Special Event Application Process

Complete your special event application with as much detail as possible and submit it to:

Things to note

Depending on the scope of the event, coordination can take up to four months. Incomplete applications may impact your event processing and approval times.

A proposed site map/floor plan must be included with your application. Ensure it includes the approximate size and scale of the event space, event name, date and location of the event and any relevant details such as distances, vehicles/parking, access, tents, washrooms and any other amenities/activities.

All site maps are subject to Town approval and may require revision based on event details. Once approved, an event’s site plan must be adhered to for the duration of the event.

Additional supplementary documentation may be required based on your Special Event Application (i.e. Alcohol Risk Management Policy (ARMP), Waste Management Plan, etc.)

Event organizers requesting a road/sidewalk closure should also complete the Events on Roads/Sidewalks Occupancy Application portion of the application on the Special Event Application.

Requests to change your application/site map/route must be submitted in writing. Changes are subject to staff ability to approve within the requested time frame.

The applicant contact on your application must have signing authority for your organization. They will be responsible for signing permits or documentation and authorizing changes. The applicant may be different from the event contact who is the main event organizer.

Contact information for two individuals on the day of event must be provided on your application.

Special Event Application Payment

Payment for special event permits must be received at least two weeks prior to the event. Rental payment for parks will be due 30 days after the event end date.

You can pay by:

Special Event Application Fees and Timelines

In order to assist you with obtaining the necessary permits and services, it is essential to review the Special Event Guide and complete the Special Event Application and submit it to the Town of Shelburne, together with all required forms and payment (if applicable).

*Failure to submit your complete application on time could result in the event not receiving approval.

Please see the below table for information of fees that may be associated with your event. Please be advised the fees and timelines can change.  All applications are processed on a first-come, first-served basis as facilities, space and resources are available.

Other non-Town services

Event Description

When completing the Special Event Application, you will be asked to describe the event.  Your event description should provide the Town with a snapshot of your event activities.

• The type of event
• Where and when will your event take place
• Who will be organizing and participating in your event
• What activities will be taking place and what do you hope your event will achieve

The more information you can tell us about your event, the better prepared staff will be to work with you to create a successful event. 

Insurance

All events using the Town of Shelburne facilities or held on town property must provide a release waiver and indemnification agreement and provide the town with a certificate of Commercial General Liability (CGL) insurance.  Pricing will vary depending on size and scale of event. Insurance certificates can range from $2 million up to $5 million, please speak with the staff representative to determine your needs.

The certificate is required to name “The Corporation of the Town of Shelburne, 203 Main Street East, Shelburne Ontario, L9V 3K7”, as an Additional Insured. All certificates of insurance are required to be originals.

All certificates of insurance are also required to indicate:

• Description of coverage detailing Commercial General Liability.
• Details of the insurance company writing the policy: name, address and telephone number.
• Insurance Policy Number.
• Policy effective date and expiry date.
• Policy limits (if any).
• “The Corporation of the Town of Shelburne, 203 Main Street East, Shelburne Ontario, L9V 3K7”, as an Additional Insured.
• The location and activity of the Named Insured for which this certificate is issued.
• The name, address and telephone number of the Named Insured.

It is the responsibility of the event organizer to ensure all third-party vendors, suppliers, sponsors, entertainers and the overall event is insured. 

This includes, but is not limited to, clowns, food operators, photographers, etc.

Definitions

The following definitions will assist you in describing your event.

Run, Walk, Bike, or Triathlon: Races, fundraisers or awareness events where participant walk, run, or bike. Sometimes these events require full or partial road/sidewalk closures.

Festivals:  A themed event or series of events. Typically, it is an event that is held annually at the same time and place.

Fairs: A gathering of people for a variety of entertainment and commercial activities.  Fairs usually include event elements, such as exhibitions and displays, children’s rides and amusements, food (including BBQ’s), merchandise and / or craft vendors. 

Parades: A public procession, especially one celebrating a special day or event and possibly including marching bands and floats.

Public gatherings, information or awareness sessions, or commemorative services.  Information, education and awareness events or announcements typically held at a hall.

Games or leisure activities: Includes events such as Easter egg hunts and physical activities or hobbies.

Event Wrap Up

At the end of each event, you may want to hold debrief meetings and post event inspections may be required.   

You will be required to clean up after your event, please review the event cleanup checklist.