-street parking is available and permitted in the general surrounding area of the event location it can be utilized, however parking will be restricted to a three (3) hour limit and parking will not permitted between 2:00 a.m. and 6:00 a.m. In addition, the City of Brampton reserves the right to restrict or limit on-street parking in order to maintain traffic flow in the area as well as providing uninhibited Emergency Vehicle access.
  Local Businesses and Neighbours:
  The City of Brampton reserves the right to notify local businesses and neighbours to advise them of an upcoming event and the impact that it may have on parking and/or access.
  
  Where limitations are recognized by local businesses and/or neighbours, the Event Organizer will be responsible for any associated costs.
- What is a Parking Assessment?
  The Event Support Liaison will require that a Parking Assessment be completed during the initial planning stages of the event. To conduct a useful Parking Assessment, the Event Organizer will need to provide an anticipated attendance. This estimation will be compared against the following criteria:
  The number of parking spaces available on site at the location and in the general surrounding area; andThe number of accessible parking spaces available on site at the location (where a short-fall is identified, temporary accessible spaces will need to be setup)
  At minimum, these requirements should be discussed with the Event Support Liaison a minimum of forty-five (45) days prior to the event.
- What parking is available at City-wide parks or locations?
  Most city-wide parks and locations have insufficient designated parking areas to meet the excessive demands of a special event. Consequently, it is the responsibility of the Event Organizer to make additional parking arrangements (if applicable) at their own expense.
  The additional parking requirements will be determined by the Event Support Liaison based on the anticipated attendance. These arrangements must be confirmed in writing in advance of the joint meeting between the Event Organizer, Corporate Security, Event Support Liaison, and Peel Regional Police.

Promotional Material
- Am I allowed to use the City of Brampton corporate logo on event promotional material?
  The City of Brampton corporate logo may only be used if the City is providing support of the event and permission to use the logo has been granted from the City of Brampton.
  Receiving the logo from the City of Brampton is not approval for use of the logo. Event Organizers may only apply the logo provided to promotional materials and then must submit the artwork for approval to the City of Brampton Strategic Communications. Minimally, these items must be submitted for approval thirty (30) days prior to the anticipated distribution date. No production of promotional materials should be moved forward until this approval is given.
  
  Failure to abide by this requirement may result in additional controls and/or costs being applied to the event and could result in the cancellation of the event.
  
  The Event Support Liaison can assist with initiating the logo request process.
- Am I allowed to advertise/promote my community event?
  Yes. It is the City of Brampton’s desire that all community events are successful and well attended. In order to make the community aware of your event, it is understood that promotion of the event will take place.
- Do I need liability insurance if I use portable signage?
  Yes. The Event Organizer is responsible to ensure that a minimum of two million ($2,000,000) liability insurance is in place when displaying signage. Such a policy will name The Corporation of the City of Brampton as an additional insured where applicable. This insurance cannot be purchased through the City’s Liability Insurance Program.
- How else can I promote my event?
  Event Organizers are encouraged to independently contact local media outlets and local print publications to assist in the promotion of their event.
- Is there a quick reference document outlining the promotional opportunities available for my event and what my responsibilities are?
  The following chart outlines the promotional opportunities and responsibilities for charitable/non-profit events and for private/for-profit events.
  *City Supported refers to the provision of funding or in-kind services by the City of Brampton for an event hosted by an external Event Organizer.
  Charitable/Non-Profit
  Private/For-Profit
  *City Supported
  *City Supported
  ·        City logo may be used with prior approval
  ·        All printed promotional material needs to be approved by the City of Brampton if the City logo is used
  ·        All printed promotional material needs to be approved for posting or for distribution on City property (contact Marketing, Public Services)
  ·        The use of portable signs may be permitted on City of Brampton property (contact Building Division)
  ·        The use of digital messaging in Community Centres or on City of Brampton property may be permitted (contact Marketing, Public Services)
  ·        The use of the City of Brampton website/social media may be permitted (enter event on events calendar at http://www1.brampton.ca)
  
  The City of Brampton does not typically provide support for private or for-profit events.
  Charitable/Non-Profit
  Private/For-Profit
  Not City Supported
  Not City Supported
  
  ·        City logo cannot be used
  ·        All printed promotional materials do not need to be approved by the City of Brampton but marketing tactics should be communicated to the Event Support Liaison
  ·        All printed promotional material needs to be approved for posting or for distribution on City property (contact Marketing, Public Services)
  ·        The use of portable signs may be permitted on City of Brampton property (contact Building Division)
  ·        The use of digital messaging in Community Centres or on City of Brampton property may be permitted (contact Marketing, Public Services)
  ·        The use of the City of Brampton Event listing may be permitted (enter event on events calendar at http://www1.brampton.ca)
  
  ·        City logo cannot be used
  ·        All printed promotional materials do not need to be approved by the City of Brampton but marketing tactics should be communicated to the Event Support Liaison
  ·        All printed promotional materials may be considered for posting on City property subject to meeting appropriate internal standards
  ·        The use of portable signs may be permitted on private property only (contact Building Division)
  ·        The use of digital messaging in Community Centre property or on City of Brampton property is not permitted
- Is there someone at the City of Brampton who can provide further information about event promotion?
  For further information about promoting the event, please speak to the Event Support Liaison.
- What types of Promotional opportunities are available if I am running a Charitable or Non-Profit event?
  Depending on the type of promotional material to be used, the Event Organizer is responsible for contacting the applicable City division.
  Note: The use of the City logo must be approved prior to its application on any advertising medium.
  
  Portable Signs
  Portable signs advertising community participation in civic, charitable, or non-profit events are permitted only as approved by Planning and Infrastructure Services, Building Division and in accordance with the City of Brampton, Sign By-law 399-2002, as amended.
  
  To access the Sign By-law 399-2002 please visit the City of Brampton website:
  
  https://www1.brampton.ca/EN/City-Hall/Bylaws/All%20Bylaws/signs.pdf
  
  For more information, please contact 905.458.3424
  
  Posters in Community Centres
  Civic, charitable or non-profit events may be promoted in Community Centres by way of posting signage (i.e. posters). Minimally, such advertising requests must be submitted thirty (30) days prior to the anticipated event date.
  Please contact 905.874.2925 for further information.
  
  If Event Organizers wish to display posters on private property, they are encouraged to seek appropriate approvals from applicable property owners.
  
  Digital messaging at Community Centres
  Messaging on public-facing television screens contained in Community Centres or digital roadside signs on Community Centre property may be an advertising opportunity available to Event Organizers hosting charitable or non-profit events. Minimally, such advertising requests must be submitted forty-five (45) days prior to the anticipated event date.
  
  Please contact 905.874.2925 for further information.
  
  Website
  Civic, charitable or non-profit events may be promoted on the City of Brampton’s website by entering it into the Events Calendar at http://www1.brampton.ca. A link can be created to the event website if one exists and must be approved by the City of Brampton for posting.
  
  Social Media
  Promotion of partner events on social networking mediums may be provided if that event meets applicable criteria. The Event Support Liaison can assist in the facilitation of this process.
  
  Other
  Other advertising methods (i.e. flyers, brochures, etc.) should be discussed with the Event Support Liaison.
- What constitutes promotional materials, as it relates to my event?
  There is an array of promotional materials that can be utilized in order to effectively advertise an event. Some examples of promotional material include (but are not limited to):
  Tickets;
  Flyers;
  Brochures;
  Print advertising (i.e. newspaper, magazine, etc.);
  Media advertising/announcements (i.e. television, radio, etc.);News articles;
  Website;
  Social networking;
  Email;
  Posters;Portable signs; andOther event cross-promotion
- What types of Promotional opportunities are available if I am running a Private or For-Profit event?
  
  Event Organizers hosting private or for-profit events are limited in using City resources for event promotion. The following standards are applicable for these types of events:
  
  Portable Signs
  Portable signs advertising private or for-profit events are only permitted on the property where the event is being held. These signs are subject to restrictions in accordance with the City of Brampton, Sign By-law 399-2002, as amended.
  
  The Event Organizer will be responsible for obtaining a permit from Planning and Infrastructure Services, Building Division prior to the use of any signage and is responsible to pay the associated permit fee. Please contact a staff member of the Sign Unit at 905.874.2401 for further information.
  
  To view the Portable Sign Application Package, visit the City of Brampton website:
  http://www.brampton.ca/EN/residents/Building-Permits/sign-permits/Documents/Portable%20Sign%20Application%20Package.pdf
  
  Written permission granting authorization to display a sign on private property must be provided from the property owner prior to sign placement.
  
  Posters in Community Centres
  Events which are private or for-profit cannot be advertised in Community Centres by displaying posters.
  If Event Organizers wish to display posters on private property, they are encouraged to seek appropriate approvals from applicable property owners.
  
  Digital messaging at Community Centres
  Messaging on public-facing television screens contained in Community Centres or digital roadside signs on Community Centre property cannot be used to advertise private or for-profit events.
  
  Website
  Private or for-profit events will not be promoted on the City of Brampton website.
  
  Social Media
  Private or for-profit events will not be promoted via City of Brampton social media channels.
  
  Other
  Other advertising methods (i.e. flyers, brochures, etc.) should be discussed with the Event Support Liaison.

Road/Lane Closures
- How long can a road be closed for a Road Race or Parade?
  Road/Lane closures of less than twenty-four (24) hours can be approved by the Chief of Planning and Infrastructure Services. Road closures for longer than twenty-four (24) hours and/or to occur over multiple days will require Council approval. Contact the Event Support Liaison for further details about initiating Chief or Council approvals.
- What information is required for a Regional Road closure Letter of Intent?
  When preparing a Regional Road Closure Letter of Intent, the following criteria must be included:
  • Company/resident name and complete address
  • Contact person if different from above
  • Telephone, cell and fax numbers
  • Proposed location, street names and outer limits of event boundary
  • Proposed date and time (rain date if applicable)
  • Number of participants and vehicles
  • Brief description of event along with previous years’ history (if available)
  • Detailed route map showing both start and end location
  
  This form must be submitted to the Region of Peel a minimum of forty-five (45) days prior to the date of the event. Failure to abide by this requirement will result in the cancellation of the event.
- What is the process to close a road or traffic lane under the jurisdiction of the City of Brampton?
  Event road closures of streets under the City’s jurisdiction are categorized into two (2) different types depending on the scope and nature of the event.
  Block Parties involve the closure of local residential streets to accommodate a neighbourhood event.
  Road Races or Parades involve the closure of longer sections of road to accommodate a moving procession.
- What will the City of Brampton provide to help identify that the road is closed for a Block Party?
  City staff will drop off signage and barricades required by the Event Organizer to close the road. City of Brampton staff will collect the signage and barricades at the end of the event.
- How do I apply to close a road for a Road Race or Parade?
  Event Organizers who are planning a road race or parade must complete a Road/Lane Closure Letter of Intent at least ninety (90) days prior to the event and submit it to:
  
  Roads Maintenance and Operations – City of Brampton
  Traffic Engineering Services
  Williams Parkway Operation Centre
  1975 Williams Parkway
  Brampton, Ontario L6S 6E5
  When preparing a Road/Lane Closure Letter of Intent, the following criteria must be included:
  • Event Organizer details (e.g. Association/Organization, individual, etc.)
  • Event Organizer contact information
  • Date, time, and location of event
  • Identify road(s) and lane(s) requested for closure
  • Duration and time of request closures
  • Event purpose and history
  • Event activities that will take place on the requested road(s) and lane(s)
  • Site Map indicating which roads, lanes, and areas are to be closed
  
  Upon receipt of the Road/Lane Closure Letter of Intent, City staff will meet with Event Organizers to review and finalize the procession route and set conditions of the approval. Once the route and conditions are agreed to by both parties, the City of Brampton's Roads Maintenance and Operations Division will issue a Road Occupancy Permit. There is no permit/application fee required for a road race or parade.
  
  Included within the Road Occupancy Permit process, the Event Organizer will be required to provide proof of liability insurance naming the Region of Peel and the City of Brampton as additional insured for an amount no less than three million dollars ($3,000,000). Insurance for this type of event cannot be purchased through the City’s Liability Insurance Program.
- How do I apply to close a road or lane for a Block Party?
  Event Organizers, who are planning a block party, must complete a Road Closure Application at least forty-five (45) days prior to the event and submit it to:
  
  Roads Maintenance and Operations – City of Brampton
  Traffic Engineering Services
  Williams Parkway Operation Centre
  1975 Williams Parkway
  Brampton, Ontario L6S 6E5
  The application is available online, may be mailed out to the Event Organizer (at the request of the Event Organizer) or may be picked up in person.
  
  Visit the City of Brampton’s website to access the Road Closure Application:
  https://www1.brampton.ca/EN/residents/Roads-and-Traffic/permits-and-applications/pages/special-event-road-closures.aspx
  
  Alternatively, contact the Maintenance and Operations Division at 905.874.2500 to request that a copy be mailed; or pick-up a copy from one of the following locations:
  
  Williams Parkway Operation Centre
  1975 Williams Parkway
  Brampton, Ontario L6S 6E5
  
  City Hall Main Floor Information Desk
  2 Wellington Street West
  Brampton, Ontario, L6Y 4R2
  
  Once the Road Closure Application has been approved, the City of Brampton's Roads Maintenance and Operations Division will issue a Road Occupancy Permit. There is no permit/application fee required for a block party.
  
  Included within the Road Occupancy Permit process, the Event Organizer will be required to provide proof of liability insurance naming the Region of Peel and the City of Brampton as additional insured for an amount no less than two million ($2,000.000) to five million ($5,000.000) dollars, depending on the scope of the event. See the Insurance section for further information.
- What are my responsibilities as the host of a Block Party, Road Race or Parade Event Organizer?
  There are a number of responsibilities as a host of a block party, road race or parade.
  
  Visit the City of Brampton’s Special Event Road Closure Application section for further information:
  https://www1.brampton.ca/EN/residents/Roads-and-Traffic/permits-and-applications/pages/special-event-road-closures.aspx
- What is the process to close a road or traffic lane under the jurisdiction of the Region of Peel?
  
  The Region of Peel requires that the Event Organizer notify them of all events that are being planned to take place on, adjacent to, or crossing any Regional Road.
  
  The Event Organizer is responsible to submit to the Region of Peel a Special Event Road Closure Permit application package, a minimum of forty-five (45) days prior to the event, which includes:
  • Regional Road Closure Letter of Intent, and
  • Completed Application for Full Road Closure Form.
  
  For more information on requesting Regional Road closures, please visit the Region of Peel website:
  https://www.peelregion.ca/services/transportation/special-events-road-closure/
  
  The Special Event Road Closure Permit application package can be submitted to:
  
  The Regional Municipality of Peel
  Public Works Department, Traffic Development and Permits
  10 Peel Centre Dr., 4th floor
  Brampton, Ontario L6T 4B9
  
  When the Special Event Road Closure Permit application package has been submitted to the Region of Peel, the Event Organizer will be charged an application fee (rate set by Region of Peel).
  
  Once the request has been approved, an Approval Letter (indicating a permit number) and a Road Occupancy Permit along with the Indemnification and Hold Harmless Agreement will be provided back to the Event Organizer.
  
  Lastly, the Event Organizer is required to submit both the completed Certificate of Insurance and the signed Indemnification and Hold Harmless Agreement to the Region of Peel a minimum of fourteen (14) days prior to the event. The Certificate of Insurance shall name the Region of Peel and the City of Brampton as additional insured for an amount no less than five million ($5,000,000) dollars. In addition, all of the conditions outlined in the Approval Letter and Road Occupancy Permit must be complied with.
  What information is required for a Regional Road Closure Letter
- What is the process to request that a road or traffic lane be closed for an event?
  The process to close a road or traffic lane will differ depending on whether the closure request falls within the jurisdiction of the Region of Peel or within the City of Brampton.
- Which roads within the city fall under the jurisdiction of the Region of Peel and the City of Brampton?
  For the purpose of road and lane closures, the City of Brampton has jurisdiction of all roads within the City except those identified below, which are under the jurisdiction of the Region of Peel:
  • Airport Road
  • Bovaird Drive (Winston Churchill Boulevard to Airport Road)
  • Dixie Road
  • Embleton Road
  • Finch Avenue
  • Kennedy Road (Bovaird Drive to Steeles Avenue)
  • Mavis Road
  • Mayfield Road
  • Mississauga Road
  • Queen Street East/Highway 7 (Highway 410 to Regional Road #50)
  • Queen Street West (Mississauga Road to McMurchy Avenue)
  • Regional Road #50/Formerly Highway 50
  • Steeles Avenue
  • The Gore Road
  • Winston Churchill Boulevard

Security
- Is there someone at the City of Brampton who can provide further information about security services?
  For further information about security services for the event, please contact City of Brampton, Corporate Security at 905.874.5924.
- Who pays for security services?
  All policing and security services costs are the responsibility of the Event Organizer.
- Am I required to have a Security Plan for my event?
  The City of Brampton reserves the right to request that the Event Organizer provide a Security Plan for approval which will include (but not limited to):
  • Site Map;
  • Evacuation Plan;
  • Command Post;
  • Communications Plan;
  • Emergency Response Plan; and
  • Paid Security details (Peel Regional Police Paid Duty Officer and/or Private Security).
  
  Approval of the Security Plan will be subject to review by (but not limited to):
  • Corporate Security, City of Brampton;
  • Festivals and Special Events Office (FSEO) or Public Services, City of Brampton; and
  • Peel Regional Police.
  
  Within fifteen (15) days of receiving approval for the event, a joint meeting of the Event Organizer, Corporate Security, Festivals and Special Events Office/Public Services representative, and Peel Regional Police and/or private security will need to be setup to discuss the particulars of the event.
- How do I know if my event requires security services?
  Based on the nature of the event, the Event Support Liaison will consult with both Corporate Security and Risk Management and will advise of the appropriate security requirements.
  
  Factors such as expected attendance, liquor licence, prior event history, threats of protest/violence etc. will be taken into consideration.
- When must the Security Plan be submitted for approval by?
  The Security Plan must be submitted to the Event Support Liaison a minimum of forty-five (45) days prior to the event. This timeline is not negotiable and failure to abide by this requirement may result in the cancellation of the event.
- Who do I contact to obtain security services?
  Two (2) security service resources are available for an event: Peel Regional Police Paid Duty Officer or a Private Security firm.
  Peel Regional Police Paid Duty Officer:
  As per Peel Regional Police protocol, the number of officers required for an event will be assessed according to the nature of the duties.
  The associated fees are calculated based upon the length of the event and the various going rates from Peel Regional Police for its officers and vehicles. There is a 3-hour minimum charge for Peel Regional Police Paid Duty Officers.
  Note: Please contact Peel Regional Police for their current rates.
  
  Depending on the size of the event this could involve a combination of Constables, Sergeants, and Police cruisers.
  
  Once an agreement is reached between all parties involved (Event Organizer, City of Brampton, and Peel Regional Police), an invoice will be drawn up by Peel Regional Police and provided to the Event Organizer. This invoice must be paid directly to Peel Regional Police no later than forty-five (45) days prior to the event date. Proof of payment from Peel Regional Police must be included with the Security Plan submission.
  
  To access more information about Paid Duty Officers from Peel Regional Police, visit the Peel Regional Police website:
  • https://www.peelpolice.ca/en/services/paid-duty-officer.aspx
  
  Private Security:
  For all events that have been identified as requiring private security, the Event Organizer will be responsible for contacting City of Brampton, Corporate Security at 905.874.5924.
  
  The requirements of security services are one (1) Security Guard for every one-hundred and fifty (150) people in attendance; this number may be increased or decreased based on the anticipated risk level of the event. In addition, for events with an anticipated attendance of four-hundred (400) or more, a Security Supervisor may also be required.
  
  A minimum of a four (4) hour booking is required for all events. In the event that security guard coverage is required for a longer duration than the scheduled time, additional booked hours will be charged.
  
  Once an agreement is reached between all parties involved (Event Organizer, Corporate Security, and the Event Support Liaison) an invoice will be drawn up by Corporate Security and provided to the Event Organizer. This invoice must be paid directly to Corporate Security no later than forty-five (45) days prior to the event date. Proof of payment must be included with the Security Plan submission.
  
  If an Event Organizer wants to use a security company which has not been pre-authorized by the City, the City retains the right to review the company and ensure they meet the requirements held by the current security contractor.

Tents
- Are inspections required?
  Yes. The applicant must arrange for a Building Inspector to inspect the erected tent for compliance with the approved Site Plan and documents that form part of the permit issued for the tent.
  The applicant is asked to make arrangements by calling the inspections Office at 905.874.3700, forty-eight (48) hours in advance of the required inspection.
- What are the requirements of the Application for a Permit to Construct or Demolish?
  The Application for a Permit to Construct or Demolish is to be completed in its entirety (including the Schedule 1: Designer Information and Applicable Law Checklist where applicable).
  On the application, the Event Organizer is to ensure that the “Description of Proposed Work” line includes the dimensions of the tent, the words “temporary tent,” and the duration of time for which the tent is to remain on site.
  
  Example: “40 ft x 40 ft Temporary Tent, August 6th to 12th
- What are the requirements of the Site Plan?
  In addition to the Application for a Permit to Construct or Demolish, a Site Plan (two (2) copies) must be included with the package where the following information must be identified:
  Copy of the property survey showing:Location of all existing buildings on the property;Location and dimensions of the tent;Setbacks (distance) from the property lines and existing buildings; andLocation of any ‘designated’ fire routes on the property
- Am I allowed to use a tent at my event?
  Yes. The use of tents or a group of tents is permitted; however, a tent or group of tents that is more than 60 m2 (645 sq. ft. or a 20x30 tent) in aggregate (total) ground area, requires that a building permit be issued.
  An application for a permit to erect the tent must be submitted to the City of Brampton, Planning and Infrastructure Services, Building Division where it will undergo a review for compliance with the Ontario Building Code. The application must be submitted a minimum of twenty-one (21) days prior to the event.
  To access more information about making an application for a permit for a Temporary Tent please, visit the City of Brampton website:
  • https://www1.brampton.ca/EN/residents/Building-Permits/Documents/ici/temporary%20tent%20permit%20package.pdf
- What are the requirements of the Temporary Tent Permit Package?
  The Event Organizer is responsible to submit an application for a permit for a Temporary Tent to the Planning and Infrastructure Services, Building Division (a copy of the permit package must also be submitted to the Event Support Liaison). The package consists of:
  • Application for a Permit to Construct or Demolish form including:
  i. Applicable Law Checklist
  • Site Plan (survey of the property); and
  • Technical information about the tent
  The Event Organizer will be charged a Permit Fee per tent, when they submit the Temporary Tent Permit Package (rate is in accordance with the Building By-law).
  
  When the application has been approved, the Event Organizer will be provided a building permit for the Temporary Tent which must be prominently displayed during the event.
  
  A copy of this permit, Site Plan and specifications must also be submitted to the Event Support Liaison a minimum of seven (7) days prior to the event.
- What is the technical information that is required?
  The following is a listing of the Temporary Tent Permit Package Technical requirements:
  • Manufacturer’s specifications providing verification that the tent conforms to:
  i. CAN/ULC S-109M Standard for Flame Tests of Flame Resistant Fabrics and Films;” or or
  ii. NFPA 701 “Standard Method of Fire Tests for Flame-Resistant Textiles and Films”
  • Specifications stamped by a professional engineer shall be provided for the supporting framing structure and anchorage system for tents that exceed 225 sq. metres in area
  • Occupant load – the maximum number of people permitted to occupy the tent
  • Seating – show the number and arrangement of seats (if seating is provided)
  • Exits – indicate the number of sides of the tent to be left open
  i. If all sides are closed, show the location and width of exits

Tourism
- Where can I find further information about local activities and events in the City of Brampton?
  Event Organizers wishing to obtain further information about local activities and events can visit Tourism Brampton at: https://www1.brampton.ca//EN/Arts-Culture-Tourism/Tourism-Brampton/Visitors/
- What can Tourism Brampton do to help promote my event?
  Tourism Brampton promotes all large festivals and events held in Brampton through their annual Brampton Visitor Guide, website and social media channels.
  • Contact Tourism Brampton at tourism@brampton.ca.
- Where can I find further information about local businesses and service vendors in Brampton?
  Event Organizers are encouraged to visit the City of Brampton’s Business Directory. Please visit the City of Brampton website: https://geohub.brampton.ca/datasets/brampton-business-directory/explore

Utility Locating
- Am I allowed to stake into the ground?
  Event Organizers are not permitted to put stakes into the ground and must secure structures with surface weights (i.e. sand bags or water barrels).
  
  Only under extenuating circumstances will the City of Brampton permit the use of stakes. Event Organizers must receive prior permission from the City of Brampton if intending to install tents, stakes, pegs, posts, guy wires, etc. Additionally, no such item may be driven into the ground without first obtaining a utility locate for the area.
- What are my responsibilities if I require staking into the ground?
  The Event Organizer is responsible to notify the Event Support Liaison of the requirement of staking a minimum of sixty (60) days prior to the event and must receive permission from the City of Brampton prior to coordinating a utility locate.
  
  Utility locating can take up to four (4) weeks to complete and the report is valid for thirty (30) days.
  
  Once the Event Organizer has received the Utility Locate Report, they must provide a copy to the Event Support Liaison a minimum of fourteen (14) days prior to the event.
- Who is responsible to setup Utility Locating?
  The Event Organizer is solely responsible for coordinating the utility locate. All of the associated costs will be charged to the Event Organizer.
  Please refer to Ontario One Call (ON1Call) for further information about obtaining a utility locate:
  https://ontarioonecall.ca/

Vehicle Traffic Control
- Are vehicles allowed to access parkland?
  The operation or parking of vehicles within City of Brampton parkland is strictly controlled under Park Lands By-law 161-83, as amended. To be allowed vehicle access to parkland, the Event Organizer must obtain a Vehicle Permit for each vehicle from the City of Brampton.
  
  Vehicles found in contravention of the Park Lands By-law 161-83 will be subject to fines and ordered immediately off the property. Failure to abide by this requirement may also result in the cancellation of the event.
  
  To access the City of Brampton, Park Lands By-law 161-83, as amended, please visit the City of Brampton website:
  • https://www1.brampton.ca/EN/City-Hall/Bylaws/All%20Bylaws/parkland.pdf
- What are the conditions of use for vehicles in parkland?
  Once permission has been granted to operate vehicles within City of Brampton parkland the following conditions will apply (but not be limited to):
  
  • Vehicle access may be limited by vehicle type and/or weight;
  • Vehicle access will be limited to set-up and clean-up times and will be subject to review at any time, vehicles will not be given free access to the Park at any time;
  • Vehicles will not be allowed to operate in the parkland or event area, until the area is clear of participants and general public;
  • Vehicle(s) will not be operated at a speed greater than 20 km/hr;
  • Vehicle(s) will only be operated or parked in parking lots, roadways or identified pathways;
  i.Vehicle access to some parks may be limited from time to time base on the season and/or pathway construction
  • Vehicle access to any of the uses indicated above or to cross a parkland may be subject to a Permit to Cross Parkland with applicable fees as indicated in Park Lands By-law 161-83;
  • No person shall, within parkland, drive a motorized snow vehicle as defined in the Motorized Snow Vehicles Act, R.S.O. 1990, c M.44, except in areas specifically designated for that purpose and must have a valid permit issued by the City of Brampton; and
  • Any damage to parks assets must be repaired to its original state by the Event Organizer.
- What is the definition of a vehicle?
  As identified in the Park Lands By-law 161-83, as amended, "vehicle” means any motorized vehicle or conveyance including trucks, automobiles, trailers, buses, motorcycles and snowmobiles.
- Why would I need a vehicle to access parkland?
  Vehicles may be required to access parkland areas for the purposes of (but not limited to):
  • Delivery of supplies;
  • Parking in areas other than identified Parking Lots; or
  • Overnight Parking.

Volunteers
- Can volunteers participate at my event?
  It is up to the discretion of the Event Organizer whether volunteers can participate at an event. It is the responsibility of the Event Organizer to ensure that volunteers are afforded adequate liability insurance coverage while acting within the scope of their assigned volunteering duties.
- Is there a City Department that I can contact with further information about volunteers?
  The Community Development Division, Recreation and Culture, Public Services may be contacted by the Event Organizer to learn more about other the City’s volunteers and volunteer organizations in the community. Please contact: volunteers@brampton.ca
- Can I request that City of Brampton volunteers participate at my event?
  
  Yes, however it should be noted that City of Brampton volunteers are not covered under the City’s liability insurance and cannot be adequately supervised by City of Brampton staff while providing volunteer services for non-City programs or events.
  For the protection of volunteers and event attendees, the use of City of Brampton volunteers is discouraged unless they are afforded coverage under a third party’s liability insurance while acting within the scope of assigned volunteering duties.