Special Events Application and Planning Guide

TLTI strives to be an inclusive and accessible community. Making your event accessible will include providing accessible customer service to attendees; accessible parking close to the entrance(s); accessible pathways; appropriate signage; accessible washrooms, etc. 

We encourage you to review ‘Guide to Accessible Festivals and Outdoor Events’ to assist event organizers. Visit the Accessibility Ontario website at: www.AccessON.ca for further details on the requirements of the AODA (Accessibility for Ontarians with Disabilities Act).

In order to host a licensed event (event with alcohol) that is open to the public, the  Alcohol Gaming Commission of Ontario (AGCO) requires that the event be designated "of significance and/or to raise funds for charitable purposes and objects that benefit the public-at-large. 

An event of municipal significance requires a designation by the municipality in which the event will take place. Applications to the AGCO must be accompanied by either a municipal resolution or a letter from a delegated municipal official designating the event as municipally significant.

To request an event to be designated as municipally significant, please review the Designation of Municipally Significant Events Policy and contact the Clerk’s Department.

The event organizers wishing to sell or serve alcohol at their event must comply with the Township’s Municipal Alcohol Policy, and the Alcohol and Gaming Commission of Ontario (AGCO) legislation.

Alcohol Management on Municipal Premises

TLTI’s Municipal Alcohol Policy is intended to promote responsible drinking and smart alcohol service practices, along with supporting the requirements of the Liquor License and Control Act of Ontario and other associated legislation and regulations.

It is the responsibility of the event organizers to submit a Special Occasion Permit or have a Catering Endorsement for the event from the AGCO or other approval issued by the AGCO and must, at all times during the event, comply with the applicable regulations, processes, and best practices of the AGCO, including those relating to Smart Serve guidelines.

The event organizer must ensure the SOP permit, or liquor license with a Catering Endorsement is displayed in a prominent location throughout the duration of the event. The event organizer shall display signage in accordance with the Municipal Alcohol Policy.

For further information on AGCO licensed event requirements, visit:

• 1-800-522-2876
• www.agco.on.ca

Animals for entertainment include, but are not limited to, animal/reptile exhibits, animal rides, animal shows, birds, open farms, petting zoos, and ponies/pony rides.  

For events involving animals for entertainment taking place on municipal property, permission must be granted from the Township prior to the event.

Event organizers must have stringent risk management measures in place for entertainment pertaining to animals. Details regarding animals for entertainment must be clearly outlined in the event description and included on the Site Plan.

Municipal public waste receptacles must not be used for disposal of animal waste from animal related event activities during or after the event. Event organizers are responsible for the safe removal of animal waste.  Petting Zoo Poster

Mechanical amusement rides and inflatables are governed by the Technical Safety Standards Authority (TSSA) which administers and enforces public safety laws in the Province of Ontario. 

In order to have  mechanical amusement rides and inflatables at a community event approved TSSA certification and insurance is required.

Anchoring

All inflatables must be securely anchored using approved weights (i.e. water barrels, sand bags). All anchors are subject to the approval of the Township of Leeds and the Thousand Islands prior to installation. Staking or spiking into the ground or grass using TSSA approved methods and with obtaining locates.

Power

If generators are required for the operation of the device, user must adhere to Electricity Guidelines outlined by the TSSA. 

Insurance

Events with  bouncy castles, inflatables and/or amusement rides shall provide to the Township proof of Liability Insurance coverage in the amount of $5 million naming the "Township of Leeds and the Thousand Islands" as an additional insured.

The Township also requires a certificate of Commercial Liability Insurance from the mechanical rides/inflatables supplier company in the value of $5 million naming "The Township of Leeds and the Thousand Islands" as an additional insured.

TSSA certificates and licenses

Events with amusement rides and/or inflatables are required to receive and retain current and valid TSSA certificates and Operator License(s) from the supplier company. Producing a copy of these documents and conducting a site inspection of the equipment once installed may be required by the Township

All bouncy castles, amusement rides and inflatables must be included on the Site Plan.

It is the responsibility of the event organizer to ensure that municipal property is protected from any vandalism or damage. The cost to repair damage to any municipal park, sports field, facility etc., is the responsibility of the event organizer.

Depending on the type of event, a damage deposit may be required. The deposit amount will be indicated on the event permit.

Event organizers must develop a written plan to follow in the event of extreme weather, criminal acts, personal injuries, medical or other emergencies.  Based on the size and scope of your event, you may be required to submit an Emergency Response/Security Plan to be pre-approved by municipal staff. The plan is intended to ensure the health and safety of event organizers, attendees, Township staff, and the community in the event of an emergency.

Your Emergency Plan will be based on the nature of your event, activities proposed, and any other specific details that may be relevant. Your plan should include the following:

• Contact list: Contact details for your main and emergency contacts.
• First Aid: All events must have a fully stocked first aid kit at the event site. First Aid Stations should be clearly identified to the public, as well as included in the Site Plan. For larger events, you should consider having trained first aiders present.
• Capacity: You should know how many people will be using the permitted space.
• Extreme Weather: You are responsible for tracking extreme weather conditions and communicating those conditions to event participants and attendees before and during the event.
• Emergency access: You must have designated primary and secondary emergency access points on your Site Plan.
• Security: Procedures to follow in the event of criminal acts and a description of any security services dedicated to the event and the roles and responsibilities of all security personnel. A list of any restricted areas, if applicable.
• Evacuation procedures: All plans for large scale events should include an evacuation plan with identified evacuation routes and areas.

Please ensure all staff, volunteers, vendors, security, and anyone else on site is familiar with your plan.

TLTI has several indoor facilities available should you wish to rent one as part of your event. For a complete list visit, Rent a Facility and refer to the Facility Use Policy. As noted above, a Special Event permit is not required for events held inside a Township facility if there is no expected impact to municipal services (i.e. traffic flow).

TLTI staff will assist event organizers with the indoor space bookings once you complete the Special Event Permit.

Insurance coverage is required for all events taking place on municipal property. Insurance coverage is necessary to protect yourself and the Township against any possible litigation (lawsuits) from your event.

Every applicant must obtain Commercial General Liability insurance and maintain the policy for the duration of the event. The insurance policy must include bodily injury including death, personal injury, property damage including a loss of use thereof, contractual liability, liquor liability (if applicable) and contain a cross liability/severability of interest clause against claims arising out of the event or any act or omission on the part of the event organizer or any of their contractors, servants or agents.

The policy coverage must provide for the following:

• A minimum sum insured of $2,000,000 (two million), or a higher sum insured of $5,000,000 (five million) for events with high-risk activities or if serving alcohol;
• The Corporation of the Township of Leeds and the Thousand Islands shall be named as an additional insured on the policy;
• Coverage for cross liability and severability of interest; and
• Carry an endorsement to provide the Corporation of the Township of Leeds and the Thousand Islands with thirty (30) days written notice of cancellation or material change that would diminish coverage.

The Township reserves the right to require any vendor providing service at an event on municipal property to provide appropriate liability insurance cover naming the event organizer as additional insured.

The Certificate of Insurance shall be submitted to the Township with the application clearly stating the address of the insured location and the dates of the event.

A permit may be withheld if the nature of the proposed event creates a risk of injury or death to the participants or spectators or a risk to the public which cannot be adequately addressed to the Township’s satisfaction. 

All lotteries, raffles, bingo, and 50/50 draws) in the province of Ontario are subject to the licensing and regulations of the Alcohol and Gaming Commission of Ontario. Any event planning to include any form of gambling or game of chance (even if for fundraising purposes) must obtain a lottery license from the Municipal Clerk.

Organizations applying for a lottery license for the first time must submit a Lottery License Application - Eligibility Questionnaire to the Clerk’s Department, at least forty-five (45) days prior to event to determine if your organization meets the requirements for a charitable gaming license.

If approved, you will be requested to complete a Lottery License Application form, along with the applicable lottery license fee.

Lottery Application and Reporting requirements can be found on the AGCO Website along with the specific Application Forms and Report Forms.

Report forms must be filed within 30 days of the holding of the lottery and must be accompanied by deposit slips for the lottery trust account, list of all prizes and prize winners and an itemized list of all donated prizes (if any).

Utility Locates are ground markings identifying the position of utility lines based on records or electronic locating equipment, and the associated necessary documentation such as a locate sheet. Ground markings consist of different colors that are used to reflect each type of infrastructure (gas, hydro, cable, etc.).

Utility infrastructure such as hydro, gas or irrigation lines etc. may be buried below the surface of municipal property. If your event requires the installation of any object that penetrates the ground including fence posts, tent poles/pegs or sign installation on municipal property, locates must be completed.

It is the responsibility of the event organizer to notify TLTI of the intention to stake anything into the ground prior to event set up and at least sixty (60) days prior to the event. After consultation with TLTI staff, and if it is determined locates are required, event organizers are responsible for the coordination of locates by contacting Ontario One Call. 

It should be clearly identified on the Site Plan any areas in which digging, staking or ground penetration is expected.

When your event is approved, please add your event information to the TLTI website event calendar.

If you would like your event listed on the LED sign located in front of the Township office, please reach out to the Communications staff.

We will endeavor to cross promote your events on our Facebook page.

The Township of Leeds and the Thousand Islands has a Noise By-law which is applicable to all events.  Should sound amplification at anytime during your event, or the setting off of fireworks be apart of your event you will need to reach out to apply for an exemption to the Noise By-law by contacting the Municipal Clerk as part of your Special Event Permit Application.

Depending on the size and scope of your event, you may want to engage in a private security company or hire Paid Duty Police Officers. Security to support your event can serve as a deterrent for potential disturbances, identify and resolve potential incidents, prevent theft and damage, and provide crowd control.

The Mayor and Councillors often attend community and business special events, ceremonies, photo opportunities and celebrations. Individuals and organizations wishing to invite the Mayor and/or Councillors to an event may submit a request through the Municipal Clerk. Please submit your invitation a minimum of four weeks before the start.

If you would like to have a parade on Municipal/County roads, you must submit a Request for a Temporary Road Closure/Road Usage Application including a detailed route map and Certificate of Insurance.

You are responsible for considering the impact of your event to area parking and are encouraged to develop a parking plan, including sufficient parking for event attendees, signage, arranging off-site parking, and providing shuttle service, if required.

In order to provide a safe and clean environment for all to enjoy, dogs are not allowed to be off-leash on any municipal property.

Stoop-and-scoop practices shall be followed at all times.

Guide dogs and service animals are welcome in all city premises that are open to the public unless otherwise prohibited by law.

Depending on the nature of the event, consider using your pre-event communication channels to advise whether pets are welcome to attend your event (where facilities permit) or if they should be left at home.

Event Organizers are encouraged to obtain written permission to photograph or video of any adult or child at the event. Alternatively, a public notice can be posted indicating that photographs and video will be taken. 

Event organizers are responsible for providing sufficient portable washrooms, wheelchair accessible portable washrooms, and hand wash sinks if the location for the event does not have facilities to accommodate anticipated crowds. This is required to reduce the risk of disease or illness.

Signage should be in place to direct people to the facilities.

All portable washrooms and hand washing stations (quantities and locations) should be indicated on the Site Plan and should be placed in strategic locations that are easily accessible.

For more information, visit: LLG Health Unit Special Event Guidelines.

If your event includes a parade, race, walk and/or the temporary use of a Municipal or County road, road allowance or sidewalk, the event organizer is responsible for completing a Temporary Road Closure Application.

As an event organizer, you are required to comply with the following:

• Provide a complete listing of vendors;
• Ensure all vendors are familiar and comply with TLTI by-laws, requirements, and legislations;
• The Township strongly encourages event organizers working with vendors to protect themselves by ensuring vendors have appropriate insurance coverage.

A Special Event Permit does not authorize signs to be placed on hydro poles or other municipal infrastructure. If you are planning signage for your event, designate the sign locations on your Site Plan as well as who will be responsible for the placement and removal of signs, post event.

A Site Plan is a drawing or sketch of the subject area indicating the location of features of the event including, but not limited to, booths, stages, entrances/exits, first aid points, washrooms, and any other structure that will be part of the event.  

The Site Plan can be hand drawn, but should be realistic, legible and to scale. Depending on the scope of your event some or all of these may be required:

• North direction;
• Direction of travel – if event is a parade, race, walk etc.;
• Location of all roads/trails/routes used for the procession;
• Location of all activity zones (i.e., food vendors, event exhibitors);
• Location of all temporary infrastructure (i.e., tents, stages, fencing, portable washrooms, first aid stations, platforms, trailers, tents, amusement rides, inflatables, bouncy castles. (including dimensions when possible);
• Location of primary and secondary (emergency) access points;
• Location of any hazardous material - fuel storage, propane etc. and fire extinguishers;
• Location of command post or office, medical and First Aid station;
• Location of any generators and other electrical sources; and
• Parking Plan.

If you are requesting to block off a section of a municipal parking lot or on-street parking spaces for your event, please indicate this in your Site Plan description.

If the Site Plan is not submitted with the completed Special Event Permit Application, the application will not be distributed for consideration.

Any changes to the originally submitted Site Plan must be communicated with municipal staff immediately.

A site visit with municipal staff may be required based upon the submitted Site Plan.

The Smoke-Free Ontario Act prohibits smoking and vaping of tobacco, cannabis and e-cigarettes within a 20-meter radius of any municipally owned:

• Playground;
• Splash Pad;
• Sporting field, surface or associated spectator area; and
• As well as within 9 meters of facility entrances.

For more information on the Smoke-Free Ontario Act, visit the Ontario Ministry of Health and Long-Term Care website at: www.ontario.ca/smokefree .

The South East Health Unit has smoke and vape free signs available to order for your event.

Event organizers may be 

A Traffic Management Plan must be submitted if requesting a Temporary Road Closing or Road Use and shall include the following details:

• A plan/map providing for the detailed and management of traffic and parking, including all vehicular, pedestrian, and cyclist movements to from and within the event site, and where applicable; and
• Details on how the traffic impact will be managed during the closure (i.e., Police and Fire Department assistance required and/or use of traffic control devices, etc.).

The Traffic Management Plan must be submitted with the Temporary Road Closing or Road Use Application and approved by the Director of Operations and Infrastructure. 

As an event organizer, you are responsible for having a plan outlining the management of waste, recycling, septage and hazards, pre-event, during the event and post event. 

Public receptacles are not to be used for event clean-ups. The Township has three Waste Disposal sites. All waste must be removed from your event site. Ensure you have arranged for event waste clean-up with a private company or by your event volunteers.

If you’re taking your waste to one of the Township Waste Disposal sites, your waste and recycling need to be in clear bags, with appropriate bag tags and during disposal site times. 

Bag tags are available for purchase at the Township office, or various businesses in the area. Please contact the Township if you have questions about the proper disposal of waste.