Accessibility means giving people of all abilities opportunities to participate fully in everyday life.

As facilities allow, event organizers are required under the Accessibility for Ontarians with Disabilities Act, 2005 and its standards to provide a barrier-free environment for all visitors to an event.

The town’s Accessible Meeting Checklist provides guidelines to ensure reasonable accommodations are made to ensure that persons with disabilities are able to participate. Here are some examples:

• Ask if participants require special accommodations
• Is there barrier-free path of travel from parking lot or drop off area to meeting entrance?
• Are there accessible washrooms near to meeting location?
• Are doors easy to open (with a lever handle or an automatic door opener)?

Event organizers are encouraged to refer to the town’s guide to Planning Accessible Meetings and the province’s Planning an Accessible Meeting or Event website to ensure their event meets all applicable accessibility requirements.

Unless otherwise permitted, access to all public areas within an event site (play structures, splash pads, permanent washroom facilities, etc.) shall remain available to the public at all times during an event.

Keys

Keys may be required to provide access to existing vehicle gates during an event. In order to access necessary vehicle gates, keys can be signed out from the Recreation and Culture department located at Town Hall, 1225 Trafalgar Road, Monday-Friday between 8:30 a.m. and 4:30 p.m.

Keys for vehicle gates are not available for pick-up on weekends. A cash deposit of $75.00 will be collected at the time of key sign-out and will be returned in exchange for the key.

Please see "Liquor License".

Town of Oakville Exhibition License

A Town of Oakville Exhibition License is required when amusement rides and/or inflatables (i.e. bouncy castles, hot air balloons, etc.) are used at special events. An Exhibition License can be obtained from the Town of Oakville Licensing Services in the Clerk’s department.

Exhibition License Application Form.

Please use the following checkboxes to ensure all necessary documentation is submitted with the license application:

• A signed Letter of Permission from the town’s Supervisor, Permitting and Scheduling, if request is for installation on municipal park land or open space.
• A signed Letter of Permission from the town’s Road Corridor and Permit Coordinator if request is for installation on any roadway.
• Payment of required license fee.
• From the rides/inflatable supplier company:
• A certificate of $5 million Commercial General Liability (CGL) insurance coverage naming “The Corporation of the Town of Oakville” as Additional Insured.
• A detailed list of all rides/inflatables to be featured, including:
  • Methods used to secure the structure(s)
  • Number of safety straps or tie downs per structure
  • Structure size(s)
  • Structure weight(s)
• Copies of current Technical Standards and Safety Authority (TSSA) certification for each ride/inflatable.
• Proof of the company’s WSIB certification.

Resource > Visit www.oakville.ca > Recreation and Culture > Plan an Event > Event Tool Kit for a template letter to use to request permission to install amusement rides and/or inflatables on municipal property.

Guidelines

In order to ensure the safety of the amusement rides and inflatable(s), its user(s) and operator(s), please ensure the following provisions in your event plan:

• All rides and inflatables shall be anchored securely using weights or spikes*, and are subject to the approval of the Town of Oakville Parks and Open Space staff prior to installation.
• All rides and inflatables shall be appropriately weighted down and staffed at all times.
• All inflatables shall be deflated and removed from the event site daily.
• All rides and inflatables shall meet all safety requirements as outlined in the Technical Standards and Safety Authority (TSSA) guidelines.
• Tie-down straps and electrical cords shall be positioned so as not to cause trip hazards.

*Utility locates must be conducted prior to staking into the ground. Staking into the ground without conducting ground locates may result in the stakes hitting an underground utility service (electrical cables, natural gas line) and can result in serious damages and personal harm. Please see “Utility locates”, below.

Utility Locates

A request to conduct utility locates (the search for underground services) will be required for the use of amusement rides/inflatables at an event. Utility locates are conducted by the Town of Oakville, require a minimum of 6 weeks’ notice time, and will result in additional costs to the event organizer.

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.

Town of Oakville Animals for Entertainment License

A Town of Oakville Animals for Entertainment License is required when animals are used for entertainment at special events. An Animals for Entertainment license can be obtained from the Town of Oakville Licensing Services in the Clerk’s department using the application form in the link below.

Animal for Entertainment License Application Form.

Halton Region Public Health

In addition to securing an Animals for Entertainment License, event organizers are required to receive approval for the display of animals from Halton Region Public Health department.

The maintenance and care of all animals used for entertainment must observe the regulations set out in the town’s current by-laws and must meet the guidelines set out by the Oakville & Milton Humane Society.

All events featuring a live auction must ensure the auctioneer is licensed with the Town of Oakville. An Auctioneer License can be obtained from the Town of Oakville Licensing Services in the Clerk’s department using the application form in the link below.

Town of Oakville Auctioneer License Application Form.

For events requesting or scheduled to be held on town property or using town resources, the Town of Oakville reserves all final decision making authority with respect to considering, granting, issuing, or terminating an event permit at any time.

For events requesting or scheduled to be held on town property or using town resources, the Town of Oakville reserves the right to cancel any scheduled or active event where public safety is a primary concern.

Unsolicited buskers, or street performers, are not allowed on municipal property. Organizers wishing to include buskers, roaming performers, or street performers in their event, are required to request permission for roaming entertainment on their Special Event Application Form.

Event organizers wishing to have buskers collect payment or donations from the public in exchange for their performances at an event are required to complete and submit a Permission to Vend Letter with their executed permit.

In accordance with the Town of Oakville by-law 2013-013 and its amendment(s), remaining in town parks or property overnight is not allowed. In special circumstances, approval by the Town of Oakville’s Director, Parks and Open Space, or their designate, may be granted on a limited basis.

A letter requesting permission for overnight stay is required to be included with an event’s Special Event Application Form and submitted to the town’s Supervisor, Permitting and Scheduling.

Please use the following checkboxes to ensure your letter requesting permission for overnight stay includes all necessary information:

• Information concerning arrangements made for the provision of washroom facilities.
• The duration of the requested stay.
• The location of the proposed overnight stay.
• The number of individuals to stay.
• The purpose of the requested stay.

Proof of insurance is also required. Please see “Insurance”.

Resource > Visit www.oakville.ca > Recreation and Culture > Plan an Event > Event Tool Kit for a template letter to use to request permission for overnight stay on municipal property.

The provision of all necessary site and personal security during any granted overnight stay is the sole responsibility of the permit holder.

Propane and personal barbecues may NOT be used on municipal property. Open fires are not allowed.

Permanent barbecues are available at five designated picnic areas at Coronation Park and two designated picnic areas at Lions Valley Park. A picnic permit is required to obtain exclusive use of these sites. For more information on obtaining a picnic permit, please see “Picnic Permits”.

For more information about having food vendors at an event, please see “Food and beverage management”.

It is the responsibility of the event organizer to ensure that municipal property is protected from crowd damage, overuse and vandalism during the event. Any damage resulting in maintenance, repair, or replacement costs will be the sole responsibility of the permit holder.

Depending on the nature of the event, a damage deposit may be required.

The amount of the deposit shall be determined by the Director of the department responsible for the issuance of the permit or their designate, and will be indicated on the event permit.

If a security deposit is required, payment can be issued in the form of cash, certified Cheque, credit card, or money order, made payable to the “Town of Oakville”.

If damages occur during or as the result of an event, any repair costs will be assessed and communicated to the permit holder within 72 hours of the event vacating the site, and will be charged against the security deposit.

Demonstrations, rallies or actions that could incite violence of any kind are not allowed on all municipal property including sidewalks and roadways.

Events occurring on municipal property should not promote the hatred or derision of any group and shall not be permitted if likely or intended to cause unreasonable danger to the health and safety of any person.

The desecration of flags or other national symbols is not allowed.

Events appearing on municipal property shall be consistent with the principle of respect for the dignity and worth of all persons.

Please refer to the Town of Oakville’s Rzone policy.

The Ontario Electrical Safety Code (Rules 2-004 – Inspection & 44-100 – Travelling Shows) requires a wiring notification (permit) be obtained when any temporary wiring distribution system is set up. All productions and events shall file an application for inspection with the ESA within 48 hours prior to commencement of any electrical activity.

Permits may be obtained by contacting the ESA Customer Service Centre at 1-877-ESA SAFE or (877) 372-7233 or online at www.esasafe.com. The applicant must have all event information such as location details, call sheets, and contact personnel etc. available at the time of the call.

Upon receipt of the notification or permit number, the event organizer is required to:

• Provide a copy of the notification or permit number to the Town of Oakville for approval,
• Display the notification or permit number in an area accessible to production staff, the Electrical Inspector and town inspectors, in the vicinity of the central power distribution point. The permit shall be reasonably protected from environmental destruction.

Generators

Events requiring the use of generators may employ whisper-quiet generators only. The location of generators shall be positioned so as not to create a hazard, disturb or cause nuisance as the result of noise emissions and exhaust fumes. The use of generators at an event site is subject to inspection by the Town of Oakville and the Electrical Safety Authority.

Access to all driveways, parking lots, parks, thoroughfares and walkways are to be maintained at all times during event operations.

Access points

Every event site shall designate primary, secondary and emergency access points. A minimum width of 6-metres shall be observed at all access points at all times. All access points are to be clearly marked on all event site maps and layout diagrams.

Access routes

As part of the event’s Emergency Action Plan event organizers should pre-determine a designated emergency access route to be used in the case of emergency vehicle access to the site. This route should avoid any temporary or permanent gated access points, have easy access from a main street and be set away from the main flow of event attendees (pedestrians or vehicles).

Events expecting more than 5,000 may be required to submit their Emergency Action Plan to the town for review and approval.

Emergency Action Plan (EAP)

The event organizer is responsible for adequately considering, planning for and mitigating against event emergencies (i.e. lost child, site evacuation, fire, etc.) and for ensuring the event has a current Emergency Action Plan in place.

Events expecting more than 5,000 may be required to submit their Emergency Action Plan to the town for review and approval.

Maximum capacity

The event organizer shall, at all times, know the number of persons using the permitted facility space, and understand the layout of the facility, including the location of emergency exits.

Event organizers are responsible for tracking and communicating extreme weather conditions to event participants and attendees before and during the event. Hot temperatures, high winds, heavy rain, snow and sleet can all pose safety risks for special events. Ensure your event has an Extreme Weather Response Plan in place for tracking and responding to extreme weather and its effects.

Please use the following checkboxes to ensure your event plans reflect the Town of Oakville’s Extreme Weather Response guidelines:

• Ensure all tents and temporary structures are appropriately weighted down at all times, regardless of the forecast. Please see “Tents and temporary structures” for more information.
• Ensure your event has an Extreme Weather Response Plan and all event staff and volunteers are familiar with its protocols.
• Ensure your event site features pre-assigned safe areas for attendees to access shade, cool air and water during events in summer months, and heat/warmth during events in winter months.

The permit holder is responsible for the safe evacuation of its employees, volunteers, attendees, staff and participants, and for ensuring compliance with these procedures immediately upon detection of smoke or fire, or if the fire alarm is heard or seen.

Please see “Emergency management” and “Cooking”.

Approval of all event fencing must be obtained prior to installation. At no time is event fencing permitted to block access to residents’ property, driveways, parking lots, walkways or thoroughfares, and must be kept clear of all temporary or permanent emergency access points and routes.

Event organizers wishing to install temporary non-ground-penetrating fencing are requested to indicate the positioning of all fence lines on their site plan/map.

Requests for installation of any object that penetrates the ground including fence posts must be approved prior to installation and are subject to utility locate fees.

Fencing is required to be installed around the perimeter of a licensed area. Please see “Liquor License”.

The town makes available to event organizers a limited supply of temporary fencing installed by town staff to demark specific areas of, or features within, an event site.

The Town of Oakville maintains by-law 2009-056 and its amendments to regulate the discharge of fireworks. The by-law prescribes the restrictions and regulations surrounding both low-hazard (family fireworks) and Display and Theatrical Fireworks (event fireworks).

Individuals and event organizers are expected to be aware of the restrictions and regulations concerning the use of fireworks in the municipality.

Events seeking the discharge of Display and/or Theatrical Fireworks must obtain a Permit for the Discharge of Display Fireworks and Theatrical Fireworks from the Town of Oakville Fire Department.

Flying lanterns, sky lanters, or wish lanterns are not permitted to be discharged on municipal property.

More information concerning obtaining a Fireworks Permit can be obtained by contacting the Fire Prevention Division of the Town of Oakville Fire Department.

All events are required to have a fully-stocked first aid kit easily accessible to both staff and event attendees at the event site at all times.

Events expecting more than 500 attendees are required to:

• Engage the services of a certified professional first aid service;
• Make available one automated external defibrillator (A.E.D.) device; and,
• Provide the minimum of one 10x10’ first aid area (tent, room, etc.) at the event site.

All first aid stations should be clearly marked with appropriate signage.

Process for Courtesy Flag Pole Displaying and or Raising of Flags

• Requests to use the courtesy flag pole at Town Hall must be submitted in writing (by email) to the Mayor's office;
• The Mayor's office will review all requests in accordance with Town procedure in consultation with the Town Clerk, when required;
• Requests will be processed and confirmed on a first come first served basis;
• Flags will be raised and displayed for a maximum of one month depending when the flag pole is available and no conflicting requests have been received, at the discretion of the Mayor's office;
• The Mayor's office will notify the Facilities and Construction Management department (FCM) and Service Oakville of the flags to be raised and displayed as appropriate;
• The FCM staff will be responsible for the raising and displaying of flags, as required.

More information about the town’s courtesy flag pole and related polices can be found by reviewing the town’s Flag Protocol.

Concessions

The sale of food on any municipal property at which there are existing food/beverage concessions is not allowed.

Food concessions are available from May to September at Coronation Park. Food for sale and catered food service is not allowed in this location without written permission from the Supervisor of Permitting and Scheduling and obtaining the necessary licensing from the Town of Oakville Licensing Services in the Clerk’s department.

Resource > Visit www.oakville.ca > Recreation and Culture > Plan an Event > Event Tool Kit for a template letter to use to request permission to feature catered food at events in Coronation Park.

Distribution of food

Event organizers must indicate on their Special Event Application Form any food to be available for public consumption at the event site (including: food vendors, food sampling, giveaways, food of volunteers, etc.).

Events offering any type of food must notify and receive approval from Halton Region Public Health department.

A Town of Oakville Refreshment Vehicle License or a food shop/special event food shop license is required for every food vendor vending at an event. A licenses can be obtained for each food vendor from the Town of Oakville Licensing Services in the Clerk’s department using the application form in the link below.

Refreshment Vehicle License Application Form.

Every food vendor must also receive approval from Halton Region Public Health department.

For inspection purposes, the Town of Oakville will notify the Halton Region Health Department and the Oakville Fire Department of all dates and locations of events providing food service.

Guidelines

Please use the following checkboxes to ensure all event plans reflect the Town of Oakville’s guidelines concerning the service of food and beverage at events.

• Event organizers shall refer to and abide by Halton Region Waste Diversion Services’ Community Events Resource Guide outlining the use of acceptable food packaging at events.
• Ensure the use of proper 3-stream waste receptacles (garbage, recycling and compost).
• A ratio of 1:100 washrooms to patrons must be observed.
• Proper cooking vessel guidelines as set out by Oakville Fire Department are to be observed. Please see “Cooking” for more information.
• The availability of municipal water and the use of refillable water bottles are to be promoted.

Please also see “Cooking”.

Permission

Events planning to conduct fundraising activity/ies on municipal property as part of the event’s programming are required to request permission to fundraise from the town. A letter requesting permission to conduct fundraising activity/ies is required to be included with an event’s Special Event Application Form and submitted to the town’s Supervisor, Permitting and Scheduling.

Please use the following checkboxes to ensure your letter requesting permission to conduct fundraising activity/ies includes all necessary information:

• Indication of the charity/beneficiary of the fundraising activity/ies,
• The duration of the fundraising activity/ies,
• The estimated value of the funds to be raised.
• The location of the proposed fundraising activity/ies,
• The number of individuals fundraising,
• The purpose of the fundraising activity/ies,

Resource > Visit www.oakville.ca > Recreation and Culture > Plan an Event > Event Tool Kit for a template letter to use to request permission to conduct fundraising activity/ies on municipal property.

Lottery, raffles, games-of-chance, etc.

Any event wishing to feature gambling, gaming or games of chance (including 50/50 draws, Bingo games, raffles, etc.) for fundraising purposes, must obtain a lottery license from the Town of Oakville Licensing Services in the Clerk’s department.

Please also see “Lottery/raffles/games-of-chance”.

The provision of all necessary site and personal security during any granted fundraising activity/ies is the sole responsibility of the permit holder.

The Town of Oakville has adopted a Towards Zero Waste procedure that applies to all event planning and execution within the municipality.

In addition to adhering to the mandatory Toward Zero Waste requirements, there are a number of ways your event can further reduce its environmental impact without sacrificing its budget or entertainment programming.

The following environmental efforts are offered as guidelines to assist event organizers minimize the effects of their events on the local environment.

Dishware and cutlery

The greenest option is always reusable dishware and cutlery. Consider having a dishwashing station at your next event.

If reusable dishware and cutlery are not an option, then ensuring all food vendors serve using only compostable dishware and cutlery is the way to go. Examples of compostable dishware and cutlery include non-coated paper or pressed-fiber cups, plates and napkins, and wood cutlery.

The Halton Region Waste Management Services Special Events Resource Guide offers more information about where and what items to purchase.

Styrofoam is not recyclable in Halton.

Energy Use

Event organizers are encouraged to make efforts to conserve energy at the event. Items that are plugged in are using power even if powered off. Unplug any equipment or appliances that are not in use.

Green Power

Consider offsetting your event’s energy usage by purchasing green power. Offsetting the event’s energy usage can provide a positive message to event stakeholders and offers measurable indicators of the event’s environmental sustainability that can be used in the event’s communication materials.

People Power

Look for opportunities to optimize people power at your event.

Solar Power

Harness the power of the sun by using solar panels to power your event.

Invitations

Instead of paper or physical invitations consider sending electronic invites via email or social media. Sending electronic invitations save paper, time and makes sending updates and tracking responses very easy.

Local food

Feature local food at your event. Defined as originating a maximum of 1 hour or 100 kilometers from an event site, local food is a great way of supporting the local economy and providing fresh, healthy, in-season fruits, vegetables juices and water at your event.

Work with your food vendors to curate menus that feature local, in-season food items.

If there is food left over from the event, encourage guests to take it home in reusable containers or arrange for a food donation to the Oakville Fareshare Food Bank.

Transportation

Water

Waste Management

Insurance covers event organizers and volunteers for liability claims made by another person related to injury and/or damage sustained as a result of an event. Property owned by event volunteers or personal injury to a volunteer is not typically covered by insurance. Volunteers are encouraged to ensure that they have adequate personal property insurance as well as insurance for disabilities either through employment or other means prior to volunteering for an event. Event organizations that report to a Board of Directors are encouraged to ensure their insurance policy covers all Board members and event-decision makers.

Requirements

All events using Town of Oakville facilities or held on town property must provide the town with a certificate of Commercial General Liability (CGL) insurance in the value of $5 million.

The certificate is required to name “The Corporation of the Town of Oakville, 1225 Trafalgar Road, Oakville Ontario, L6H 0H3” as an Additional Insured. All certificates of insurance are required to be originals.

All certificates of insurance are also required to indicate:

• Description of coverage detailing Commercial General Liability.
• Details of the insurance company writing the policy: name, address and telephone number
• Insurance Policy Number
• Policy effective date and expiry date
• Policy limits (if any)
• “The Corporation of the Town of Oakville, 1225 Trafalgar Road, Oakville Ontario, L6H 0H3” named as an Additional Insured.
• The location and activity of the Named Insured for which this certificate is issued
• The name, address and telephone number of the Named Insured

Insurance for third-party sponsors, suppliers and vendors

All third-party sponsors, suppliers and vendors invited by the event organizer to participate in the event must be approved by the Town of Oakville and must provide a certificate of Commercial General Liability (CGL) insurance in the value of $5 million. This includes, but is not limited to, clowns, food operators, photographers, vendors, etc.

Each certificate is required to name “The Corporation of the Town of Oakville, 1225 Trafalgar Road, Oakville Ontario, L6H 0H3” as an Additional Insured. All certificates of insurance are required to be originals.

Certificates of insurance can be provided to:

For events using town facilities, parks or open space: Booking Clerk, Facility Booking department.

For events using road allowances or road closures: Road Corridor and Permit Coordinator.

If your event requires a Letter of Municipal Significance per the Alcohol and Gaming Commission’s guidelines in order to obtain a Special Occasion Permit, a letter can be requested from the Town of Oakville Licensing Services in the Clerk’s department.

Please also see “Liquor License”, below.

Featuring alcohol service at an event comes with significant responsibility. The following information is offered to ensure event organizers wishing to provide alcohol service at their event abide by the Town of Oakville’s Municipal Alcohol Policy and the related provincial rules and regulations.

Special Occasion Permit (SOP)

To serve alcohol at an event anywhere in the province the event organizer is required to obtain a Special Occasion Permit (SOP) from the Alcohol and Gaming Commission of Ontario (AGCO), facilitated by the Liquor Control Board of Ontario (LCBO).

SOP application forms are available at most LCBO stores, and by visiting the ACGO website.

As part of the SOP application process, events serving alcohol at a town facility or on park or open space property must issue letters notifying the following Oakville contacts of the alcohol service at least four months prior to the event date:

• Halton Region Police Service
• Halton Region Public Health department
• Town of Oakville Clerk’s department
• Town of Oakville Fire department

The alcohol notification letters shall include:

• A site plan of the event location including all alcohol service locations.
• The date(s).
• The event start and end times.
• The expected numbers of guests.

Once a SOP has been obtained by the event organizer, the following town requirements* shall be observed:

• 30-35% of the service offering must feature low-alcoholic and non-alcoholic beverages including water.
• A maximum of four alcoholic beverages can be purchased at one time.
• Beer or liquor must be dispensed in non-glass and environmentally friendly containers.
• Beer or liquor tickets should be clearly identified as such, and be unique for each event.
• Fencing must comply with municipal alcohol policy.
• ‘Last Call’ shall be announced 30 minutes prior to the end of the noted time on the permit.
• Permit holder or their designate must attend the event.
• Physical barriers must be set in place whereby the applicant can readily monitor patrons within the assigned area.
• Prices established for alcoholic beverages must be in line with current market value.
• Service of alcohol shall cease 15 minutes prior to the noted time on the permit.
• The event must provide a minimum of two mature, knowledgeable and SmartServe certified bartenders with a ratio of 1:100 bartenders to guests.
• The licensed area must conform to all codes of the Building, Fire and Health departments.
• The occupant load must be clearly posted if the event exceeds 60 persons.
• The permit holder must confirm all event security measures being taken with a Staff Sergeant of the Halton Regional Police Service, 20 Division, Oakville.
• The service of tap water must be free.
• The SOP and the signed municipal alcohol policy must be posted in a visible location at the event.
• Times of service must be clearly posted.

*This is a list of alcohol service-related town requirements. More information about the town’s Alcohol Policy can be found by reviewing the link below.

Town of Oakville Alcohol Policy

*While some of these policies may be similar to those set out by the Alcohol and Gaming Commission of Ontario, event organizers are encouraged to review and undertake all the necessary requirements on their Special Occasion Permit in addition to those set out above.

Security

If the Halton Regional Police Service and/or the Town of Oakville deem that the nature of the special event activity will require police services (for public safety, security, or traffic control purposes) they may require that Paid Duty officers be contracted.

A Special Occasion Permit must be obtained and a copy provided to the Town of Oakville prior to the final execution of all town permits and licenses.

Please also see “Letter of Municipal Significance”.

All occurrences of gambling, gaming or games of chance (including 50/50 draws, Bingo games, lotteries, raffles, etc.) in the province of Ontario are subject to the licensing and regulations of the Alcohol and Gaming Commission of Ontario.

Any event* wishing to feature gambling, gaming or games of chance (including 50/50 draws, Bingo games, raffles, etc.) must obtain a lottery license from the Town of Oakville Licensing Services in the Clerk’s department.

*Even if the purpose of the lottery/raffle/game-of-chance is for fundraising purposes.

A lottery license will only be issued to organizations that meet the necessary AGCO criteria and receive approval from Council.

Town of Oakville Licensing Services

Please see “Vendors”.

Please see: “Noise exemption permit”, “Re:sound”, and “SOCAN”.

The presence of amplified sound for the purpose of special events (including weddings) is restricted under the Town of Oakville’s noise by-law, to between:
     8:00 a.m.-17:00 p.m. (5:00 p.m.) Monday-Saturday
     9:00 a.m.-17:00 p.m. (5:00 p.m.) Sunday

During these times all amplified sound shall remain at an acceptable level giving consideration to the type and location of the event.

During these times the use of sirens, air horns or buzzers on carnival games or amusement rides are permitted at outdoor events.

Events requiring the presence of amplified sound outside of the hours prescribed in the by-law require the granting of a Noise Exemption Permit. A Noise Exemption Permit can be obtained from the Town of Oakville Licensing Services in the Clerk’s department using the application form in the link below.

Town of Oakville Noise By-law

Noise Exemption Permit Application Form.

For events requiring the services of paid-duty police officers (events serving alcohol, film shoots, events affecting traffic, etc.), event organizers can arrange the booking of officers with Halton Regional Police Service by visiting.

Parking is often at a premium during events in Oakville. Event organizers are responsible for ensuring that there is sufficient parking for event attendees.

When hosting an event, please use the following checklist to ensure your event follows the Town of Oakville’s event parking guidelines.

• Additional off-site parking is arranged if sufficient on-site parking is not available.
• All event attendees should be made aware of parking arrangements and enforcement policies for the event.
• Attendees parking in municipal parking lots shall ensure their vehicle is parked in a designated space parking space.
• Shuttle service(s) should be arranged if off-site parking is required.

Parking on the grass, pathways, in driving lanes, in fire routes, outside of designated parking spaces (i.e. at the end of an isle of marked parking), and in designated accessible parking spaces without a valid permit on display is not allowed at any time.

Street Parking

Organizers of events that rely on access to on-street parking are asked to ensure all event attendees are advised to arrive in advance of the event with enough time to park properly, and extend consideration to the accessibility of residents in the neighborhood.

On-street parking in Oakville, unless otherwise authorized, is limited to three (3) consecutive hours. Individuals having parked for longer than three hours or without the proper pay-and-display permit may be subject to parking fines.

Unless otherwise arranged, all other on-street parking regulations are observed at all times.

Paid Parking – Loss of revenue

Organizers of an event that requires the use of municipal parking lots, metered parking spaces and/or paid parking spaces, or that results in the obstruction of municipal parking lots, metered parking spaces and/or paid parking spaces, are required to obtain a permit for the use of the municipal parking lots/ metered/paid spaces through the Road Corridor Office.

Event organizers will be responsible for all costs associated with the use and/or loss of use of municipal parking lots, metered parking spaces and/or paid parking spaces, including lost revenue.

Parking control and enforcement

Event organizers with concerns about illegal parking or requiring parking control and enforcement services during the hours of their event are asked to call the Town of Oakville Parking Operations, 24 hours a day, 7 days a week, at: 905-338-4394.

Parking during road closures

Any events granted road closure permits require all vehicles to be removed from the permitted street(s) before the event begins.

Vehicles not removed prior to the road closure taking effect may result in vehicles being ticketed and towed from the road at the vehicle owner’s expense.

Vehicles in parks

When hosting an event in a park, please use the following checklist to ensure your event follows the Town of Oakville’s vehicles in parks guidelines.

• Access and entry for emergency vehicles shall be permitted at any time.
• All requests for vehicle access on park grounds must be for the purpose of event set up and take down only. Such requests must be submitted in writing with the Special Event Application Form.
• All reversing vehicles must have a minimum of one flag-person outside and to the rear of the vehicle to assist the driver with spotting and safety during the reverse maneuver.
• Designated service vehicles such as golf carts may be approved for use during event hours for purposes including the transportation of supplies or garbage.
• Event organizers shall ensure that any granted vehicle access into the park is controlled and supervised at all times, and access occurs only at designated access points.
• Event organizer(s) shall ensure that the operation of motorized vehicles in the park will not occur less than 30-minutes prior to the event starting and will not occur less than 30-minutes following the event, in order to allow pedestrian traffic to clear.
• Unauthorized vehicles will not be allowed on municipal property except in designated parking areas.

Additionally, event organizers should be aware of the following conditions concerning gaining permission to allow vehicle access to park property:

• A damage deposit may be required depending on the nature of the event.
• Access will be restricted to designated areas as approved by the Town of Oakville Parks and Open Space Department
• Any costs to repair damages to the park or facility as the result of vehicular access will be the responsibility of the event organizer.
• Repair costs will be assessed and communicated to the event organizer within 72 hours of the event vacating the event site.
• Vehicle approval will be granted subject to weather and/or ground conditions

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, with the exception of in designated off-leash areas.

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

With the exception of service animals, dogs and all other animals are not allowed inside any municipal facilities. Designated service animals are welcome on all municipal property, at all venues and at all events in Oakville. Depending on the nature of the event and out of care and concern for your attendees’ pets, consider using your pre-event communication channels to advise whether or not pets are welcome to attend your event (where facilities permit) or if they should be left at home.

Please see “Picnic Permits”.

Town of Oakville’s Picnic User Guide.

The Town of Oakville’s event planning guidelines require that one washroom (stall) be available at a ratio of 1:100 event guests. Many indoor and outdoor facilities are equipped to provide a suitable number of washrooms to event attendees.

If additional washrooms and/or hand-wash stations are required at your event, portable washroom units can be rented through the town.

Re:Sound is the Canadian not-for-profit music licensing company dedicated to obtaining fair compensation for artists and record companies for their performance rights. Re:Sound licenses recorded music for public performance, broadcast and new media.

The Town of Oakville maintains a Re:Sound license. As part of the terms of this license, the Town of Oakville requires that all events using town property and featuring live or recorded music pay a Re:Sound fee. This fee will appear on and be payable under your event permit. More information about Re:Sound is available online: www.resound.ca

Please also see “SOCAN”.

Please see “Emergency management”.

The following process will be observed for any event that is granted a road closure permit.

• Parking meters (if any) will be covered and roads will be signed “No Parking” in advance of the road closure.
• Road barricades will be positioned at all access points along the permitted road in accordance with the road closure permit.
• Parking Control Officers will enforce ticketing and towing on the closed road.
• Parking Control Officers will make every reasonable attempt to contact the registered owner of the vehicles before proceeding to tow the vehicle.

The following considerations or requirements may apply to an event that is granted a road closure permit:

• Event organizers will be responsible for all costs associated with the use and/or loss of use of municipal parking lots, metered parking spaces and/or paid parking spaces, including lost revenue.
• Security and/or paid-duty police officers may be required to assist with traffic control, at the permit holder’s expense.
• When determined by the town to be necessary, paid-duty police officers and/or town staff may be required to assist with traffic control and permit compliance. Any costs associated with these required services shall be the responsibility of the permit holder.

For events with more than 500 attendees, the town recommends a ratio of 1:100 attendees to security officer(s).

The Town of Oakville reserves the right to require the event organizer to provide appropriate and sufficient security personnel (private security and/or paid-duty police officers) at any event at the expense of the event organizer, if deemed necessary.

Where alcohol is licensed to be served, the event organizer is responsible for observing the necessary security staffing levels dictated by the liquor license and the town’s Municipal Alcohol Policy.

Please see “Liquor License”.

Underground utilities (including hydro, gas, or irrigation lines) may be buried below the surface of municipal property and utility locates (the search for underground services) are required prior to staking or digging.

If your event will require the installation of any object that penetrates the ground including fence posts, tent poles/pegs, and sign installation on municipal parkland, these must be pre-approved.

Utility locates can be requested on the special event application form, and will be conducted by town staff or their designate.

Any costs associated with conducting utility locates will be the responsibility of the event organizer.

Please see “Utility locates”.

A variety of permits are required to erect temporary signage in Oakville. Plastic signs (bag signs) are not allowed on municipal property. Before you have signs made, or put signs up, please refer to the information below.

Banners

Banner across a road

A Town of Oakville Banner Permit is required to erect a banner across a road way. A Banner Permit can be obtained from the Town of Oakville Engineering and Construction department using the permit application form in the link below.

For more information about banners for special events, please refer to the town’s Banner Services for Community Events procedure.

Town of Oakville Banner Services for Community Events procedure.

Banner Permit Application Form.

Mobile sign(s)

Signs on private property

Designing an easy-to-read and easy-to-understand site plan or site map of an event site is a required best practice when holding an event on municipal property.

When designing a site plan, remember to include the following details that will help the plan’s users and readers understand the layout of the event site:

• A legend that indicates what the icons represent
• A “north” arrow, to indicate the direction of the site layout
• A title that includes the event’s:
• Name
• Date, with year
• Street (civic) address, with postal code
• The most current version of the map

Remember to include in the site plan drawing all onsite event elements, including, but not limited to: tents, vendor booths, parking area(s), emergency access location(s), first aid station, etc.

Resource > Refer to the town’s Site Plan Design Guide to for step-by-step instructions on how to capture a location image from Explore Oakville and turn it into an event site map using basic desktop software.

SOCAN (the Society of Composers, Authors and Music Publishers of Canada) is a not-for-profit organization that represents the Canadian performing rights of millions of Canadian and international music creators and publishers. Through licenses, SOCAN gives businesses that use music the freedom to use any music they want, legally and ethically.

The Town of Oakville retains a SOCAN license. As part of the terms of this license, the Town of Oakville requires that all events using town property and featuring live or recorded music pay a SOCAN tariff. SOCAN tariffs are based on the number of attendees (paid or free) anticipated at an event.

The Town of Oakville will calculate the necessary SOCAN tariff for your event and this fee will appear on and be payable under your event permit. More information about SOCAN and its tariffs is available online: www.socan.ca

Please also see “Re:Sound”.

The town must be notified of all tents and temporary structures planned for within an event site. A clear, precise site plan of the layout of your event is required to be submitted to the town for approval. The site plan should indicate the location and size of each tent and temporary structure.

Fire rating

All tents and temporary structures at an event site must be able to provide documentation demonstrating the fabric (material) complies with CAN/ULC S-109M or NFPA 701, verifying compliance with O.B.C. subsections 3.13.1.6.

These requirements refer to the performance of the tent’s materials in flame-exposure tests of flame-resistant fabrics of natural, synthetic, or combinations of natural and synthetic fibres, or plastic films intended for such use as tents, awnings, draperies, or decorations.

All tents and temporary structures must demonstrate acceptable flame resistance of the fabric or film. This flame resistance may be inherent in the material or may be the result of chemical treatment to retard ignition and spread of flame.

Weighting down tents

All tents and temporary structures erected at an event site must be appropriately weighted down. The following guidelines are offered to ensure the proper weighting of each tent.

For tents 10x10’ or smaller:

• Ensure a minimum of 40 pounds of weight is attached to each tent leg.
• Suitable weights can include: cinder blocks, rubber tent weights, sandbags, water weights.
• Tent stakes are accepted under the following conditions:
• Ground locates* are required if tents will be weighted using tent stakes.
• Only professional-grade 3’ tent stakes are approved.
• Tent stakes are to be used at events on natural grass only.

For tents larger than 10x10’:

• Ensure 50 pounds of weight or more is attached to each tent leg.
• Suitable weights can include: cinder blocks, rubber tent weights, sandbags, water weights.
• Tent stakes are accepted under the following conditions:
• Tent stakes are to be used at events on natural grass only.
• Only professional-grade 3’ tent stakes are approved.
• Ground locates* are required if tents will be weighted using tent stakes.

*Ground locates must be conducted prior to staking tents at your event. Staking tents without conducting ground locates may result in the stakes hitting an underground utility service (electrical cables, natural gas line) and can result in serious damages and personal harm. Please see “Utility locates”.

All tents at events are subject to inspection at any time during event set-up, operation and removal. Tents found to be without proper weights will receive a warning and asked to obtain proper weighting prior to continuing to operate at the event. In some circumstances the removal of un-weighted or improperly-weighted tents may be requested by the town.

Tents larger than 646 square feet (~25’x25’)

If your event will feature a tent or temporary structure larger than 646 square feet (~25’x25’), or any size tent/temporary structure attached to a building, or constructed within 3m of other structures, you will require a building permit - O.B.C. Div. C. 1.3.1.1. (5).

Please review Appendix A for more information concerning requesting a building permit, and contact:

Town of Oakville
Building Services Representatives
1225 Trafalgar Road
Oakville, ON L6H 0H3
905‑845‑6601, ext. 7376

Copies of current Technical Standards and Safety Authority (TSSA) certification for each approved ride/inflatable must be submitted to the town prior to the event.

Underground utilities (including hydro, gas, or irrigation lines) may be buried below the surface of municipal property and utility locates (the search for underground services) are required prior to staking or digging.

If your event will require the installation of any object that penetrates the ground including fence posts, tent poles/pegs, and sign installation on municipal parkland, these must be pre-approved.

Utility locates can be requested on the special event application form, and will be conducted by town staff or their designate.

Costs associated with conducting utility locates will be the responsibility of the event organizer.

Permission to vend

Events planning to feature vending or vendors of any nature (retail, food, artisan, farmer’s market, etc.) on municipal property as part of the event’s programming are required to request permission to vend from the town. A letter requesting permission to vend is required to be included with an event’s Special Event Application Form and submitted to the town’s Supervisor, Permitting and Scheduling. Vending is not allowed unless permission is granted. Vendors may require specific licenses through Licensing Services in the town’s Clerk’

Please use the following checkboxes to ensure your letter requesting permission to vend includes all necessary information:

• An insurance certificate from each vendor (Please see “Insurance”).
• The location of the proposed vending activity/ies.
• The name, contact information and nature of goods to be sold by each vendor.
• The purpose of the vending activity/ies.
• The total number of proposed vendors.

Resource > Visit www.oakville.ca > Recreation and Culture > Plan an Event > Event Tool Kit for a template letter to use to request permission to vend on municipal property.

The provision of all necessary site, vendor and personal security during any granted vending activity/ies the sole responsibility of the permit holder.

Please also see “Food and beverage management”.

Vendor tracking template

Resource > Visit www.oakville.ca > Recreation and Culture > Plan an Event > Event Tool Kit for a vendor tracking template for the purpose of communicating all necessary individual vendor information.

The Town of Oakville offers a variety of portable water bars that are ideal for making water bottle refilling available at both indoor and outdoor event sites. This is a free program offered by the Town of Oakville. Units are loaned on a first-come, first-served basis.

Some water bars connect to existing water sources (hose faucets), other require that large refillable water jugs be provided by the event organizer.

Water Bar Request Form.

For more information about the Town of Oakville’s Portable Water Bar Lending Program, please contact Trisha Henderson at environment@oakville.ca or 905‑845‑6601, ext. 3948.

Please see “Portable washrooms/hand-wash stations”.

The Town of Oakville has adopted a Towards Zero Waste procedure that applies to all event planning and execution within the municipality. In addition to adhering to the mandatory Toward Zero Waste requirements, this guide outlines a number of other ways your event can further reduce its environmental impact without sacrificing its budget or entertainment programming. Please also see “Greening”.

Offering many beautiful landscapes, parks, and facilities, Oakville is a beautiful town in which to have your wedding photos, ceremony and/or reception.

For more information about having your wedding ceremony/reception or engagement photos on municipal property, please visit the town’s “Weddings” website.

Oakville’s parks and open spaces are home to a wide variety of wildlife. For the health and safety of the animals and event attendees, please ensure the wild animals remain wild.

Please use the following checklist to ensure your event limits its impact on wildlife in Oakville.

• Discourage event attendees from feeding wildlife. Under the Town of Oakville’s Parks by-law 2013-013 and its amendments, the feeding of wildlife in parks is not allowed.
• Ensure all food waste is properly contained and removed.
• Ensure waste receptacles are not overfilled.
• If you notice waste is spilling over or on the ground please notify Service Oakville at 905‑845‑6601, and they will arrange for pickup.
• Prevent pets (dogs) at events from engaging in conflict situations with wildlife.

Oakville’s wildlife strategy.