Revised: October 2018

MUNICIPAL EVENT APPLICATION FOR PERMIT

Thank you for your interest in using outdoor Municipal properties to host your special event.

Please provide as much information as possible and where you are unsure of plans indicate so.

Refer to the Municipal Event Planning Guide for information and guidelines on the Municipal Event Application for Permit process.

Submission Timelines (Deadlines for Submission of Application):

Event Type Criteria & Impact Indicators Deadline

New Major Event Multiple days, impacting multiple municipal sites, road closures, midways, licensed area, or multiple activities) 6 months prior

to requested event set up

Anticipated Attendance 2,500 or more per day

Insurance Coverage $5,000,000 Liability

Damage Deposit Up to $5,000

New Minor Event Single day event or partial day, impacting one municipal site, single or few activities, no road closures)

3 months prior to requested event set up

Anticipated Attendance 750 - 2,499 per day

Insurance Coverage $2,000,000-$5,000,000 Liability

Damage Deposit Up to $2,000

Anticipated Attendance Up to 749 per day

Insurance Coverage $2,000,000-$5,000,000 Liability

Damage Deposit Up to $500

Returning Annual Event

Repeat annual event with no significant changes. Criteria & Impact Indicators above apply.

December 15

IT IS IMPERATIVE TO THE MUNICIPAL APPROVAL PROCESS THAT STAFF RECEIVE

COMPLETED MUNICIPAL EVENT APPLICATIONS, INCLUDING ALL NECESSARY DETAILS & DOCUMENTATION, WITHIN THE STIPULATED SUBMISSION TIMELINES NOTED ABOVE!

Event application submission and approval is at the sole discretion of the Town of Gravenhurst.

Please be advised that staff reserves the right to accept an application in less than the above noted timelines. Event will not be approved for implementation until all documentation is received and all

details are confirmed.

Submission of application does not guarantee approval of event.

If you have questions, please contact the Manager of Recreation Services at 705-687-6774 for additional clarification and information.

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Application Table of Contents 1. Application Checklist (below) ................................................................................................... 2

2. General Terms & Conditions Related to Event Set Up ............................................................ 3

3. Applicant Information ............................................................................................................... 4

4. Event Venues .......................................................................................................................... 4

5. Event Summary & Description ................................................................................................. 5

6. Event Site Plan - MAP ............................................................................................................. 7

7. Emergency Planning ............................................................................................................. 12

8. Event Signage ....................................................................................................................... 12

9. Closures of Municipal Roads and Properties ......................................................................... 12

10. Certification & Final Authorization .......................................................................................... 15

Application Check List

Ensure you have completed and included the following or your application will not be processed.

Completed Municipal Event Application

Contact List for the Event – including Cell Phone Numbers for Primary and Alternate Contacts

Liability Insurance indicating up to $5,000,000.00 coverage naming the Town of Gravenhurst

Deposit Cheque(s) for Facility Rentals, SOCAN Fees, etc.

Detailed Site Plan – indicating locations of any tents, parking, fencing, barricades, etc.

Application to Town Requesting Road Closure

Include the following supporting documents for your event IF APPLICABLE:

Noise By-Law Exemption Request (Refer to Town of Gravenhurst)

Copy of Special Occasion Application (Refer to AGCO or LCBO)

Special Events Food Service Application (Refer to Simcoe Muskoka Health Unit)

Hawkers Peddlers Permit Application (Refer to Town of Gravenhurst)

Refreshment Vehicle License Application (Refer to Town of Gravenhurst)

Tent Building Permit Application (Refer to Town of Gravenhurst)

Declaration that all Vendors/Owners/Operators have been provided with the Fire Safety Checklists (Schedule A)

Thank you for assisting the Town of Gravenhurst with this information. We look forward to working with you to ensure the success of your event!

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General Terms & Conditions related to Event Setup

Reduced Set Up and Tear Down Times for Parking Lot #11– Set Up for all events in parking lots is limited to commencing the day BEFORE the event no earlier than 9am and Tear Down will be completed no later than 9pm on the day OF the event ending.

Event setup in Parking Lot #11 will be restricted to allow for additional parking, Accessible Parking and Pick-Up/Drop Off Zones as noted on the attached map.

Restriction of Vendors placed in front of Fire Hydrants and business loading and unloading zones.

Lots 15 & 16 (located off James Street) can be utilized as designated vendor parking if requested prior to event.

Oversized parking is available at Pratt’s Pit offsite (Parking is at users own risk.). Approval from Town required

Shuttle Services are mandatory for events over 2500 people in capacity. Information on shuttle stops will be available via direct signage and the Town of Gravenhurst Website.

Parking attendants will be required at events over a specified capacity. Event organizers will be responsible for training parking attendants to appropriate parking for the public. Maps will be provided by the Town of Gravenhurst to the event organizer as included with event application.

Lot full signs are to be erected by parking attendants to decrease congestion in high traffic areas during peak event times.

Vehicles or other parked in fire routes, accessible areas, on laneways, roadways or anywhere that damages infrastructure of the Muskoka Wharf are not permitted, may be towed and are subject to applicable fines and charges.

Use of Parking Lot #11 (other than for parking) is only permitted with the rental of the full Wharf Facility.

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1. Applicant Information

Date of Application Submission:

Organization: Contact Person:

Street Name & Number (Unit if applicable):

City or Town:

Prov:

Postal Code:

Phone ( office ):

Phone (Cell):

Email:

Alternate Contact Person:

Phone (Cell):

Email:

Website:

Describe your organization:

Registered Charity Incorporated Non-Profit Incorporated Business

Unincorporated Group (with non-profit goals) Registration#:__________________________

Other: ____________________________________________________________________

Does the Town of Gravenhurst have permission to give your Organizations telephone number to the general public?

Yes No

2. Event Venues:

Please indicate which venues you would like to use for your event. To obtain fee information for any of these sites, please contact Recreation Services or visit www.gravenhurst.ca

Muskoka Wharf:

Cockburn Square & Gazebo Lion’s Pavilion Dock B

Special Events Field Multi-Use Court Dock C

Baseball Diamond Entire Site

Gull Lake Rotary Park:

Ticketed/Gated Park Un-ticketed/Un-gated Park Baseball Diamond

Heritage Square

Street: (Street Name, from what point/intersection to what point/intersection?

Other location(s):

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3. Event Summary & Description

Name of Event:

Event Category:

Athletic Event BIA/Chamber Event Fair/Midway/ Amusements

Concert/ Performance Fundraising Event/ Walk Parade

Arts/Cultural Festival Consumer/Trade Show Festival/Celebration

Other: __________________________________________________________________

Description of Event: What are you planning to do? What is event about? What do you hope to achieve? (Maximum 300 words. Submit supporting information as attachments, if required)

Event Activities / What specific activities are planned &/or anticipated: (Submit supporting information / itinerary as attachments)

Anticipated Event Attendance: #’s ________ per day #’s _______ whole event

Event Set Up/Preparation Date(s):

1. ___________________________

2. ___________________________

From:

_______ am / pm

_______ am / pm

To:

_______ am / pm

_______ am / pm

Event Date(s):

1. ___________________________

2. ___________________________

3. ___________________________

4. ___________________________

From:

_______ am / pm

_______ am / pm

_______ am / pm

_______ am / pm

To:

_______ am / pm

_______ am / pm

_______ am / pm

_______ am / pm

Event Dismantle/Clean Up Date(s):

1. ___________________________

2. ___________________________

From:

_______ am / pm

_______ am / pm

To:

_______ am / pm

_______ am / pm

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Do you require the Town to supply Barricades &/or Fencing?

(Town has max 300’ of Moduloc Fencing)

Yes No # of Barricades Requested: ________

Lin. Ft of Snow Fencing: ________ ft.

Lin. ft. of Moduloc Fencing ________ ft.

Do you plan to provide portable toilets at your event?

Yes No # of portable toilets: ___________

You are responsible for delivery, pick up & cleaning of portable toilets.

Do you require the Town to supply Garbage/Recycling Cans?

Yes No # of Garbage Cans Requested: ______

# of Recycling Bins Requested: ______

Will you be contracting a waste management company (temporary waste services / dumpsters, etc.) to remove the garbage, organic waste and/or recyclables?

Yes No You will be responsible for all waste management during the event period. Fee may be applied if waste is not picked up.

Name of waste management company:

What recycling program will you have in place (recycling containers, signage, recycling centers, emptying and storage or recyclables)?

Please indicate location of the dumpsters on your site plan

What waste containers will you use (containers, garbage bags, dumpsters) and how many?

How will you control litter (schedule to empty containers, locations for waste storage bins)?

Will your event be held rain or shine?

Rain Date(s) (if applicable):

Is this event private or open to public? Private Public

How are you going to advertise your event to the community to promote inclusiveness and participation?

Social Media Television Posters

Event website Radio Print Media

Will you be charging admission to your event?

Yes No

If Yes, explain:

cost to participants?:$ __________

cost to spectators?: $ __________

How will you be selling tickets to event and who will be the ticket provider?

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4. Event Site Plan - MAP

An Event Site Map provides a great visual of your event. Please include as much information as you can on your site map. To ensure appropriate review of your event, please provide a map/sketch of the event area identifying locations of the following:

Components Included?

Event administration location(s) Marshalling/staging areas Yes No n/a

Emergency incident command location(s) Yes No n/a

Emergency incident response resource (people/equipment/facilities) locations Yes No n/a

Structures (tents, stages, fencing, accessibility) Yes No n/a

Designated public parking and accessible parking areas Yes No n/a

Public access points, accessibility & exits (queueing areas) Yes No n/a

Designated event vehicle parking/standing areas Yes No n/a

Garbage Cans / Recycling Bins / Dumpsters Yes No n/a

Restricted access areas Yes No n/a

Hazardous areas Yes No n/a

Emergency mustering locations Yes No n/a

Emergency exits Yes No n/a

Detour Routes / Traffic Control Locations Yes No n/a

Truck Routes Yes No n/a

Detour Signage Yes No n/a

First aid locations Yes No n/a

Washroom / Accessible Washroom / Portable Toilet Yes No n/a

AGCO (licensed areas - access points & controlled areas) Yes No n/a

On-site cooking, barbecuing & fuel storage (indicate type). Yes No n/a

Fireworks or Pyrotechnics1. (Type?) Yes No n/a

Will you be erecting tents2 for the assembly of persons or temporary structures? Locates will be required

2 Indicate where? Size(s)?

Yes No n/a

1 Fireworks or pyrotechnics requires a Display Fireworks Event Approval Form or Pyrotechnics Fireworks Event Approval Form

2 Locates are required before staking and erecting fencing and/or tents. Please submit a detailed site plan

outlining the locations for fencing and/or tents. Town Staff will arrange for the appropriate locates based on your site plan submission. Failure to submit a site plan could result in your event not being approved.

For more information about site plan sketches/drawings please review Section 11 of the Municipal Events Guidelines.

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EVENT COMPONENTS

There are various permits and approvals that must be obtained in order to incorporate specific elements into your event. Based on the information you have provided on the Municipal Event Application, Staff will advise you on any additional paperwork that must be completed to secure the applicable permits and approvals required for your event on Town property.

Do you require access to power? Municipal Staff needs to know if your event has power requirements so that we can confirm that the site you wish to book has access to electrical plug-ins.

Yes No

Will your event have amplified noise? If your event is outside and amplified by live music / speakers you must remain in compliance with the Town of Gravenhurst Noise Bylaw 2005-029: To request for a Noise Exemption please complete the Noise Bylaw Exemption Application.

Yes No

If Yes: You will be required to apply for a “Noise Exemption”:

If Yes, amplified sound will be used for what purpose:

Radio* Pre-Recorded Music*

Announcements Performer(s) / Band(s)* Radio* Disc Jockey*

If your event will be hosting Live Music, indicated Date(s) and Time(s) of Shows:

Will Alcohol be served? If yes, include map of fenced off area where alcohol will be served. If you wish to have alcohol at your event you will need to adhere to both provincial and municipal guidelines to ensure that you are legally permitted to serve alcohol. All alcohol licensing is handled by the Alcohol and Gaming Commission of Ontario (AGCO). The AGCO website (agco.on.ca) will outline regulations, procedures and information related to Special Occasion Permits and Temporary Liquor License extensions. You will not be permitted to serve alcohol on Municipal property without applying for and obtaining a license from the AGCO. For more information contact the Alcohol and Gaming Commission of Ontario: Toll-Free:1-800-522-2876 or customer.service@agco.ca. The Town of Gravenhurst has a Municipal Alcohol Policy that encourages the safe consumption of alcohol on Town property.

Yes No

Will you be using a Tent of Temporary Structure? All commercial tents are required to comply with the provisions of the OFC (Ontario Fire Code). There are permits and approvals that must be obtained for you to erect tents or temporary structures on your event site. The permits exist to ensure that tents are fireproof, have emergency exits and are positioned to facilitate calm and orderly evacuation should an emergency arise. If yes, additional paperwork and regulations will apply to the installation of tents or temporary structures at your event. You will be required to fill out the following forms: Building Permit, Fire Safety Plan For Tents Form, Temporary Tent Requirements Form

Yes No

Will you be using any Inflatables (eg. Bouncy Castles)? The Town of Gravenhurst Municipal Bylaw Department needs to ensure the health and safety of the public if these types of elements are including in your event.

Yes No

If yes, please provide the service provider:

Will there be Merchandise/Craft Vendors at your event? There are additional permits and approvals required for vendors at your event. By checking this box on your Municipal Event Application you will alert us to your request. Additional paperwork will follow when event has been approved.

Yes No

Is your event a Fundraiser? Raffles, Bingo, or 50/50 Draws are subject to a lottery

licenses (Silent Auctions are exempt). The Town of Gravenhurst Bylaw Department must follow provincial regulations that are set out by the Alcohol and Gaming Commission of Ontario when it comes to allowing these activates to take place. There are permits and approvals that must be obtained for you to include lottery at your event. By checking this box on your Municipal Event Application you will alert us to your request. Additional paperwork will follow when event has been approved. For more information go to gavenhurst.ca/yourtownhall/lotterylicensing.asp

Yes No

Will you be displaying signs and or banners at the event? Please refer to Town of Gravenhurst Sign Bylaw 2017-137

Yes No

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Please sketch out general location of all event details, pertinent information and amenities. (For your convenience Aerial Site Plans for the Muskoka Wharf – Cockburn Square, Muskoka Wharf Athletic Field and Gull Lake Rotary Park are attached as Schedule ‘B’ ~ Schedule ‘C’ ~ Schedule ‘D’

Have you attach an event site map to your application YES

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5. Emergency Planning

Identify/Describe your on-site contingency/emergency plan in the event of a localized emergency incident (large impact on site accident / inclement weather / etc.)? Please note: the event organizer is responsible for any cancellation of events for circumstances such as inclement weather, etc. and NOT Town of Gravenhurst staff.

How will your contingency/emergency plan be communicated prior to the event? ….. and on site

during the event?

Describe resources you will have in place to manage an issue on the day of event?

(i.e. Weather? Security? Missing Person/Child? Medical?)

Evacuation / Crowd Management / Traffic Flow Management Plan:

(What locations will be available evacuating people to if area needs to be evacuated?)

Who is your Lead Contact? Name:_____________________________

Cell Number: ( _____ ) _______________

Please identify all of the above on your event site maps.

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HAZARD IDENTIFICATION, PREVENTION, RISK ASSESSMENT AND MANAGEMENT

Please identity any perceived risks and hazards associated with the event.

Identify risks and hazards associated with the event and prevention/risk reduction methods using the risk matrix (below) Attach additional table if required.

Yes No

Or attach a separate table/diagram Yes No

Hazard / Risk Potential Harm or Loss

Probability L M H

Impact L M H

Prevention/Risk Reduction Actions

Is Risk Managed? Next Steps

Some hazardous operations may require Fire Department approval or paid Fire Department Personnel in accordance with the fees and services by-law.

6. Insurance

Do you require purchasing liability insurance through the Town of Gravenhurst? If YES - Town Staff will provide you with our Risk Management Coordinator to determine your Insurance Rate. Additional fees will be included as an extra fee on your rental contract.

Yes. No

Will you be providing your own Certificate of Insurance listing the Corporation of Town of Gravenhurst as additionally insured? If NO - explain how your insurance will be addressed.

Yes No,

The responsibility for a safe, well-managed facility rental and/or event is the responsibility of the event organizer. : No person or entity shall hold, organize or sponsor any event or activity on Town property or other

public facilities unless the municipality has been provided with necessary insurance coverage for such event or activity

Users that do carry insurance must provide a Certificate of Insurance with a five million ($5 million) liability coverage naming the Corporation of The Town of Gravenhurst as an additional insured.

Users who do not carry insurance coverage can purchase through a program offered by the Town of Gravenhurst that is available by our Insurance Company as part of the Facility User Rating Guide Prices vary per event.

All renters are responsible for any insurance premiums associated with their event including tax and administration fees. Premiums will vary depending on the event. In the event of any claims the renter shall have the sole responsibility and obligation to pay the insurance deductible

The Corporation of the Town of Gravenhurst requires that ALL the following information be included on the “Certificate of Insurance”. Please advise your insurance provider of these requirements as failure to include this info on your Certificate of Insurance will render it invalid for municipal event purposes and can result in delays in your approval and possible cancellation of your event:

• Name of Insurer (the insurance company) • Policy number • Term of Policy • Type of Policy: General Liability Policy • Limit of Policy: $ 5,000,000.00 per claim or occurrence basic/ or as determined by the Risk Management Coordinator. • Name of Insured (The "Named Insured on the certificate must be the same as the organization that is listed as the organizer on the Municipal Event Application.) • Add the Corporation of the Town of Gravenhurst as an "Additional Insured" • Description of event and Activities to be insured (i.e. event/parade/etc.) • Dates and Times of Event (include set-up and strike dates) • Signature of insurance provider or broker

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7. Event Signage

In order to place directional or promotional signage for your event, you must receive approval from the Town prior to the placement of signs. Please be advised that for some locations approval from the District of Muskoka may be needed. Please include the following information:

Description of Sign:

Size: ________________________ Composition: _____________________________ Wording: __________________________________________________________________

__________________________________________________________________________

Locations to be placed:_______________________________________________________

__________________________________________________________________________ Date signs will be placed:________________ Date signs will be removed: ______________

8. Request Closures of Municipal Roads or Properties

Please read the following section carefully. It is important to include all Town of Gravenhurst Roads and District Roads that will be affected by your event. District roads require application approval from the District. Note: Applications for Road Closures must be submitted to the appropriate authority a minimum of 60 days from the event.

Do you require a Town Road Closure?

Yes. Fill out Road Closure Details Section 1.1. Provide Map

No

Will you be using any Municipal Parking Lots for event operations?

Yes. Fill out Parking Lot Closure Details Section 1.2. Provide Map

No

Do you require a District Road Closure?

Yes. Fill out District Road Closure Details Section 1.3. Provide Map

No

Have you contacted the District to apply for a Road Closure Approval?

Yes. If so, provide date you applied MM/DD/YYYY No. Contact 705-645-6764. Make Application for District Approval

Will Barricades be required for your road closures?

Yes. No

Will off Duty Police Officers be required?

Yes No

Will you be using a local waterway or body of water to host all or portion of your event?

Yes. Fill out Waterway Impact Details Section 1.4. Provide Map

No

What advance notice is proposed to inform the public of proposed closures?

Be specific (i.e. inform abutting land owners, advertise, radio, print advertise, social media, etc.)

NOTE: Access for emergency vehicles and fire Department apparatus must be maintained at all times.

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1.1 MUNICIPAL ROAD CLOSURES

Please fill out the following Road Closure information. If you need to provide additional closure information, please copy and paste the form fields as required.

Municipal Road 1

Name of Street: From: To:

Date of Closure:

Time Closed: Time Open:

Reason for Closure: Describe how you wish to use the road:

Type of Closure: Full Road Closure Partial Road Closure Rolling Road Closure

Municipal Road 2

Name of Street: From: To:

Date of Closure:

Time Closed: Time Open:

Reason for Closure: Describe how you wish to use the road:

Type of Closure: Full Road Closure Partial Road Closure Rolling Road Closure

*To add additional closure information, please copy and paste the above form fields.

1.2 MUNICIPAL PARKING LOT CLOSURES

Please fill out the following Parking Lot Closure information.

Parking Lot ___

Name of Street where parking lot is located:

Date of Closure:

Time Closed: Time Open:

Reason for Closure: Describe how you wish to use the parking lot:

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Parking Lot ___

Name of Street where parking lot is located:

Date of Closure:

Time Closed: Time Open:

Reason for Closure: Describe how you wish to use the parking lot:

*To add additional closure information, please copy and paste the above form fields.

1.3 DISTRICT ROAD CLOSURES

Please fill out the following District Road Closure information.

District Road 1

Name of Street: From: To:

Date of Closure:

Time Closed: Time Open:

Reason for Closure: Describe how you wish to use the road:

Type of Closure:

Full Road Closure Partial Road Closure Rolling Road Closure

*To add additional closure information, please copy and paste the above form fields.

1.4 WATERWAY USAGE / CLOSURES

Please fill out the following usage/closure information.

Waterway Name of Lake/River/Body of water:

Location or general area to be used.

Date of Usage/Closure:

Time in use / closed: Time Open:

Reason for Closure: Describe how you wish to use the waterway.

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9. Certification & Final Authorization

It is vital that as the event organizer that you read and understand both the Municipal Event Guidelines and the Municipal Event Application Form. We also need to ensure that the information you are providing is accurate to the best of your ability in order to properly facilitate and support your event. If there are any minor alterations or changes to your Municipal Event Application that may represent a significant shift to the event or impact upon the required space and services, it is imperative that you notify the Recreation Services Division of these alterations or changes a minimum 30 days in advance of your event. The Town of Gravenhurst reserves the right to revoke any approvals or permissions based on alterations or changes that render the event unsafe.

I have read and understood Municipal Event Guidelines

Yes

No

I have read and understood the Municipal Event Application Yes

No

I acknowledge that all the information contained in this application is, to the best of my knowledge, accurate

Yes

No

I understand that failure to produce completed, approved and required documents may hamper the review of this application and result in a denial of event implementation.

Yes

No

Event Organizer or Authorized Signing Officer (Please Print Name) :

Signature: (I have authority to bind the corporation/organization)

Date:

If you have any questions or require assistance in completing the Municipal Event Application, please contact the Manager of Recreation Services @ 705-687-6774 or by email: recreation@gravenhurst.ca

PLEASE SUBMIT COMPLETED APPLICATION TO:

Manager of Recreation Services

Town of Gravenhurst - Gravenhurst Centennial Centre 101 Centennial Drive, Gravenhurst, ON P1P 1B7

Phone: 705-687-6774

recreation@gravenhurst.ca

Personal information collected on this form is pursuant to the Municipal Act and is used during the Municipal Event Permit process. It may be shared with the Town of Gravenhurst, District of Muskoka, Ontario Provincial Police, Simcoe Muskoka District Health Unit and other external stakeholders. It will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, C.M.56. Questions about this collection should be directed to the Manager of Recreation Services, Town of Gravenhurst 3-5 Pineridge Gate, Gravenhurst, ON P1P 1Z3, (705)644-6774.

16 Schedule A

Declaration that all Vendors/Owners/Operators have been or will be provided with the Fire Safety Checklists

17 Schedule B

Aerial View of Muskoka Wharf - Cockburn Square

18 Schedule C

Aerial View of Muskoka Wharf Athletic Field

19 Schedule D

Aerial View of Gull Lake Rotary Park