Special Events Application and Planning Guide

The City of Belleville encourages all event organizers to make their events as diverse and inclusive as possible, and to ensure their events are a safe space for all attendees to enjoy.

Consider the following diversity and inclusion elements when planning your event to help people feel welcomed, respected and valued, and to foster a sense of belonging and engagement:

The explanations below come from the Government of Canada Communications and Community Office.

Equity: The principle of considering people's unique experiences and differing situations, and ensuring they have access to the resources and opportunities that are necessary for them to participate in an event. 

Diversity is expressed through factors such as backgrounds, culture, ethnicity, religion, sex, gender, sexual orientation, age, language, education, physical abilities and disabilities, family status, socio-economic status, skills, perspectives, and experiences that are representative of Canada’s current and evolving population. 

Accessibility is about creating events that proactively address barriers that can exclude or marginalize people, such as those who have physical or mental disabilities. 

• Is diversity reflected in the choice of presenters, speakers and performers?
• Are there a variety of activities to appeal to diversity in learning styles?
• Is diversity present in promotional materials, pictures and graphics?
• Do your event materials take into consideration non-native or non-English speakers?
• Is your event a safe space for all people on the gender spectrum?

View Accessibility Resources

Alcohol is not permitted at any event unless proof of a valid liquor license is provided by the permit holder to the Municipality and is always available onsite at the event. 

Visit the Alcohol and Gaming Commission of Ontario (AGCO) to apply for a Special Occasion permit (SOP), which allows for the sale and service of alcohol at events. You must follow all guidelines or conditions implemented by the AGCO and Liquor Control Board of Ontario (LCBO). 

The City's special event liaison can can assist you with providing a template and contact information for the required SOP notification letter that must be sent to the AGCO and local authorities.  All licensed events must comply with the conditions of the Municipal Alcohol Policy. 

Outdoor Events

For outdoor events to obtain an SOP, approval is required from the City of Belleville in the form of a Resolution of Council deeming the event to be of municipal significance. This can be obtained through the special event application process.  

Resources

Smart Serve

AGCO

Mechanical amusement rides and inflatables are governed by the Technical Standards and Safety Association (TSSA) which administers and enforces public safety laws in the Province of Ontario. In order to have mechanical amusement rides and inflatables a community event appropriate TSSA certification and insurance is required.

Mechanical amusement rides and inflatables with the appropriate TSSA certification and insurance are permitted at select City outdoor facilities.

Anchoring

All inflatables must be securely anchored using approved weights (i.e. water barrels, sand bags). All anchors are subject to the approval of the City of Belleville prior to installation. Staking or spiking into the ground, grass or concrete/pavement is not allowed.

Insurance

Events with inflatables and/or amusement rides shall provide to the City proof of Liability Insurance coverage in the amount of $5 million naming the “Corporation of the City of Belleville" as an additional insured. 

The City also requires to receive a certificate of Commercial General Liability Insurance from the mechanical rides/inflatables supplier company in the value of $5 million naming the “Corporation of the City of Belleville” as an additional insured.

TSSA certificates and licenses

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

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

Depending on the type of event, a damage deposit may be required. The deposit amount is determined by the city and will be indicated on the event permit.

If a security deposit is required, payment can be issued in the form of cash, certified cheque, credit card, or money order, made payable to the Corporation of the City of Belleville.

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

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

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

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

Events appearing on municipal property shall be consistent with the principle of respect for the dignity and worth of all persons and must comply with City's RZone Policy.

If you require additional electrical tie-ins, an ESA inspection is required (additional fees could apply).

Generators

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

The City of Belleville does not typically waive fees. There is a grant program to assist organizers in hosting events.

You must have approval of all event fencing before installation. If you would like to install temporary fencing, you must indicate the positioning of all fence lines on your site plan/map. 

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

Fireworks and open air burning

Fireworks
Special approval for fireworks is required as per the City of Belleville By-law 2022-129 Part 6, the public display of fireworks in Belleville outside of Victoria Day or Canada Day without expressed written consent from the Fire Chief.

Open Air Burning

As outlined in the City of Belleville By-law 2021-12

A community not-for-profit organization, school, religious Institution or a resident may apply in writing to the Fire Chief or a specific event permit to conduct open air fires for cultural, religious or recreational specific event and if they ensure all of the following conditions are met:

• No person shall conduct a specific event fire without obtaining a permit.
• All conditions as set out on the permit and approval are followed.
• The person or organization issued the permit has the necessary means immediately available at the site of the permit to extinguish the fire or to limit its spread and if necessary, summon Belleville Fire & Emergency Services.
• Authorization approval issued is valid only for the time(s) and day(s) set out on the issued Authorization to Burn.
• That the person present and in control of the Specific Event Fire is the person identified in the Burn Permit and/or the authorization from the Chief Fire Official.

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

Events expecting more than 500 attendees should:

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

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

Event organizers must advise the City of all food to be available for public consumption at the event, including: food vendors, food sampling, giveaways, food for volunteers, etc.

Events offering food services are required to notify and receive approval from the South East Health Unit.

• Event organizers must complete the Special Events/Farmers’ Market – See link above
  
• Food vendors must complete the Special Events/Farmers’ Market – See link above
  

Food Handler Certificates

As of July 2018, the Ontario Food Premises Regulation 493/17 requires all food service premises to have a certified food handler onsite at all times. A food service premises is any food premises where meals or meal portions are prepared for immediate consumption or sold or served in a form that will permit immediate consumption on the premises or elsewhere. Events offering food services are subject to this requirement.

For anyone preparing and/or serving food an event must provide to the City proof of Liability Insurance coverage in the amount of $5 million naming the “Corporation of the City of Belleville" as an additional insured. 

Licensed food vendors and food trucks are welcome at events at designated locations in the City of Belleville.

Events that will be offering food services are required to receive approval from the South East Health Unit. Every food vendor must also receive approval from the South East Health Unit. All food trucks and refreshment vehicles in the City of Belleville must also have a valid business license.

Event organizers, food vendors and food trucks are responsible for ensuring the proper provision of the following:

• Access to water (approval of City required)
• Access to electrical, if required (approval of City required), subject to ESA inspection
• Proper waste disposal practices
• Proper disposal of grease and grey water
• Handwashing stations and related cleaning requirements

To receive a license to have food trucks or vendors at your event please contact the City of Belleville's Licensing Officer at 613-967-3200 ext 3246

We are committed to assisting not-for-profit and other community organizations based in Belleville who promote the well-being of our community. Review the list of grants available as part of the program. Read our Grant Policy for more information about eligibility, how to apply, and the application process.

You must ensure to have adequate liability insurance for the event. You should consider all event components when reviewing insurance requirements, including all vendors, food merchants, performers, and all programming elements. 

All events require appropriate liability insurance coverage in the minimum amount of $5,000,000 with the Corporation of the City of Belleville named as an additional insured. Evidence of appropriate coverage must be provided prior to the event. The Corporation of the City of Belleville reserves the right to request a higher level of insurance coverage to ensure appropriate coverage has been obtained. 

Please use the following when listing the Corporation of the City of Belleville as an additional insured: City of Belleville (169 Front Street, Belleville ON K8N 2Y8).

Options to obtain necessary insurance coverage include contacting your personal insurer or local brokers.

Land Acknowledgment

A Land Acknowledgement is a formal statement that recognizes the relationship between Indigenous peoples and their traditional territories; it is a small yet significant way to show respect and acknowledge the presence of Indigenous peoples past and present. Please consider opening your event with a Land Acknowledgement. 

Lighting requests come through the Mayor's Office and are reviewed and/or approved by the Mayor. If approved, staff will schedule the lighting of the Bridge Street Bridge, Fire Station 1 Memorial and the BELLEVILLE sign for the preferred timeline and colours. Messaging may also be displayed on promotional signage at the Quinte Sports & Wellness Centre and West Zwick's Park. Complete the lighting request application form.

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

Resources

• Alcohol and Gaming Commission of Ontario

To obtain a lottery, raffles or game of chance license please contact the City of Belleville's Licensing Officer at 613-967-3200 ext 3246.

When your event is approved, please upload your event information to the online calendar.

Your event can also be displayed on the marquee signs located at the Quinte Sports and Wellness Centre and Zwicks Park free of charge 10-14 days before your event. If additional days are desired, paid advertising is available.

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

Learn more about the Noise Bylaw. For requests for noise bylaw exemptions, please contact 613-967-3228

For events requiring the services of paid-duty police officers, you must arrange booking of officers with the Belleville Police Services. Contact can be arranged through the special event application process.

For additional information regarding obtaining a Parade Permit Application, please contact the Clerk's Office at 613-967-3228.

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

As per the City of Belleville By-Law, vehicles and trailers may not be parked in undesignated overnight parking areas between the hours of 11:01 p.m. and 4:59 a.m., unless otherwise authorized. Unauthorized vehicles may be removed or towed at the expense of the owner upon instructions of a Police Officer or By-Law Enforcement Officer.

Parking Diagram

Events requesting parking restriction must provide a parking diagram as part of the event application, specifying your requested locations, dates and times. 

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

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

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

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

To help us better understand and improve our processes, we ask Event Organizers to participate in a debrief meeting and submit a post-event report within four weeks of the event taking place on Municipal property. Please take a moment to review the form before your event so you can gather the necessary information.

For events that received municipal funding through the City's grant program, a final report must be submitted as outlined in the grant requirements.

Ontario’s Tourism Regional Economic Impact Model (TREIM) is a free online tool that helps event organizers measure the economic impact of their event. This economic impact model may be helpful for event organizers who wish to gather insights to build a business case for funding applications and develop comprehensive event analysis. TREIM includes conducting a survey during the event and identifies other information you need to gather to determine economic impact.

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

Applications for road closures must be approved by Council through a resolution and subsequent road closure by-law. For additional information regarding applying for a Road Closure, please contact the Clerk's Office at 613-967-3228. 

Road closure map

It is the responsibility of the Event Organizer to draft a road closure diagram (or in the case of a roaming procession, a route map) with any road closure request, specifying:

• Event name, date, location(s)
• Which roads and intersections are to be closed
• Start and End times for road closures
• The location of primary and secondary (emergency) access points
• The location of all roads/trails/routes used for the procession
• The location of all activity zones and temporary infrastructure
• A legend to determine symbols or icons on the plan 

Traffic control

For approved special event road closures, the Transportation and Operations Department will assist in the preparation of a traffic control plan and arrange for the set up and teardown of all barricades required for approved temporary road closures. Security and/or paid-duty Officers may be required to assist with traffic control, at the permit holder’s expense.

Event Organizers are advised that event staff must be posted to all major intersections while temporary road closures are in effect. 

All event taking place on a road must ensure one lane, a minimum of 3.7 metres remains clear of any temporary or permanent installments (i.e. tents, vendors, etc.) throughout the event to ensure emergency vehicle access the site. 

Road closure notice

Event Organizers are required to inform all area residents and businesses of approved road closures, in writing, prior to the event. The notification should provide contact information, purpose of road closure, particulars of the road closure (date, times, direction of traffic), a map, and the detour route available.

It is encouraged that the Event Organizer arranges signage for the road closure barricades that indicate event name and duration of the closure. 

Transit

The road closure may also require the detouring of public transit buses. Municipal transit can be rerouted to accommodate Council/SERC approved temporary road closures through the special event application process.

RZone is a zero tolerance policy for inappropriate behaviour. 

This policy applies to all participants, spectators, contractors, volunteers and employees of City facilities, properties, and programs, including but not limited to:

• City-owned, operated, and leased buildings and facilities, including parking lots
• Marinas/harbours
• Parks, greenspace, and trails
• Library
• City buses and other vehicles
• City programs and events (hosted on city/non-city owned property)
• Structured (permit issued) or unstructured (no permit issued) activities
• Interactions in the workplace (telephone, email, social media, city vehicles, worksites)

All events are required to fill out a Emergency Operations Plan. The purpose of predetermines actions to take before and during the event in response to an emergency or otherwise hazardous condition. These actions represent those required prior to the event in preparation for those required during an emergency. 

The command structure for the event as well as roles and responsibilities are outlined. All staff and volunteers are trained on the emergency procedures and reporting structure.

You're responsible for requesting permission to install event-related signage within the City of Belleville through your event application. The request must include details on the type and size of signs and the installation locations – keeping in mind any sightline concerns. Event signs can be installed up to 21 days prior to the event and must be removed 48 hours after the completion of the event. Through the Event Coordinator, your request will be reviewed by the Bylaw Division.

 Please provide a detailed site drawing illustrating all physical objects:

• Event name, date, location(s)

• Approximate size and scale of the event space

• The location of all activity zones (i.e. stage, food vendors)

• The location of primary and secondary (emergency) access points

• The location of all roads/trails/routes used for the procession

• The location and size of all temporary infrastructure (i.e. tents, fencing, portable washrooms, First Aid stations, garbage disposal/pick up location)

• A legend to determine symbols or icons on the plan

Google Earth is a great tool to assist you with preparing a detailed site plan for your event.

SOCAN is a rights management organization that connects more than four-million music creators worldwide and more than a quarter-million businesses and individuals in Canada. Nearly 160,000 songwriters, composers, music publishers and visual artists are its direct members, and more than 100,000 organizations are Licensed To Play music across Canada. SOCAN is dedicated to upholding the fundamental truths that music and visual arts have value and creators and publishers deserve fair compensation for their work. For more information: www.socan.com

RE:SOUND is the Canadian not-for-profit music licensing company dedicated to obtaining fair compensation for artists and record labels for their performance rights. We advocate for music creators, educate music users, license businesses and distribute royalties to creators – all to help build a sustainable music industry in Canada. RE:SOUND also collects international royalties for Canadian rights holders. For more information: www.resound.ca 

Any event that takes place in the City of Belleville on City of Belleville property and features live or recorded licensed music pay the required SOCAN and RE:SOUND tariffs.

Please notify us of all tents and Demountable stages and demountable support structures, planned for your event site. You must submit a detailed site plan for your event and indicate the location and size of each tent and temporary structure.

If your tent(s)/structure(s) require stakes, utility locates must be arranged under the supervision of the Department of Parks, Recreation and Culture. Under no circumstances shall tents be anchored to asphalt, concrete, or similar surfaces using stakes or spikes; only surface ballast blocks shall be used.

If your event set-up includes a tent, or a group of tents greater than 60m² (645 sq.ft), or is constructed within 3m of another building or structures, you will be required to obtain a Building Permit.

If your event includes a demountable stage that meets any of the following criteria, you will be required to obtain a Building Permit.:

• The aggregate area of all platforms of the stage is more than 60m², and any part of its platform is more than 3m in height above adjacent ground level
• The aggregate area of all platforms of the stage is more than 225m²,regardless of the height above adjacent ground level, or
• Any part of the platforms or any roof, wall or structure attached to or located on any of the platforms of the demountable stage is 5m or more in height above adjacent ground level.

If your event includes a demountable support structure that meets any of the following criteria, you will be required to obtain a Building Permit.:

• The Structure is more than 3m in height above adjacent ground level, or
• The structure is designed to carry a superimposed load greater than 115kg (253lbs)

All materials in connection with tents must be flame resistant and have tent fabric to comply with CAN/ULC-S109 or NFPA 701. All tents greater than 225 m² are required to be assessed by a Professional Engineer who then must provide a Final General Review.  All Demountable stages and demountable support structures are required to be assessed by a Professional Engineer who then must provide a Final General Review.

Definitions:

Demountable stage means a structure that

1. consists of one or more platforms together with any wall, roof or other structures attached to or located on any of the platforms,
2. is intended to be used for public or private performances or events, other than performances or events associated with movie or television productions,
3. is intended to be erected, assembled or installed for a limited specified time,
4. is capable of being dismantled at its location and moved to be reconstituted elsewhere or is erected for one-time use,
5. is not located inside a fully enclosed building ,
6. is primarily for use by performers and workers, and
7. may or may not be mounted on wheels.

Demountable support structure means any structure that

1. is capable of supporting banners, stage sets, props, sound equipment, lighting equipment or other equipment,
2. is intended to be used for public or private performances or events, other than performances or events associated with movie or television productions,
3. is intended to be erected, assembled or installed for a limited specified time,
4. is capable of being dismantled at its location and moved to be reconstituted elsewhere or is erected for one-time use,
5. is not attached to or located on a demountable stage ,
6. is not located inside a fully enclosed building ,
7. is primarily for use by performers and workers, and
8. may or may not be mounted on wheels. 

Tents and temporary structures must be inspected and permitted by the Building and Fire Departments, prior to your event opening to the public. For this reason, it is advised that tents and temporary structures are installed with ample time prior to the event.

We can arrange consultation with the Building Section for any Event Organizer considering the installation of tents, stages or elevated platforms to review any applicable building code and accessibility requirements.

To obtain a further information regarding having tents at your event please review Building Permit - Temporary Tents.

General Guidelines for tents and outdoor stages:

1. Emergency access (entrances and exits) shall be provided and maintained at all times to the grounds, buildings and tents. 
2. The fire safety plan shall be implemented and followed throughout the duration of the event.
3. Occupancy loads shall be maintained at all times.
4. All tents shall be installed to the requirements of the Ontario Building code.
5. When the tent is occupied, supervisory staff shall be present for the purpose of fire watch.
6. Fire extinguishers installed to the requirements of the Ontario Fire Code.
7. Every tent, and tarpaulins, decorative materials, fabrics and films used in connection with tents, shall be certified to CAN/ULC-S109, "Standard Method for Flame Tests of Flame-Resistant Fabrics and Films", or NFPA 701, "Standard Methods of Fire Tests for Flame Propagation of Textiles and Films".
8. There shall be no hay, stray, shavings, or similar combustible materials within a tent or stage.
9. There shall be no open flames in or under a tent.
10. Smoking shall not occur within a tent, proximity to a tent, and proximity to combustible materials.
11. Temporary electrical wiring shall not be used where it presents a fire hazard.
12. Gas lines and electrical cords shall not be located in a means of egress or path of travel where they present a trip hazard.
13. Demountable Stages and Demountable Support Structures shall be installed to the requirements of the Ontario Building Code.
14. ABC extinguisher is to be located at the stage.

Should you wish to have non food vendors at your event you will need to apply for a Hawkers Peddlers License. Please contact the City of Belleville's Licensing Officer at 613-967-3200 ext 3246.

If the event is booked in a location with washroom facilities on-site, additional services will be required to clean and stock washrooms throughout the event, and additional charges may apply.

Many City of Belleville parks have access to permanent washrooms open seasonally. Event organizers are encouraged to do a site visit of the park prior to their event.

Electricity

Electrical access will be provided where possible and at the sole discretion of Parks, Recreation & Culture. Events requiring the use of generators may utilize whisper-quiet generators only. Generators should be well-positioned, as to not create a hazard, disturb or cause a nuisance as the result of noise or exhaust emissions.

Municipal Water

Municipal water access will be provided where possible at the sole discretion of the Transportation and Operations Department.

Locates

Underground utilities (including hydro, gas, or irrigation lines) may be buried below the surface of municipal property. If an event requires the installation of any object that penetrates the ground, approval from the Municipality must be granted and utility locates (the marking of underground utilities) are required. The Events Coordinator will arrange for the locates to be marked. Costs associated with conducting utility locates will be the responsibility of the Event Organizer. Any penalties or charges resulting from damage to any underground utilities as the outcome of unapproved staking, spiking, or digging are the responsibility of the Event Organizer.

Resources

• Ontario Electrical Safety Code
• Ontario One Call