The City of Pickering is pleased to introduce the Community Festival and Events Manual. The manual was developed to better assist those who are interested in operating public events in Pickering. 

Are you interested in hosting a Community Event in Pickering? Pickering's Community Festivals and Events Manual contains all the information you will need to plan and execute a Community Festival or Event in Pickering. 

The Community Festival and Events Manual is broken down with simple directions, checklists, and guidelines to better enable you to quickly navigate the planning process. 

If you are planning a community festival or event in Pickering, we invite you to review the below information, and submit an application.

Questions related to Community Events can be directed to Cultural Services by phone at 905.420.4620.

City Staff review the manual annually to update and review processes. Your feedback is welcome!

Hardcopy manual update: June 2019 / Web update: October 2019.

Section 1:
Introduction

The City of Pickering has developed the Community Festivals and Events manual to assist Event Organizers to plan public events and activities within Pickering.

Festivals and Events are a significant investment of resources. The contents of the manual will assist with the safe and successful operation of festivals and events within the City of Pickering. This manual clearly outlines all areas of responsibility for Community Festival and Event Organizers.

The manual includes information on permits, policies, and procedures along with critical paths, checklists, tips, and contact information. This valuable information will assist you to complete the event planning process and assist you to ensure all of your necessary approvals are in place prior to an event.

Public Event Organizers will submit a Community Festivals & Events Application prior to operating or promoting their Community event on City property.

Organizers of private events and events that occur on private property, or by invitation only may apply for permits and licenses directly to the responsible departments.

Section 2:
When and How to Apply

  1. You have read and understood the Community Festivals and Events manual.
  2. You have determined the scale and approval timelines of your planned event.
  3. You are interested in proceeding with your event and can provide all required documentation.
    Please refer to our checklist based on the type of event you are hosting:
  4. You have filled in the online application form, and have attached all required documents (not applicable for independent and private events) for staff review.

To Apply

Send your completed Community Festival & Events Application and Site Plan to
events@pickering.ca or mail/drop off to:

Community Services
c/o Coordinator, Community Partnerships
City of Pickering
One The Esplanade Pickering, ON L1V 6K7

Please note: A non-refundable application fee will apply in the amount specified for the scale of event.  Your application will not be processed until the City receives payment*. Payment options are cheque, cash, credit or debit.

*Subject to the City’s approval of the event, the application fee for not for profit groups will be applied to permit fees.

Section 3:
Determine Event Scale and Timelines

Determine Event Scale

To determine the scale of your event, and understand the required approvals and timelines, please review the charts below. 

 

Event Scale

Event Description

Approval Levels

Fees

 Independent Event

 

Occurs Completely on Private property within Pickering

(i.e. event of any type at a private business or home both indoor and outdoor: party, opening, fundraiser ...)

Please follow relevant City By-laws, and gather all
applicable licenses, permits and insurances (see section 6).

Where applicable.

 Private Event

Occurs on public property with a private guest list.

 

Approval granted through facility or parks bookings.

 

Park permit and fees where applicable.

 

 

 

 Community Event
  • General Public Welcome
  • Under 1,000 Guests Expected
  • Alcohol  / Fundraising / Raffle
  • Amplified Sound
  • Carnival/Fair
  • Food Vendors
  • Staking
  • Generator Use
  • Industrial Cooking
  • Use of Millennium Square

 

Approval through the 

Community Events
Committee.

 

Park permit fee and fees as per Community Events checklist.

Non-refundable $25 application fee is required. If approved, non-profit organizations will receive a $25 credit off their permit fees.

Community Festival

Above items plus...

  • 1,000-4,999 Guests expected
  • Electrical Hook-ups
  • Road Closures
  • Use of Bruce Handscomb Park, Millennium Square or Alex Robertson Park

Review and Approval through the Community Events Committee and the
Director, Community
Services.

Park permit fee and fees as per Community Festival checklist.

Non-refundable $100 application fee is required. If approved, non-profit organizations will receive a $100 credit off their permit fees.

 Partner Event

Above items plus...

  • Over 5000 Guests
  • Fireworks
  • Parade
  • Use of Esplanade Park 
    (except for vigils, observances, filming and photography – see applicable sections)

Review and Approval through Corporate Events Committee, Director,
Community Services and the CAO with the exception of Esplanade Park which also requires the approval of Council

 

Park permit fee and fees as per Partner Event checklist.

Non-refundable $250 application fee is required. If approved, non-profit organizations will receive a $250 credit off their permit fees.

By-law services if required.

 

Event Approval Timelines

Once you have determined the scale of your event, please follow the timelines below. These timelines have been developed to ensure that there is sufficient time to review all applications, apply for grant funding and develop agreements if required.

 

Action

Private Event Community Event Community Festival Partner Event

Applicant to submit completed application form, required 

attachments, and fee to the City

 

Applicant may apply directly to facility or parks bookings.

It is recommended that bookings are made at minimum 21 days in advance 

 

 

 

Minimum 90 days in advance (new applicants)

August 1st in the year prior to the event (renewing applicants)

 

 

Minimum 1 year in advance (new applicants)

August 1st in the year prior to the event (renewing applicants)

 

 

18 months in advance (new applicants)

August 1st in the year prior to the event (renewing applicants)

 

Final Event
Approval

Organizer has applied for, and collected all permits, licenses, and insurances. Facility booking is confirmed, insurance is received, fees are paid, and all permits in place. Facility booking is confirmed, insurance is received, conditions of permit acknowledged, fees are paid, and all permits in place. Approved by 

Council, agreement is signed and all permits, fees
finalized.


The City of Pickering offers a Community Grant Program to support Community Events. Visit pickering.ca/grants for more information. 

Section 4:
Locations Available for Permit and Site Plans

Site Selection

The City of Pickering has many Parks, Fields and Facility spaces that can be permitted for events. View an online map of Pickering parks and facilities to aide in your selection process.

 

Parks & Fields

905.683.2760 ext. 3293

parks@pickering.ca

Indoor Facilities

(Arenas, Banquet Halls, Community Centres, Meeting Rooms, Pool Rentals, Pickering Museum Village)

905.420.4623

facilitybookings@pickering.ca

Items to consider during site selection:

  • Event Fencing
  • Hydro
  • Lighting
  • Pathways
  • Public Water Source
  • Restrooms
  • Shelter
  • Tenting
  • Waste Disposal
  • Accessible Features
  • Capacity
  • Kitchens
  • Podium / AV Equipment
  • Staging
  • Tables and Seating
  • Vehicle Access
  • Walkability/Parking/Transit

Some facilities and outdoor spaces may offer items to support your event. These can be arranged at time of booking and are available seasonally and first come, first served. Some items may have an associated cost. You are welcome to book your own rentals to set-up your event. All costs related to permits, outside contractors, and City staffing will be the responsibility of the event organizer. During the application process, staff will provide pricing on items indicated in the application form to assist you with event planning. A list of materials and resources available through the City is listed in the festivals & events application form.

Site Plan

A draft site plan detailing the proposed layout of the festival or event must be submitted with your application. Please include the following items with as much detail as possible in your draft site plan. 

  • accessibility for all guests
  • electricity requirements
  • event entrances and perimeter
  • fencing
  • list of outside rentals
  • licensed beverage areas
  • parking
  • rides and amusements
  • road closures
  • seating sections (for watching or eating)
  • sponsorship plan
  • stages and performers
  • washroom and/or hand washing stations
  • waste management plan
  • vendor spaces

Following event approval, organizers must adhere to the draft site plan.

If your event plan changes, a new layout must be approved through the Corporate Events Committee. Site plan must be finalized and approved 30 days prior to your event. No changes will be approved after this time. See the event operator critical path for all City timelines related to event operation.

Signature Parks

City Signature Parks have a special set of approval and booking criteria due to the profile and location these include Esplanade Park, Millennium Square, Alex Robertson Park and Bruce Handscomb Park. Refer to section 6 & 7 of the Community Festivals and Events Policy for approval and booking criteria. See also Section 3 for approval levels and timelines related to these parks.


Please note: Esplanade Park requires approval by the committee and endorsement from council; except for vigils, observances, filming and photography.


Filming and photography can be permitted directly through parks booking. 


In the case of requests for Esplanade Park, should your request be supported by staff, and forwarded for Council consideration, Cultural Services staff will assist in the preparation of a report to Council, and a formal agreement will be required. Applications are required to be received by August 1 or 18 months in advance (whichever comes first).

Section 5:
Event Organizers Planning Checklist

Any organizer interested in hosting a Community Event, Festival, or Partner Event that will take place on City owned property, must obtain all necessary permits, licences and approvals that may be required in connection with its use.  City staff will direct you on what you will need once your event is approved.

Please choose the appropriate checklist for your event scale (see below). This checklist will help you successfully plan and execute your event.

 

Community Event Checklist

An event that has under 1,000 guests, and is open to the general public. 

Community Festival Checklist

An event that includes any of the following: 1,000-4,999 guests; electrical hookups; road closures; use of Bruce
Handscome Park, Millennium Square, or Alex Robertson Park.

 

Partner Event Checklist

An event that includes any of the following: 5,000 or more guests; takes place in Esplanade Park; includes a Parade and/or Fireworks.

 

Section 6:
Permits, Policies and Bylaws

There are permits, policies, and bylaws in place to ensure the safety, maintenance and respect of City property, staff, guests, and residents. City facilities are maintained for long-term public use and event organizers are responsible for any damages caused by the festival or event operation.


Event Organizers have a consistent set of rules and regulations that must be adhered to. These are outlined in this manual. Please review any areas relevant to your event to ensure you are knowledgeable of the guidelines, rules and applicable by-laws, permits, and certifications.

 

 

Accessibility & Accessible Customer Service Training

Section 6 of Ontario Regulation 429/07 Accessibility for Ontarians with Disabilities Act, 2005

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

  • Well placed and clearly signed accessible parking spaces
  • Entertainment viewing areas
  • Washrooms that are located on paved pathways for ease of access
  • Use of directional signage prominently displayed throughout the event venue (to indicate the barrier-free path of travel)
    • Location of the accessible washroom
    • Accessible seating areas and other amenities
    • Good and services at the event
    • Signage should consist of high contrasting colours; use the International Symbol Accessibility where applicable.

As a festival or event organizer you must ensure that everyone associated with the festival or event is in full compliance with Section 6 of Ontario Regulation 429/07 (Accessible Standard for Customer Service) made under the Accessibility for Ontarians with Disabilities Act. 2005.

6. (1) Every provider of good or services shall ensure that the following persons receive training about the provision of its goods or services with disabilities:

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

The City of Pickering has made available a link to Serve-Ability Training Program that must be taken by all involved in the event. This would be confirmed by completion of a training acknowledgement form to be completed and signed by the festival and event organizer and then forwarded to the City of Pickering prior to the event.

Admission & Fundraising

Any form of soliciting of funds on City of Pickering property including canvassing for donations, parking fees, or  charging admission to parks grounds must be identified in the festival and event application in order to be considered for approval.

Alcohol Management

Liquor Control Board of Ontario

www.agco.on.ca

 

Also see for additional information:

Bylaw Services

Emergency Response, First Aid Services and Police

Staffing

Event applicants planning to serve or sell alcohol must provide a plan in accordance with the Municipal Alcohol Policy (see Appendix 11). Applications for Community Events and larger should outline the specific details regarding the location, size, and hours of operation for the proposed licensed area; as well as the location and size of emergency exits. These details are to be included in the proposed site plan and to accompany the Festival and Event Application.

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

In order to obtain your liquor licence you will need to submit a written request to the City’s Clerks Department.

The sale of alcohol during outdoor festivals and events on City property is restricted to between the hours of 11 am and 11 pm on all days of the week except on
Sundays, when alcohol sales will end by 9 pm – except when the Monday following is holiday.

The City requires the following standards are met with regard to the service of
alcohol.

The Festival/Event Partner shall ensure that all rules of the ACGO are strictly
adhered to and that alcoholic beverage services are organized, led and served only by persons with Smart Serve Certification

No roaming server(s) shall card or provide wristbands to patrons at any time during the Event. Roaming servers may only serve patrons until dusk.

Festival/Event partner will assign Festival/Event staff or Licenced Security Guards with Smart Serve Certification to operate a designated ID carding and
stamping/wristband area.

Durham Regional Police Service requires Pay-Duty police to be present at
Community Events serving alcohol.

Barbeques & Outdoor Cooking

Propane Barbecues are permitted in city parks with an authorized permit.

Fire Services is required to inspect and approve the operation of cooking equipment used for commercial purposes during an event.

A fire inspection by the Fire Services Department will need to occur prior to the start of the event. The cost of the inspection is responsibility of the Event Organizer.

The Event Organizer will provide the Food Vendor Inspection Checklist (Prepared by the Fire Services Department) to vendors prior to the event day inspection.

The City does not allow any barbecues or open fire/bonfires unless authorized by permit. Wood fired, charcoal and propane cooking is permitted with the approval of Fire Services for large scale events.

Propane-fired equipment used for cooking, including propane tanks/cylinders are
required to be inspected and approved by the Technical Standards & Safety
Authority.

Food vendors cooking on City property require a portable U.L.C. approved fire
extinguisher with a minimum 2A10BC rating that has been certified within one year.

Cooking appliances used for deep frying require an additional fire extinguisher with a minimum 40BC or K class.

All fire extinguishers are to be made readily available and within close proximity to the cooking equipment.

Bylaw Services

Bylaw Services are required when an event exceeds 10,000 guests per day, with a road closure and fencing. Bylaw staff may be paired up with Pay Duty officers that also assist the event.

These cost associated are the responsibility of the Event Organizer.

Carnival Permit

Bylaw 5621/00
Permit Application

Electrical Standard Authority (ESA)
1.877.ESA.SAFE

Also see for additional information:
Staking, Digging and Locates

 

The City of Pickering requires that carnival operators within the City apply for and receive a permit no later than 2 weeks prior to the operation of the event. Permits will not be issued without required insurance, proof of locates and payment in full.

Carnivals operating at City events must be located in a parking lot or paved area.

It is the responsibility of the Event Organizer, to ensure and confirm with the carnival operator, that an Electrical Standard Authority (ESA) permit or inspection will take place before the carnival is in operation.  Visit the ESA website for full details. 

City Event Support and Outreach

Depending upon the content & scale of the event (number of expected guests, road closures, alcohol, vendors, carnivals, tents, animals) City staff may be assigned to the event for on-site supervision and/or tourism promotions during any portion of set-up, operation or take-down.

City staff requirements will be determined during the approval process and will be noted in the letter of approval.

Tourism outreach will be at the expense of the City. Organizers will provide booth space for City outreach upon request.

City staff supervision will be at the expense of the event organizers. Staff supervision may include but is not limited to:

  • Road Closure operation
  • By-law & Parking staff support
  • Fire Services staff inspection
  • Set-up and Operations oversight

Charges will be levied at the hourly wage of City staff.

Damages

The organizer is responsible for any damages to the park, facilities, streets,
sidewalks and/or extra staff clean-up required occurring in the bounds of the event. No pavement or directional markings are to be applied to any streets or sidewalks without prior approval by City staff. Damage caused during events will be repaired by the City at the expense of the Festival/Event partner. Refundable damage deposit fees apply, as per the current General Municipal Fees By Law.

Grants 

 

Application Link

The City of Pickering offers a Community Grant Application for event organizers. Applications are due September of each year for the following year.
Visit pickering.ca/grants for more information.

Electrical Services

Electrical Standard Authority (ESA)
1.877.ESA.SAFE

The use of hydro service may be permitted in parks that have access, with written consent from the City.

Electrical services being brought in for an event must be specified during application. Electrical services will be assessed on case by case basis, however, it is mandatory for all electrical hook-ups to be overseen by electrician. It is prohibited for event operators to overload or alter City electrical systems.

If generators are being used, that exceed 12kW/240V, an Electrical Standard Authority (ESA) permit and inspection must be obtained. Visit ESA for more information on Special Events.

 

Emergency Response, First Aid Services and Police

 

Durham Regional Police Services
1710 Kingston Rd, Pickering, ON L1V 1C6

1.888.579.1520

www.drps.ca

Event Organizers must create and provide a contact list and emergency response plan to the City for approval 2 weeks prior to the event. The plan must include: emergency response, evacuation, threats, weather, security and alcohol management.

If required as part of a permit organizers must confirm that emergency services have been contacted and will be on-site throughout the event operations (i.e. Pay Duty Police, Fire, and Ambulance Services).

Events that include traffic redirection, road closures, alcohol, or large crowds will require professional support to manage the event.

If police/security is needed as part of a permit or agreement the Durham Regional Police Service (DRPS) is to be contacted. Durham Regional Police Services will determine the required level of police supervision. The cost of pay-duty police required for an event will be the responsibility of the event organizer. Policing requirements and conditions relating to the event must be met in order for the City to grant an event permit.

It is the responsibility of Event Organizers to ensure they have an active emergency response plan in place. The plan must include an operational hub/contact for the event and cover all operation from the time of set-up through the end of tear-down. The plan must be communicated to all participants, vendors, partners, volunteers; who should be prepared to enact plans during and event.

Event Organizers must provide certified first-aid service on site during operating hours of the event through a qualified agency.

City of Pickering reserves the right to cancel, delay and/or postpone any event due to severe weather conditions.

Entertainment Services

Event entertainment associated with a community festival or event, will be of a positive nature, selected for the enjoyment of both adults and children.
Performances that include any of the following will not be tolerated, and may result in the immediate closure of your event.

  • rude or foul language, or any form of profanity in verbal form or gesture;
  • nudity or pornography;
  • the support or use of weapons and other life-threatening products;
  • negative religious messages that might be deemed prejudicial to a religion, race, or culture;
  • the sale or promotion of cigarettes, cigars or any tobacco product or material;
  • the sale or promotion of any cannabis product or material;
  • the sale or promotion of an e-substance, electronic cigarette or vapour product or material;
  • demeaning or derogatory portrayals of individuals or groups;
  • content likely to cause deep or widespread offence.

 SoCan and Resound Fees are the responsibility of the organizer.

Volume, and hours of operation are subject to the City's Noise Bylaw.

Facility Rentals

Facility rentals arranged by directly contacting the facility you are interested in renting. This includes meeting rooms, banquet halls, pools and ice pads.

Fires

The City does not allow any barbecues or open fire/bonfires unless authorized by permit.  Wood fired, charcoal and propane cooking at events is permitted with the approval of Fire Services. 

Fireworks

By-law 6783/07

If a fireworks display is proposed, the event organizer must provide the following with their Community Festival and Events applications:

  • Completed application for the Display of Fireworks with the following;
    • $100 permit fee per location
    • Approval letter from the owner of the property where the fireworks will be displayed
    • Location sketch of the proposed location for the fireworks display
    • Description of fireworks to be discharged, the discharge techniques to be used, and the manner and means of restraining unauthorized persons from being too near the discharge location
    • Written confirmation from the Durham Regional Police Service that appropriate arrangements have been made by the applicant for traffic and crowd control during the display
    • Copy of Fireworks Supervisor's licence (issued by the Explosives Division, Natural Resources, Canada) pursuant to the Act.

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

Flag Raisings, Displays and Half Masts

Application Link

City of Pickering
Council Office
T. 905.420.4605
council@pickering.ca 

Flag Raising Ceremony or Flag Displays at the Civic Complex designating a given period of time (special day, week or month) to recognize the efforts and commitments of an individual, event or organization that enhances our community.

Requests for flag raisings / displays may be approved for:

  • non-profit or charitable organizations
  • recognition of a state/country recognized by our federal government visiting the Mayor and Members of Council
  • public awareness campaigns

Flag size must be 3 ft x 6 ft or .90 x 1.80 metres. Applications are available through the Office of the Mayor and must be completed at least 30 days prior to flag raising/display.

Half-Masting flags are to commemorate significant dates such as Remembrance Day, or to observe a solemn event such as the death of a City employee.

Free-Standing Fencing

Where Event Organizers are using fencing, the City standard is free-standing fences for events held in City parks. The rental and cost to set-up the fencing falls directly to the permit holder. A limited amount of free-standing fencing is available for rent when arranging your park permit.

Food Vendors

Region of Durham Health Services

605 Rossland Rd. E.
Whitby, ON

905-668-7711

www.durham.ca/health

Also see for additional information:

Barbeques & Outdoor Cooking

Vendors 

Where food or beverage privileges are requested through the Festival and Event Application process, notification must be made to the Region of Durham Health Services.

The Community Festival Event/Organizers package must be completed and
returned to the Region of Durham Health Services two months prior to the event.
Organizers must also ensure that the Food Vendor Application is completed and returned to the Region of Durham Health Services four weeks prior to the event by each individual food vendor.

 

Hot Air Balloons

Parks Bylaw  

Event Organizers must provide proof of insurance from the provider of the hot air balloon for at least $5 million dollars in liability insurance naming the City of Pickering as an additional insured.

Hydro

The Event Organizer must ensure that adequate electrical supply capacity is available to run their event and what the electrical requirements will be for their event.

Inflatable / Air Supported Structure

Technical Standards & Safety Authority

www.tssa.org  

and view Regulated Safety Services / Amusement Devices

 

See Risk Management  for additional information

Events utilizing inflatable amusement devices such as bouncers, bouncy castles and related amusements taking place in City parks should be aware of the required permits and licensing when renting or operating an inflatable amusement. The TSSA web site will outline which inflatable devices are deemed to be an amusement device and by law, require a permit to operate.

Event Organizers and any designated contractors will be required to adhere to the TSSA procedures relating to inflatable amusements and devices. Devices need to be properly secured and powered. If inflatable device is being secured by staking, then utility locates must be completed prior to the setup.

In the case of an event utilizing inflatable amusement devices, the level of general liability insurance required by the Permit Holder shall be written on an occurrence basis with coverage for any one occurrence of not less than five million ($5,000,000), be endorsed to include the City of Pickering as an additional insured.

For installation of utilizing stakes in City parks utility locates must be done prior to any installation. Cost associated to have locates done, is the responsibility of the Event Organizer.

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

Insurance

All events will require insurance, the amount will be determined based on activities at the event, and however the Commercial General Liability will be no less than two million dollars ($2,000,000) with the City of Pickering named as additionally insured. Insurance must be provided prior to permit being issued.

The Permit Holder, during the term of the permit, at their expense must take out and keep in full force and effect, general liability insurance including; bodily injury and property damage, tenant's legal liability, and contractual liability covering the activities and occupancy for which the permit was issued.

The policy shall be written on an occurrence basis with coverage for any one occurrence of not less than two million ($2,000,000), be endorsed to include the City of Pickering as an additional insured, contain a severability and cross liability clause.

Insurance covers festival and event organizers and volunteers for liability claims made by another  person  related  to  injury  to  that  person  and/or  damage  to  their  property. Property owned by the volunteer or personal injury to a volunteer is not covered. Volunteers  should  ensure  that  they  have  adequate  property  insurance  as  well  as insurance for disabilities either through their employment or otherwise if self-employed.

The policy of insurance shall: (a) be written with an insurer licensed to do business in Ontario; (b) be non-contributing with and will apply only as primary and not access any other  insurance  or  self-insurance  available  to  the  City  of  Pickering;  and  (c)  any deductible amounts shall be borne by the Permit Holder.

No less than thirty (30) days prior to the commencement of the festival or event, the Permit Holder shall provide proof of insurance. Proof of insurance shall be on a form of Certificate of Insurance, signed by an authorized representative of the insurer. The Permit Holder will make available complete certified copies of all applicable insurance policies for examination, if required by the City of Pickering.

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

The Event Organizer will be asked to collect and provide to the City insurance for all vendors and service providers participating in their event and ensure that insurance coverage meets City requirements.

The City of Pickering reserves the right to require the Permit Holder to purchase additional insurance, higher limits of insurance or otherwise alter the types of insurance coverage requirements as The City may reasonably require from time to time.

Noise Restrictions

By-law 6834/08

View Carnival for additional information

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

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

City Events and City Partner events are exempt from this Bylaw.

Overnight Stays In Parks

By-law 5495/99

Remaining overnight in City Parks or Property is not allowed. In special circumstances approval by the City of Pickering may be granted on a limited basis and overnight arrangements must be indicated on the related City permit.

Parking Lots

Permits must be issued for exclusive use of public parking lots.

Pedestrian Crossing / Route Marshalls

DRPS contact page

City of Pickering staff may designate intersections that need Police Supervision to assist participants and motorists in the event area. Payment for Police Supervision must be arranged through the Durham Regional Police Services and costs are the responsibility of the Event Organizer.

In some cases, Auxiliary Police may be used to assist in event operations. This must be organized up to 4 months in advance of event. City staff will work with the Event Organizer to ensure proper meetings are arranged prior to event, if the
assistance is approved by Durham Regional Police.

No volunteer or staff member shall “man” any roadways or direct traffic without Road Safety (Book 7) Training. Proof of training must be provided in advance to event organizers.

Anyone assisting with roadways must wear reflective safety vests at all times.

Pets and Service Animals

Festival and Event Organizers have the right to prohibit pets in a fenced section of a public park for the duration of their permit. Festival and Event Organizers must prohibit pets when the festival or event focus is primarily related to the sale and consumption of food. This is in order to provide a safe and clean environment for humans, and to avoid distress and confusion for pets.
Pet access rules must be promoted, signs must be erected at the event entrances, and organizers are responsible to enforce the ban.

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

Animals must be identified by the owner as a service animal prior to being
admitted. Event organizers may request documentation that certifies the
requirement for a service animal, but may not require the documentation to be presented prior to admittance.

Petting Zoo / Animals in Parks

Animal Services must review and approve all animal related activities at events. City's Animal Control staff will have details available in regard to the types of animals that are prohibited in the City of Pickering parks & facilities. A licence from the City of Pickering is required to operate a petting zoo or host exotic animals at events.

Proclamations

Application Link

City of Pickering
Office of the Mayor
T. 905.420.4605
mayor@pickering.ca 

Proclamations are a ceremonial document designating a given period of time (special day, week or month) to recognize the efforts and commitments of an individual, event or organization that enhances our community.

Proclamations can be issued for:

  • arts celebrations
  • cultural or religious celebrations in consultation with the Advisory Committee on Diversity
  • charitable fundraising campaigns
  • civic promotions
  • public awareness campaigns
  • to honour individuals, institutions or organizations for special achievement(s)

Submit your request for proclamation at least 3 weeks prior to the desired proclamation period.

Public Access to Parks

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

Raffles / Bazaars

Alcohol and Gaming Commission of Ontario
www.agco.on.ca

Phone: 416.326.8700

Toll free in Ontario
1.800.522.2876

Any intent to operate a lottery (raffle or bazaar) within a City Facility including parks, must first comply with all Provincial, Regional and Municipal regulations in order to be considered for approval. In Pickering permits are issued through the City Clerk's office. Information on who can apply, and application processes are available online.

 

Risk Management Planning

Also see Insurance

Each rental permit outlines terms and conditions for the following areas of risk management. These areas must be further developed by each festival and event organizing committee:

  • Emergency plans specific to the festival and event activities, including written plans for communication and responsibilities, coordination with
  • Authorities, weather conditions, lightning, personal and property damage as well as evacuation must be developed.
  • Contractors that complete work on City of Pickering property are expected to provide a valid certificate of insurance and confirmation of Worker's Compensation coverage.
  • Structural safety standards and/or inspections related to buildings, vehicles, inflatable amusements, carnival rides and tents.
  • Fire safety/protection for all tents and commercial cooking functions, safe handling of propane including site inspection by Technical Standards and Safety Authority (TSSA).
  • Guidelines for the use of elevation trucks.
  • Safety requirements specific to events that take place on waterways.
  • Bleacher inspections and certificate of insurance from the installer. Bleachers must have designated spaces for people who use mobility aids, such as wheelchair, scooters, etc.
  • A Festival Walk Through, looking out for tent stakes and ropes, electrical connections and water risk, compressed gas cylinders like helium, cables and hoses across walkways, absence of barriers to restricted areas. The intention is to see the grounds through the eyes of an excited youngster, a person with a disability or a senior.
  • Groups are encouraged to develop their own volunteer management.
  • Practices, in accordance with the City's policies on volunteerism.
  • Volunteer monitoring is an ongoing responsibility. It is the obligation of both the Event Organizer and Event Volunteers to ensure that the necessary work is being completed. Planning and monitoring must take into consideration the vulnerability of the participant, the amount of supervision provided, the setting, the nature of the volunteer position and the activities associated with it. Volunteer roles vary in the amount of risk involved.

Parades

Parades By-law 3825/70

Organizations wishing to operate parades on City roads must apply through the festival and events application form, and include a detailed route map. Following approval, organizers will also need to complete a parade application form.

Parade requests operating on City or Regional Roads that require a road closure (partial, full or rolling), must be submitted no later than 12 months prior to event date.

The Corporate Events Committee will review the request. Prior to approval, requests will require the support of DRPS and DRPS Auxiliary. City staff will determine if Pay Duty Police will need to assist in the parade.

The Event Organizer and Parade Marshall will be responsible for attending all
preliminary meetings to ensure road closure safety with City staff and Pay Duty Police.

Organizers must pay all applicable staffing and permit fees.

Road Closures & Sidewalk Closures

 

See Staffing for additional information

The City will review requests to close roads and sidewalks to support the operation of Community Festivals and Events including parades, walks, and runs.

Any new request to close Pickering roads for an event, must be submitted no later than 3 months prior to event date. Parade requests may require up to 12 months to complete approval process.

A detailed map showing road closures or parade/walk/run/ride route plan must be provided with the Festival and Events Application form to determine exact roads that would be impacted.

Depending upon the roads involved, approval from the Region of Durham, and DRPS may also be required.

In most cases, a parade and/or road occupancy permit will be required. The Event Organizer is responsible for all permits fees, and any associated staffing or pay-duty police costs.

For walks, runs, rides and parades, City staff will determine if Pay Duty Police will need to assist in the road closure or parade. The Event Organizer will be responsible for attending all preliminary meetings to ensure road closure safety with City staff and Pay Duty Police.

For approved events, notification to residents will be handled by the City, including any road signs that may need to be erected to provide detours or no parking notification.

For road closures the Event Organizer is responsible to maintain and occupy access points for emergency services, vendors, and the public during all hours of operation. Marshals and volunteers are not permitted to direct traffic.

Sanitary Facilities / Washrooms

Event Organizers will be responsible for providing sufficient portable washrooms, wheelchair accessible portable washrooms and hand sinks, if the location for the event does not have sufficient facilities to accommodate the anticipated crowds. Durham Health Protection Services will supply guidelines are located online at www.durham.ca

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

Signage

Signs By-law 699/09

Promotional event signage must follow the City and Regional Sign bylaw and be submitted for approval to the City and Region of Durham as required. Approval must be received prior to installation. Permits and licensing are available through By-law Services.

Event Organizers are permitted use of the City of Pickering logo so long, as the City approves any application or use of the City of Pickering Logo prior to production or distribution.

When available the City will allocate City Sign resources to support partner events.

Event Organizers are required to display no smoking signage at outdoor events, and pet-free event signage when the primary focus of the event is the sale or consumption of food.

Smoking

As a festival and event organizer you must ensure that your event is in fully compliant with Regional Smoke Free By-law Number 28-2019.

Event Organizers are required to post no-smoking and no-vaping signs, in a conspicuous manner at each entrance to the Event to indicate that smoking and vaping are prohibited at events on city-owned property. Failure to do so, may result in a fine.

 

Sponsorship

Festival organizers will not solicit or accept sponsors or advertising from companies whose reputation could prove detrimental to the City's public image and/or whose main business is derived from:

  • the sale of cigarettes, cigars or any tobacco product or material;
  • the sale of any cannabis product or material;
  • the sale of an e-substance, electronic cigarette or vapour product or material;
  • pornography 
  • the support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products. 

The City has the right to pre-approve all sponsors/partners, advertising coming onto City Lands and will not allow those who either directly or through third party arrangements, that:

  • violate any City policy or agreement.
  • convey a negative religious message that might be deemed prejudicial to religious groups.
  • promote alcohol and other addictive substances, at venues geared primarily to children.
  • present demeaning or derogatory portrayals of individuals or groups or contain anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence.
  • directly compete with City programs or services (this includes but is not limited to fitness, camps, ice rentals, banquet hall rentals, museums, municipalities).

Organizers may provide partnership/sponsorship opportunities and naming rights for components of their event, or the event title, but may not rename City parks, facilities, roads, or rooms.

Sponsors attending the event to provide activities or outreach must provide all certifications and insurances to the organizers, and be aware of all emergency operation plans.

Sponsorship list approval is available through the Community Events Committee.

Staffing

 

See Alcohol
Management  and/or Emergency Response, First Aid Services and Police for
additional information

Event organizers must include with their event application a staff plan that lists how they will staff all areas of event operation, set-up, and take-down. The staff plan should include a list of sub-committee chairs, areas of responsibility, and required number of support staff and/or volunteers.
Your committee leads can best support event operations if they are provided copies of this guide, and conditions of the permit.

The Event organizer will provide and pay for all personnel and supplies required for its purposes; including but not limited to Pay Duty officers as deemed necessary by the Durham Regional Police Service and City Bylaw Officers.

Staff and volunteers must be adequately trained and certified for the roles they are undertaking, event operations, health & safety, and accessibility standards. See also the alcohol management section for information on staffing liquor licensed events.
Staff and Volunteers must be trained and prepared to enact all emergency and disaster plans. All committee members must be present for the duration of event (set-up, operation and take-down).

Staking, Digging and Locates

 

Ontario One Call
1-800-400-2255

OPG Dig Card
905.839.1151 x4238

In many City parks there are underground utilities buried below the surface of the park. Any tent with pegs/stakes larger than 6-8 inches long will require that utility locates are done prior to the event. The cost and arranging fall solely on the organizer. This also includes carnivals operators looking to ground electrical rides. A copy of the utility locates must be provided to Parks Booking and approved by the Supervisor, Parks Operations, at least 2 weeks prior to event.

Any damage incurred to the utilities or irrigation systems due to the driving of stakes will be charged to the event organizer.

Kinsmen Park and Alex Robertson Park are located on Ontario Power Generation lands. Staking cannot be completed until utility locates have been completed. An OPG Dig Card (apply 60 days in advance) is required.

Tents or Temporary Structures

 

View Staking, Digging and Locates for additional information

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

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

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

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

Traffic & Parking Management Plan

 

See Road Closures & Sidewalk Closures  for additional information

Organizers whose event operations will impact park, facility or on-street parking must work with the City to prepare a Traffic & Parking Management Plan.
The plan will be developed during the approval process, and will consider:

  • a review and identification of Emergency Service and Fire Access Routes
  • availability of parking in surrounding streets and lots;
  • accessible parking spaces
  • entrances and service access
  • traffic flow
  • transit
  • staffing, communication, and signage

Vehicles in Parks

In order to protect the general public as well as the parks for future use, the access of vehicles in park grounds is for the purposes of event set-up and take-down only and will be restricted to designated areas as approved by the City of Pickering.

The Event Organizer is responsible to ensure vehicle access into the park is controlled and monitored throughout the event at all access points. Event Organizers may allow entry to emergency vehicles only during event operating hours. All vehicles moving throughout the event grounds must be accompanied by an event representative wearing a safety vest. Vehicle should have emergency flashers on.

Organizers must include any vehicles to be left in the park area during an event, on the site plan.

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

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

A damage deposit for Community Festivals and Partner Events will be required.

Vendors

Bylaw 6305/04

 

See Tents or Temporary Structures and 

Staking, Digging and Locates for additional information

Event Organizers are permitted to bring in vendors or carnival operators, to sell products or merchandise at the location listed on the permit.

Event Organizers must ensure that vendors possess the required insurances,
technical certifications and licenses to operate. Event Organizers must collect AODA certification form from each vendor, and ensure they are knowledgeable of your emergency operation plans.

Event Organizers shall not be required to obtain a Hawker and Peddler license from the City when an event permit has been obtained.

All vendors are subject to pre-approval by the City prior to being allowed on the Lands. The Event Organizer shall supply to the City a complete list of all vendors and the products that they are selling 2 weeks in advance of the event.

The City has the right to approve the placement of vendors throughout the park.  A draft site plan is due with the application and will indicate the number of vendor spaces to be provided.

A final site plan, including all vendors, must be provided for approval to the City no later than 30 days prior to the event to ensure layout includes clear site lines,
walking paths, and patron safety. Maximum event capacity will be determined based on the contents of the final approved site plan. Organizers are responsible to ensure visitor attendance does not exceed site capacity.

Event Organizers will not solicit or accept vendors or advertising from companies whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from:

  • the sale of cigarettes, cigars or any tobacco product or material;
  • the sale of any cannabis product or material;
  • the sale of an e-substance, electronic cigarette or vapour product or material;
  • pornography
  • the support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products.

The City has the right to pre-approve all vendors coming onto City Lands and will not allow vendors or advertising, either directly or through third party
arrangements, that:

  • Violate any City policy;
  • Convey a negative religious message that might be deemed prejudicial to
  • religious groups;
  • Promote alcohol and other addictive substances, at venues geared primarily to children;
  • Present demeaning or derogatory portrayals of individuals or groups or contain anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence; or
  • Is in direct competition with City of Pickering services, programs or initiatives.

Walk-a-thons / Bike-a-thons (excludes races)

In considering this type of event, it can simplify the approval process and decrease traffic control costs, if existing traffic regulations are to be observed during the event, such as obeying traffic signals, using public sidewalks, speed limits, etc.

Please include your planned route with your Community Festival and Events Application.

Waste Management

The Event organizer will make arrangements for litter control, including the use of any grease and recycling containers to fall within municipal guidelines. Durham Region staff can assist in providing resources in this regard.

The responsibility of debris clean up within the permitted area will be the
responsibility of the permit holder.

The Event Organizer will include in their waste management plan additional waste disposal bins for participants and vendors, designated by waste type, pick-ups throughout the event. Staff will review the location of all services with the Event organizer as part of the site plan submission.

The Event organizer is responsible for ensuring all vendors and participants are properly disposing their waste in the correct containers and bins.

Multiple day events will be required to organize the rental of an appropriate size garbage dumpster(s) or another means to collect and remove the garbage
accumulated during the festival or event.

Post event clean up – The permit holder is responsible for the clean-up and
removal of all debris within the permitted area following the event.

The City will consider requests for the removal of garbage by the festival or event organizer, at the expense of the organizer.

 

Appendix

Accessibility Acknowledgement Form

Accessibility Standards for Outdoor Public Use Eating Areas

Community Event Checklist

Community Festival Checklist

Community Festival and Events Policy

Community Festival & Event Application

Emergency Weather Plan - Events SOP

Event Organizer Marketing Tool Kit

Fire Inspection Checklist (Ribbers / Food Truck)

Insurance Certification Form

Parade Permit Application

Partner Event Checklist

Emergency Response Plan Template

Municipal Alcohol Policy