2010 – SPECIAL EVENT APPLICATION - CITY OF HAMILTON
Festivals, Parades, Races, Walkathons, Temporary Road Closures
Return to: SPECIAL EVENTS OFFICE
77 James St. N., Suite 305, Hamilton, ON L8R 2K3
Phone: 905-546-4646 Fax:905-540-5511
E-mail:
PURPOSE of the Special Event Application
The Special Events Application must becompleted in order to receive approvals to operate an event on City Property. The management of special events on municipal properties requires the coordinated efforts of municipal staff to ensure safe event operation and adherence to applicable by-laws, policies and procedures.
Applications must be received 90 Days in advance of the event to insure all appropriate approvals are acquired. This application does not guarantee park space, road closure approvals, AGCO approvals, requests for funding etc. All applications for full road closures or park usage are subject to final approval by City Council. Assistance for Event Road Closure Services and/or grants are to be received by October 14, 2009on Community Partnership Application found at:
Step One: Special Event Application
Complete and return to the City of Hamilton, Special Events Office at least ninety (90) days prior to your event. Please keep in mind thatacceptance of your application should in no way be construed as final approval orconfirmation of your request.Throughout your review process you will be notified if your event requires any additional information, permits, licenses or certificates. During our initial application screening process you will be allowed time to provide us with pending documents (e.g. certificate of insurance, secondary permits, etc.). We must receive these items before approving your Special Event Application. Delays in providing these items often delay our ability to finish our review process and approve your application in a timely manner.
Step Two: Application Review
The Special Events Office will distribute copies of your application to the Special Event Advisory Team (SEAT*) made up of staff from various departments within the City affected by your event. Each department will review the application only if all forms are completed and all necessary information and supporting documents are included. There will be no exceptions. You will be contacted individually by these departments if they have specific questions or concerns about your event.
• Special Events Advisory Team consists of City of Hamilton staff representing the various departments that may provide a service for an event. These SEAT members review the Special Event Application and offer suggestions and recommendations for approval or denial. SEATmeets once a month to review applications.
Representatives from the following City departments attend SEAT meetings:
Revised: July 2, 2009
- Special Events Office
- Public Works –
- HSR
- Traffic Operations
- Operations & Maintenance
- Waste Management
- Capital Planning & Implementation
- HamiltonPolice Service
- Public Health
- Licensing / Noise / Bylaw / Parking
- Emergency Medical Services
- Electrical Safety Authority
- Film
- Fire
Revised: July 2, 2009
When a completed Special Event Application has been reviewed, the Special Events Officemay schedule your attendance at a Special Event meeting.
Step Three: Application Notification of Approval or Denial
Notice of action on application:
The Special Events Office shall normally approvea Special Event Application within two weeks of a S.E.A.T. meeting and if all requirements are fulfilled, notify the applicant of the decision via an approval letter by e-mail or mail if the applicant has not supplied an email address.
Revocation of Event Approval (prior to event occurrence):
Event Approval may be revoked at the discretion of the Special Events Office upon consultation with the appropriate S.E.A.T members, when the health or safety of thepublic is threatened by an emergency, disorder or other unforeseen conditions thathave arisen.
Revocation of Event Approval (during event occurrence):
Event Approval may be revoked during an event. If Event Approval is revoked, theevent must be cancelled and activities must be terminated immediately. The SpecialEvents Office designee has the responsibility to revoke a permit for reasons of health,inclement weather, or public safety. This will be determined by the Event Supervisorafter consultation with S.E.A.T.
Insurance
Applicants MUST supply certificate of insurance, 14 days in advance of the event, meeting City requirements – minimum of $2 million Commercial General Liability Insurance per occurrence naming The City of Hamilton as additional insured. This limit may increase depending upon the elements of an event.
Alcohol
NEW alcohol requests must seek permission a minimum 90 daysin advance.NO ALCOHOL is permitted in any City owned property (i.e. Facility, Park, Road) unless permission is granted by City Council.
Event organizers who have already received approval to serve alcohol at their event must complete an application to receive a “Letter of No Objection.” The application can be found at Please complete the application and send by e-mail to or by fax to (905) 540-5511.
Guidelines / By-laws
All applicable City By-laws must be upheld by event organizers. Please ensure your application is complete so that staff can advise you on specifics. Applications and guidelines on Special Events can be found at:
Community Partnership Program
Grants to assist, either Cash or Event Road Closure Services must be applied for by October 14, 2009in order to be considered for funding of certain City Service costs. Failure to do so will result in the applicant bearing all City Service costs for hosting the event. Community Partnership Program– Applications can be found at:
Food Vendors
Food Vendor Permits for Special Events will be issued by City of Hamilton Public Health Department for a $26 fee. All event organizers having food served or sold at their event must apply to Public Health for a Special Event Permit 14 days in advance of the event.
Lotteries, 50/50 Draws, Raffles, Bingo
A license will be required for these types of activities. Information can be found at
Definitions*
SEAT – Special Events Advisory Team includes staff from various City Departments & Divisions
Participants - Someonewho takes part in the event. Eg. Runners in the Around the Bay Race
Volunteers– Someone who takes part in assisting with the delivery of the event
General Public – Eg. Spectators at parades, races, visitors at Festivals
Fee Charges – You are charging the public a fee for things such as admission, parking - Please specify details and dollar amount.
Electrical - Involving or concerned with electric cables or circuits, or parts powered by electricity, access to power at parks
Power Requirements - Use of any electronic devices for the production, reproduction or amplification of sound or live music
Tents/Temporary Structures– permits may be required for erecting tents, temporary structures (stages, scaffolding)
Amusement Rides –Bouncy inflatables and/or carnival rides
2010 – SPECIAL EVENT APPLICATION - CITY OF HAMILTON
Festivals, Parades, Races, Walkathons, Temporary Road Closures
CONTACT INFORMATION (Please Print Clearly – Incomplete applications may be delayed)
Organization: Lynden Canada Day Committee______Contact Person: ____Harry Droogendyk_____________Phone (day) 519-647-2472
Address: _____PO Box 212______Phone (evening): 519-647-2472
City: ______Lynden______E-mail:
Postal Code ____L0R1T0 ____________Website:Charitable Org #:Event Phone:
(If applicable)
Fax: _____519-647-0510____________
Alternate Contact: Harold Kuret (519) 770-4117
(It is recommended that an alternate name & telephone number be provided)
** Do you grant the City of Hamilton, Special EventsOffice permission
to give your telephone number to the general public Yes No
LOCATION
CityPark Name: ___Lynden Road ( South Community Park ), South Lions Park______
Building/FacilityName/Area: ______
Road (s) Road Closure Required?: Partial Full see attached map
DATE / TIME
EVENT TIMEThis is the time your event would be ready to accept participants or general public. / Event Begins
DATE: _July 1, 2010_________________
TIME: ____8:00 AM____________ / Event Ends
DATE: ____July 1, 2010 ____________
TIME: _____11:00 PM____________
SET UP TIME
When do you want the area reserved for your organization to ensure you have adequate time for set up and tear down. / Set Up Start
DATE: ___ June 30, 2010___________
TIME: ____8:00 AM ____________ / Tear Down End
DATE: ____July 2, 2010____________
TIME: _____2:00 PM____________
The collection, use and disclosure of personally identifying information submitted on this form is governed by the Municipal Act, R.S.O. 1990, C.M.56 and will be used to facilitate the request to host a special event within the City of Hamilton. Applicants may, from time to time, be contacted by the City or a City-contracted third-party for the express purposes of gathering information about the proposed event, assessing satisfaction and/or obtaining feedback on services related to special events. Questions about this collection should be directed to the Supervisor of Special Events, Culture Division, 77 James Street N., Suite 305, Hamilton, Ontario, L8R 2K3, (905)-546-2424 x7612
EVENT DETAILS
TYPE OF EVENT
Parade Cycling Festival/Event
Run Walkathon Other (specify) ______
ESTIMATED ATTENDANCE(please estimate all that apply)
Participants # ___200______Wheelchair Accessible Yes No Bands # ____3______For events on City Property are you seeking
Vehicles/Floats # ____50______approval to charge:
Volunteers # __50______Admission Yes No
General Public # _1500______Parking Yes No
Is this event: Open to the Public
For Invited Guests only
EVENT ELEMENTS (complete to ensure proper permits are processed)
Power Requirements* Yes No FireworksYes No Sound Amplification Yes No Alcohol Yes No
Access to power if possible Yes No Lottery, Raffle, 50-50, Bingo Yes No
Live Music Yes No
Tents/Temp. Structures Yes No Size of tent(s): ______
Amusement Rides Yes No Provider: ______
Inflatables Yes No Provider: ______
FOOD & BEVERAGE
Will there be food & non alcoholic beverages sold? Yes No (continue to next page)
Number of Food Stands at the Event (Note: $26 charge per vendor) ___1______
Food stand locationsIndoor Outdoor Inside & Outside
What kinds of food will the Stands be selling? (check all that apply)
Revised: July 2, 2009
Chicken/seafood
Rice/pasta dishes
Pop, chips, candy
Hotdogs/hamburgers
Soups/chilli
Salad
Other meats
Baked goods
Other foods (please list) __Candy Floss______
Revised: July 2, 2009
WASTE WATCH Help us meet the City of Hamilton’s waste diversion target!
Events hosted on City of Hamilton property must participate in the Special Events Waste Management
Protocol, by requesting blue barrels, garbage cans, bags and large roll-off bins (if event size warrants).
RECYCLINGGARBAGE
Blue Barrels *# ______12______Garbage Cans *# ____12______
Location for Delivery Lynden Community Centre Park, Governors Rd ______City issued bags # ______(fee)
Date/Time for Delivery__June 30, 2010 AM______
Note delivery for Green Garbage Cans off of Parks sites will be charged. Recycling barrels not emptied
or not returned will be charged to organizer. Fee of $100-150 will be charged for providing roll-off bins.
EVENTS REQUESTING ROAD CLOSURE
Road closures must be approved by City Council. Once City Council has approved your road closure, changes cannot be made to your route without notification to SEAT as a secondary Council Approval will have to be sought.
Has your Organization applied to the City of Hamilton’s Community Partnership Program for Cash or Event Road Closure Services?Yes No Amount requested $__4000.00______
Full Road Closure ($549.40): Yes No Partial Road Closure ($206.68):Yes No Number of Lanes:
Sidewalk Only: (no fee) Yes No
The Road Closure Fee is an administration fee only for the preparation of the report to City Council for road closure approval. Rates subject to change.
A detailed map of road closure MUST be included. Applicants must notify abutting properties of the closure at least 14 days in advance of the event. This notification letter must be approved by SEAT. If there are any SPECIAL REQUESTS that you would like SEAT to consider, please outline them on a separate paper and attach
DEFINE THE CLOSURE LIMITS – ATTACH A DETAILED MAP
PLEASE NOTE: Grants for Cash and/or Event Road Closure Services – (ie. policing costs, road closure barricading and signing costs, etc) must be applied for under the Community Partnership Program –
. Applications for 2010 events are due October 14, 2009. Organizations that do not apply by the deadline or those organizations that are ineligible to apply will be subject to pay the associated costs for hosting the event.
I have read and understood the Special Events Application.
I will notify the Special Events Office of any changes to my event application at least 21 days in advance of the event.
______Harry Droogendyk______ Oct 10, 2009________
Event Organizer SignaturePrint Name & Date
Revised: July 2, 2009