Event Checklist

The below is a list to review for determining what forms you may be required to complete and submit with the Special Event Application.

	Required for all events?	Documents required	Contact	Reference
Special Event Application	Yes	Please fill out a Special Event Application	Town of Shelburne Staff Representative	Application
Event layout plan	Yes	Please submit an Event layout plan	Town of Shelburne Staff Representative	Refer to event layout plan
Insurance	Yes	Provide a release and indemnity waiver agreement and a certificate of insurance.	Town of Shelburne Staff Representative	Refer to insurance and indemnity
Do you require use of a Municipal facility or venue?	Yes	The Town has a number of facilities you may wish to rent for your event. For a complete list or facilities visit our rentals and bookings page and complete the Facility rental application	Town of Shelburne Staff Representative	Refer to facilities
Will your event take place on a road or sidewalk?	Indicate on Special Event Application	Please fill out a Road occupancy permit	Town of Shelburne Staff Representative	Refer to Types of permits
Accessibility	Yes	Event Organizers are required to comply with Accessibility for Ontarians with Disabilities Act, 2005; Ontario Regulation 429/07)”.	Ontario has created a guide and checklist of event accessible ideas to consider when planning your special event.	Accessibility Ontario
Cannabis and the Smoke Free Ontario Act	Yes	The Province has made it illegal to smoke in public outdoor spaces. This applies to all public events being held on Town owned or leased property. It includes all elements of an event such as beer tents, midways, concessions, etc. The Town passed by-law # 61-2018 which is a by-law to prohibit the smoking or vaporizing of cannabis in public places within the Town of Shelburne.	Smoke Free Ontario Act	Smoke Free Ontario Act Review the Town of Shelburne Cannabis By-law #61-2018
Will alcohol be served at your event?	Indicate on Special Event Application	Please submit a letter to Town Council to receive permission to have or serve alcohol on Town Property. Letter of Municipal Significance Please complete an application for special occasion permit to the Alcohol and Gaming Commission of Ontario Please provide copies of Smart Serve certificates with a ratio of 1:100 bartenders to guests You may need paid duty officers at your event please contact the Dufferin Detachment of the Ontario Provincial Police.	Town of Shelburne Staff Representative AGCO www.agco.ca	Refer to “Letter of Municipal Significance” “Liquor License” and “Paid Duty Officers” Review the Town of Shelburne Alcohol Risk Management Policy
Will you be selling or serving food or beverages (nonalcoholic)	Indicate on Special Event Application	Event Organizers must provide the Town a list of vendors serving food or beverages at the event. While there is no additional permit required, they will need to provide a release and indemnity waiver agreement and a certificate of insurance from the vendor in the minimum amount of $2 million dollars in commercial liability insurance with the Town of Shelburne named as additional insured. Event organizers and food vendors must submit their application forms to Wellington-Dufferin-Guelph Public Health department at least 60 days prior to the start of the special event.	Town of Shelburne Staff Representative Wellington-Dufferin-Guelph Public Health department	Refer to “Food and Beverages”
Will you have fireworks?	Indicate on Special Event Application	Events seeking the discharge of Display and/or Theatrical Fireworks must obtain a Permit for the Discharge of Display Fireworks and Theatrical Fireworks from the Town of Shelburne Fire department.	Shelburne and District Fire Department	Refer to event layout plan Review the Town of Shelburne Fireworks by-law # 23-2021
Will you have open air burning?	Indicate on Special Event Application	Please submit a letter to Town Council to receive permission to have open air burning on Town Property. Please submit a letter to Shelburne and District Fire Department.	Town of Shelburne Staff Representative Shelburne and District Fire Department	Refer to “Open Air Burning”
Will you be installing stages or elevated platforms?	Indicate on Special Event Application	A Building Permit Application may be needed. You may need approval from the Shelburne and District Fire Department	Town of Shelburne Staff Representative Shelburne and District Fire Department	Refer to “Tents or temporary Structures”
Will you be fencing, staking or digging?	Indicate on Special Event Application	Locates must be obtained for gas, electric and all other services in or near the area to be excavated or in any areas where an object will penetrate the ground by contacting Ontario One.	Ontario One Call at 1-800-400-2255 (free service)	Refer to “Fencing, Digging or Staking”
Will you require hydro at your event?	Indicate on Special Event Application	An application for electrical inspection may be required and must be filed with the Electrical Safety Authority (ESA). Permit applications can be obtained from ESA’s.	Electrical Safety Authority (ESA), Customer Service Centre, 1-877-ESASAFE (372-7233). For festivals, concerts, and/or live performances that need to be expedited, contact a Customer Service Representative at 1-800- 667-4278	Refer to “Electrical”
Will you be using a generator at your event?	Indicate on Special Event Application	The use of generators at an event site is subject to inspection by the Town of Shelburne and the Electrical Safety Authority.	Electrical Safety Authority	Refer to “Generator”
Will you be having live music or amplified sound?	Indicate on Special Event Application	Events requiring amplified sound outside of the hours in the By-law require the granting of a Noise Exemption. You are required to obtain a license from the Society of Composers, Authors and Music Publishers of Canada.	Town of Shelburne Staff Representative SOCAN http://www.socan.com/	Refer to “SOCAN” Review the Town of Shelburne Noise by-law # 45-2004
Will there be a carnival or amusement rides?	Indicate on Special Event Application	Please provide the Mechanical Fitness Permit issued by the Technical Safety Standards and Safety Authority for the current year for each amusement device in operation. Please provide a release and indemnity waiver agreement and a certificate of insurance from the vendor in the minimum amount of $5 million dollars in commercial liability insurance with the Town of Shelburne named as additional insured.	Please contact the Technical Standards and Safety Authority for further information at 1-877-682-TSSA (8772)	Refer to “Amusement Rides”
Will there be bouncy castles/ inflatable devices? bouncy castles/ inflatable devices are currently under review with the Town of Shelburne.	Indicate on Special Event Application	Please provide the safety information for each bouncy castle and inflatable device. Please provide a release and indemnity waiver agreement and a certificate of insurance from the vendor in the minimum amount of $5 million dollars in commercial liability insurance with the Town of Shelburne named as additional insured.	Town of Shelburne Staff Representative	Refer to “Inflatables” ?
Will you have a petting zoo /animals?	Indicate on Special Event Application	The maintenance and care of all animals used for entertainment must observe the standards of care outlined in the Town of Shelburne’s Animals for Entertainment policy. Please provide a release and indemnity waiver agreement and a certificate of insurance from the vendor in the minimum amount of $5 million dollars in commercial liability insurance with the Town of Shelburne named as additional insured.	Town of Shelburne Staff Representative	Refer to “Animals for Entertainment”
Will there be fundraising activities (e.g. toonie toss or raffle)?	Indicate on Special Event Application	Only approved charitable organizations are eligible for a lottery license. Eligibility Review Request Lottery License Applications	Town of Shelburne Staff Representative AGCO	Refer to “Lottery”
Will you have any promotional signage?	Indicate on Special Event Application	A variety of permits are required to erect signage (including temporary) in Shelburne. Before you have signs made, or put signs up, please refer to the Sign permit information on our website and our sign by-law.	Town of Shelburne Staff Representative	Refer to “Signage” Review the Town of Shelburne sign by-law # 30-1999
Will you be selling merchandise?	Indicate on Special Event Application	Event Organizers must provide the Town a list of vendors selling merchandise or other goods. While there is no additional permit required, they will need to provide a release and indemnity waiver agreement and a certificate of insurance from the vendor in the minimum amount of $2 million dollars in commercial liability insurance with the Town of Shelburne named as additional insured. Public Health inspects vendors at special events who offer a personal service to the public (including tattooing, body piercing, nail services, etc.).	Town of Shelburne Staff Representative Event organizers and vendors must submit their application forms to Wellington-Dufferin-Guelph Public Health department at least 60 days prior to the start of the special event.	Refer to “Sales and Vendors” and “Personal Service” Wellington-Dufferin-Guelph Public Health department

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Event Checklist