Accessibility means giving people of all abilities opportunities to participate fully in everyday life. Incorporating accessibility when planning an event helps make everyone feel welcome, which often leads to an increase in attendance and a more enjoyable experience for everyone.

The Town of Shelburne is committed to eliminating barriers and providing accessible programs, services and facilities.  The town requires, where possible, that events in Shelburne are compliant with the requirements of the Accessibility for Ontarians with Disabilities Act, 2005 and its standards.

The Town of Shelburne encourages event organizers to consider incorporating ways to make their special event more accessible.  Access Ontario has created a guide and checklist which includes ideas to consider when planning your special event.  

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

Alcohol is not allowed on any Municipal property.  If you are planning to sell or consume alcohol at your event you will require council approval

Please also see “Liquor license”, “Council Consideration” and “Insurance”.

All amusement devices and air supported structures must be in compliance with the provisions of the Technical Standards and Safety Act (TSSA). Additional paperwork is required to be submitted to the Municipality with the Special Event Application:

For amusement devices, an Ontario License for the current year from the company is required. This includes a Mechanical Fitness Permit issued by the Technical Safety Standards and Safety Authority under the Amusement Devices Act for the current year for each amusement device in operation; 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 on the policy for the day(s) of the event.

For more detailed information, please refer to the section on Insurance. To obtain additional required documents, please contact the Technical Standards and Safety Authority

A Emergency Plan will be required to be completed prior to the event.

Please also see "Emergency Preparedness" and “Insurance”. 

Animals for entertainment include but are not limited to animal/reptile exhibits, animal rides, animal shows, birds, open farms and or markets, petting zoos, and ponies/pony rides. If you intend on having animals at your event, please disclose this on the online special event application form, you will also require council approval. 

The maintenance and care of all animals used for entertainment must observe the standards of care outlined under Provincial Animal Welfare Services Act, 2019, S.O. 2019, c. 13 - Bill 136

All animal exhibit areas must be shown on the Event Layout Plan and submitted with the Special Event Application, illustrating how the animals, animal exhibits are safely barricaded from the public. In addition, the Event Layout Plan will illustrate (in detail) how the Event Organizer intends to contain and mitigate the potential for animal wastes to impact neighbours.

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 on the policy for the day(s) of the event. For more detailed information, please refer to the section on Insurance below. 

Town of Shelburne Animals for Entertainment License

A Town of Shelburne Animals for Entertainment License is required as part of your special event permit when animals are used for entertainment at special events.  Please see the Town of Shelburne Animals for Entertainment Guideline. 

Please also see "Council consideration "Event Layout Plan" "Fees" "Insurance" "Animal By-Law 15-2018" and "Guidelines for Animals for Entertainment"

All events featuring a live auction must ensure the auctioneer is licensed with the Town of Shelburne. An Auctioneer License can be obtained from the Town of Shelburne by completing the Short term business Licensing applications.  View our Business Applications Licenses and Permits webpage for more details.   

Please also see "Fees"

The town must be notified of all bleachers being planned within an event site.

A clear, precise site plan of the layout of your event is required to be submitted to the town for approval. The site plan must indicate the location and size of each bleacher structure.

All bleachers over two feet (24 inches) in height must be equipped with appropriate railings/fall prevention bars.

All bleachers are required to follow the Ontario Ministry of Labour’s Temporary Performance/Event Structures Safety Guideline for the Live Performance Industry in Ontario standards.

When building permits are required

Bleachers greater than 108 SF in area (i.e. >10x10’) and more than two feet (24 inches) in height will require a building permit, design and evaluation level and must be signed off on by a qualified professional engineer.

A professional engineer or representative is required to be onsite during the erection, use and removal of such bleachers.

Additionally, Town of Shelburne staff inspections may be required before and after the installation, and prior to the use of such bleachers. Please contact the Staff Representative for more information.

All bleachers that are not greater than 108 sq. ft. and not over two feet (24 inches) in height do not require a building permit. 

Unsolicited buskers, or street performers are not allowed on municipal property. Organizers wishing to include buskers, roaming performers, or street performers in their event are required to request permission for roaming entertainment on their Special Event Application.

Buskers are required to provide proof of insurance.  A certificate of insurance in the minimum amount of $5 million dollars in commercial liability insurance with the Town of Shelburne named as additional insured on the policy for the day(s) of the event.

Please also see “Insurance”. 

In accordance with the Town of Shelburne remaining in town parks, municipal property or on private property overnight is not allowed. In special circumstances, camping may be granted on a limited basis with a camping permit.  If you plan on camping overnight at your event, please disclose this on the special event application form.  

The provision of all necessary site and personal security during any granted overnight stay is the sole responsibility of the permit holder.

Camping services are available at Fiddle park.  A Town of Shelburne Overnight Camping Permit is required as part of your special event permit.  If you are planning have overnight camping at your event you will require council consideration.

Please also refer to “Council consideration” and "Fees".  

The Municipality reserves the right to refuse any application in order to ensure public safety or, if in the sole opinion of the Municipality, the Event Organizer fails to comply with the requirements of the Special Event Guide or any other Municipal By-law. In some circumstances the application may be referred to Council for consideration.

Notice for cancellations must be submitted in writing to the Staff Representative by an authorized contact for the Special Event Permit a minimum of 14 days prior to the affected date or full billing will occur. 

The burning of candles is prohibited during any inside event as noted by the Ontario Fire Code, Division B Subsection 2.4.4. Open Flames Article 2.4.4.1. (1) “Open flames shall not be permitted in buildings used for public assemblies in such quantities and in such a manner as to create a fire hazard unless approved by a Chief Fire Official”. Places of religious worship are exempt, but notification to the Fire Chief prior to the event is mandatory. Please contact Shelburne and District Fire Services for further information at: 519-925-5111. 

Propane Barbecues on town property must not be placed under trees, tents, canopies, or picnic shelters and must be located away from combustibles to at least 10 Imperial feet (3 meters). Portable charcoal burning BBQ, Hibachi’s or stoves are not permitted.

Event organizers using barbecues must have a 5lb, ABC extinguisher (either listed as ULC or CSA) in proximity during the cooking duration. No person shall use any fuel other than propane with a maximum tank size of 9 kg (20 lbs).

• Please verify that all connections to propane-powered barbecue appliances are tight and to the manufacturer’s directions.
• All appliances used for barbecuing/cooking purposes must not be upon picnic tables or any combustible surfaces (wood tables etc.) during and after use.

Open fires are not allowed on municipal property.  If you wish to have an open fire you will need to indicate this on your special event application and apply for an Open Fire permit, you will also need to submit a Fire Safety Plan.  

Please also see "Emergency Preparedness", "Fees" and "Open Air Burning"

The Event Organizer is responsible for clean up during and immediately following the event as well as clean up and removal of all event equipment and garbage upon completion of the event. 

Town staff will inspect after your event, you will be required to supply the Town of Shelburne with a signed copy of the event cleanup checklist

Special events present a unique opportunity that can benefit all residents and visitors to the Town of Shelburne. Event Organizers have an obligation to residents and businesses that may be impacted by a special event. Depending on the size and scope of the event taking place the Event Organizer may be required to:

• Direct letters to residences and businesses
• Erect temporary signage
• Advertise in local media outlets 
• Have direct contact with businesses
• Contact the Town of Shelburne Business Improvement Area (BIA). 

In some instances, you will need to seek council approval for requirements at your event this includes but not limited to, Noise exemption, Special occasion permit, Inflatables, amusement rides and camping. If your event requires Council consideration it is important to submit your letter of intent to council at lease 6 weeks prior.  Please indicate the following in your letter to council:

• Date and time of the event
• Nature of event
• Requested exemption or approval (example would like to serve alcohol at the event)

Please see a sample letter to council 

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

A damage and or security deposit is required. The amount of the deposit shall be determined by the town and will be indicated on the event permit. A non-refundable holding deposit is required, payment can be issued in the form of cash, or certified cheque, made payable to the “Town of Shelburne”.

If damages occur during or as the result of an event, any repair costs will be assessed and communicated to the permit holder as soon as possible and will be charged against the damage/security deposit. Any misleading or false information on your application or correspondence relating to your event will result in being charged against your deposit. 

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

Demonstrations, rallies or actions that could incite violence of any kind are not permitted on any 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 permitted.

Events occurring on municipal property shall be consistent with the principle of respect for the dignity and worth of all persons.

Please refer to the Town of Shelburne’s R-zone policy

In order to provide a safe and clean environment for all to enjoy, and to ensure compliance with the Municipality’s Animal Control By-law 15-2018, dogs are not allowed to be off leash on any municipal property, unless at the off leash dog park. Stoop-and-scoop practices shall be followed at all times.

The inclusion of a drone(s) at your event must be approved by the Town of Shelburne. Any drones approved for event use must comply with all Transport Canada drone regulations and protocols.

Please see Flying your drone safely and legally from the Government of Canada. 

Dunk tanks are not permitted on Town of Shelburne property as they are not regulated.  

Some municipal facilities have access to electrical plug-ins. Please advise the Municipality if you require access to power. As the Event Organizer, you are responsible for bringing all extension cords to plug into available sockets and mats to prevent cords from becoming tripping hazards.

Under the provisions of the Ontario Electrical Safety Code, any electrical equipment installed in Ontario, temporary or otherwise, must have an application for inspection. This includes all film, television, live performance or event productions. Failure to comply could result in unsafe working sites, production downtime and/or fines.

An application for electrical inspection is required and must be filed with the Electrical Safety Authority, Customer Service Centre, 1-877-ESA-SAFE (372-7233). For festivals, concerts, and/or live performances that need to be expedited, contact 1-800- 667-4278.

Permit applications can be obtained from Electrical Safety Authority’s website.

Upon receipt of the notification or permit number, the event organizer is required to:

1. Provide a copy of the notification or permit number to the Town of Shelburne for approval

2. Display the notification or permit number in an area accessible to production staff, the Electrical Inspector and town inspectors, in the vicinity of the central power distribution point. The permit shall be reasonably protected from environmental destruction.

Please also see "generators", "Noise By-law exemption".

Emergency access to parks, driveways, walkways and thoroughfares as well as parking lots must be maintained at all times during event operations.

Access Points

Every event site shall designate primary, secondary and emergency access points. A minimum width of six metres shall be observed at all access points at all times. All access points are to be clearly marked on all event site maps and layout diagrams.

Access Routes

As part of the event’s Emergency Preparedness Plan, event organizers should pre-determine a designated emergency access route to be used in case an emergency vehicle requires access to the site. This route should avoid any temporary or permanent gated access points, have easy access from a main street and be set away from the main flow of event attendees (pedestrians or vehicles).

Events expecting more than 5,000 attendees may be required to submit their Emergency Action Plan to the town for review and approval.

Events on Roads or Sidewalks

Any event on a road or sidewalk must receive a road occupancy permit and approval from the town. Please disclose on the special event application form.  Requests for Road Occupancy within the MTO Connecting link Highway 10 and or Highway 89 will not be permitted.

All events taking place on a road or sidewalk must ensure one lane (six metres in width) remains free and clear of any temporary or permanent installments (i.e., tents, vendors, stage, rides, games, etc.) at all times used in case an emergency vehicle requires access through the site.

Please also see "Emergency Preparedness", "road closures", and "road occupancy permit".

The event organizer is responsible for adequately considering, planning for and mitigating against event emergencies (i.e. lost child, site evacuation, fire, etc.) and for ensuring the event has a current Emergency Response Plan in place.

For more information, browse the Emergency Preparedness Guidebook and the Fire Safety Plan. Please also refer to "Extreme Weather Response" and the Emergency Preparedness Infographic. Events expecting more than 500 attendees may be required to submit their Emergency Action Plan to the town for review and approval. Use the Emergency Preparedness Plan template to ensure your event is ready for any emergency.

Further, it is recommended that you provide these details to all emergency services prior to your event, so that they may have the information on hand, regardless of event attendance.

Maximum capacity

The event organizer shall, at all times, know the number of persons using the permitted facility space, and understand the layout of the facility, including the location of emergency exits.

Insurance

It is the responsibility of the permit holder to ensure all vendors, food merchants and the overall event is insured. Please refer to "Insurance" "Food merchants” and “Vendors” for more information.

Advertisements with the intent to promote events and functions that have a clear benefit to members of the community and public at large will be permitted and given complementary subject to the following: 

Event organizers are encouraged to submit their event(s) to the Town of Shelburne’s Community Calendar , submissions are subject to approval.

The Town of Shelburne will share marketing materials of events when applicable. If you wish to have your event considered for promotion on the Town’s Social Media sites or LED signs please forward a request with all event information and high resolution image (see digital advertising parameters) to Melissa Kenney. Advertisements and the dates of posting whether it be with local media sources or the digital sign, their duration and content are all at the final discretion of the Municipality.

Non-for-profit / charity advertisements:

Advertisements with the intent to promote events and functions that have a clear benefit to members of the community and public at large will be permitted subject to the following: 

• Advertisements that promote events outside of the Town of Shelburne will not be accepted.
• Advertisements will be posted in local media sources and displayed on the digital sign for one week at a time.

Digital advertising parameters:

1. Large Billboard 320x 176 pixels (4.27” x 2.35”)
2. Town Billboard 192 x 96 pixels (2.56” x 1.28”)
3. Signs can accommodate .jpg, PNG files and MP4
4. Videos must be no longer than 8 seconds
5. White backgrounds are not recommended and text smaller than 14pt will not be legible
6. All applicants must supply their own digital media ad

For more information please refer to the Towns advertising and digital sign policy

Event organizers are responsible for tracking and communicating extreme weather conditions to event participants and attendees before and during the event. Hot temperatures, high winds, heavy rain, snow and sleet can all pose safety risks for special events. Ensure your event has an Extreme Weather Response Plan in place for tracking and responding to extreme weather and its effects.

Please use the following checkboxes to ensure your event plans reflect the Town of Shelburne’s Extreme Weather Response guidelines:

• Ensure all tents and temporary structures are appropriately weighted down at all times, regardless of the forecast. Please see "Tents and temporary structures" for more information. Note: staking or spiking into the ground, grass or concrete/pavement is not allowed without locates.
• Ensure your event has an Extreme Weather Response Plan and all event staff and volunteers are familiar with its protocols.
• Ensure your committee has a method of communicating between all event staff and volunteers. (i.e. 2-way radios, extra batteries; do not rely on cellular service in emergencies).
• Ensure your event site features pre-assigned Safe Areas for attendees to access shade, cool air and water during events in summer months, and heat/warmth during events in winter months.

Please be aware that the Town follows a priority system regarding snowfall.

Municipally owned parking lots will be plowed within 24 hours after the end of the snowfall.  If a snowfall is heavy or continuous this may be extended to 48 hours.  

Farmers’ market organizers have the following responsibilities:

1. Contact Public Health 60 days before the opening of a farmers’ market.
2. Have each of your food vendors complete required forms on the Public Health website 

Public Health inspects food vendors at farmers’ markets. Public Health has forms and guidelines for farmers’ market organizers and vendors.   Please review their health requirements guide

All vendors require a vendor / exhibitor release waiver and indemnification agreement signed and returned to the event organizer two weeks prior to the start of the Farmers market.

It is the responsibility of the permit holder to ensure all vendors, food merchants and the overall event is insured. Please refer to "Insurance" "Food and beverages” and “Vendors” for more information.

A Road Occupancy Permit and approval from the Town of Shelburne is required if you are planning an event to take place on a sidewalk/road/street, OR if an event on private property will impact adjacent road(s), traffic, parking, etc. For example: street parties, 5k walks on sidewalks, ½ marathon, etc.

To apply: Road Occupancy Permit (including Sidewalk Allowances)

All events taking place on a road/sidewalk must ensure one lane (six metres in width) remains free and clear of any temporary or permanent installments (i.e., tents, vendors, stage, rides, games, etc.) at all times used in case an emergency vehicle requires access through the site.  

Approval of all event fencing must be obtained prior to installation.

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

Event organizers wishing to install temporary non-ground-penetrating fencing are requested to indicate the positioning of all fence lines on their site plan/map.

Note: digging, staking or spiking into the ground, grass or concrete/pavement is not allowed at any time.   All requests for installation of any object that penetrates the ground including fence posts, tent poles/pegs, and sign installations must be pre-approved by the Town of Shelburne as there are underground utilities buried below the surface of the ground including hydro and irrigation lines. This information must be included in the Event Layout Plan. Locates shall be obtained prior to any excavation, or penetration of the ground for the purpose of installing posts, etc. 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. For more information or to book locates, please contact: Ontario One at 1-800-400-2255 (free service) or visit www.on1call.com

Fencing is required to be installed around the perimeter of a licensed area. Please refer to "Liquor License

The town makes available to event organizers a limited supply of temporary fencing installed by town staff to demark specific areas of, or features within, an event site.

Declare on the online special event application form if you require fencing to rent or if a rental company will be providing fencing at the event.

Upon detection of any fire, immediately call 911 for the Shelburne and District Fire Department.

The permit holder is responsible for the safe evacuation of its employees, volunteers, attendees, staff, and participants and for ensuring compliance with these procedures immediately upon detection of smoke or fire, or if the fire alarm is heard or seen.

A Fire Safety Plan is required when using a tent or surrounded in an enclosure. A Fire Safety Plan is designed to provide occupant safety in the event of fire, to provide effective utilization of the fire safety features of the tent and to minimize the possibility of fires. This plan discusses what occupants are to do in the event of fire, fire safety, supervisory staff and related duties, and other related issues.

Please also refer to "Emergency preparedness" and "Cooking and Barbecues". 

The Town of Shelburne regulates the usage of fireworks.  Please review Fireworks by-law 23-2021

Individuals and event organizers are expected to be aware of the restrictions and regulations concerning the use of fireworks in the town.

Flying lanterns, sky lanterns, or wish lanterns are not permitted to be discharged on municipal property.

More information concerning Fireworks can be obtained by contacting the Shelburne and District Fire Department.

Safety is the utmost concern for everyone involved in organizing an event. You may be required to provide information on the steps you are taking to ensure that your event is safe for attendees, volunteers and staff.

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 are required to:

• 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'x10’ first aid area (tent, room, etc.) at the event site.

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

Public access defibrillator loaner program

The Public Access Defibrillator (PAD) Loaner Program allows the public to borrow an automated external defibrillator, at no cost, for short-term community and family events within Dufferin County.   

Process for Courtesy Flag Pole Displaying and or Raising of Flags

1. Requests to use the courtesy flag pole at Town Hall must be submitted in writing to the Clerk. We issue proclamations and community flag raisings for charitable or non-profit organizations to help raise public awareness about important issues or charitable fundraising campaigns. Submit a flag or proclamation request. 
2. The Clerk will review all requests in accordance with Town procedure and submit to Town Council for Approval
3. Requests will be processed and confirmed on a first-come, first-served basis
4. Flags will be raised and displayed for a maximum of one month depending on when the flag pole is available and provided no conflicting requests have been received, at the discretion of the Mayor's office;

For more information about the town’s flag by-law see by-law 52-2017.  

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

Food providers must ensure that food and beverage items are offered in a manner that follows the Ontario Food Premises Regulation 562 and the Health Protection and Promotion Act. During the event, Public Health Inspectors will inspect food vendors to ensure safe food handling is being implemented and to prevent any health hazards.

Event organizers and food vendors must submit their application forms to Wellington-Dufferin-Guelph Public Health department at least 60 days before to the start of the special event.

Event Organizers must provide the Town of Shelburne with a list of vendors serving food or beverages at the event. While there is no additional permit required, the event organizer will need to collect a release waiver and indemnification agreement and ensure that the vendors have proper insurance coverage, a valid business license from their local municipality and one person is required to have a food handling certificate (Ontario food premises regulation

Dishware and cutlery

Looking to help your event go green? The greenest option is always reusable dishware and cutlery. Consider having a dishwashing station at your next event.

If reusable dishware and cutlery are not an option, then ensuring that all food vendors use only compostable dishware and cutlery is the way to go. Examples of compostable dishware and cutlery include non-coated paper or pressed-fiber cups, plates and napkins, and wood.

Styrofoam is not recyclable in Dufferin County. Visit Dufferin Waste to learn more about garbage and recycling. 

Please also refer to “Waste management” 

Local food

Featuring local food is another way to green your event.  local food is a great way of supporting the local economy and providing fresh, healthy, in-season fruits, vegetables juices and water at your event.

If there is food left over from the event, encourage guests to take it home in reusable containers or arrange for a food donation to the Shepherd Cupboard foodbank

Events conducting fundraising activity/activities on municipal property as part of the event’s programming are required to obtain permission from Town Council. The provision of all necessary site and personal security during any granted fundraising activity/activities is the sole responsibility of the permit holder.

Please declare on the special event application form and a member of staff will follow up for more detail.

Please also refer to "Lottery ".

See “Waste management”

Events requiring the use of generators may employ 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.  You must place it in a safe area free from obstruction and away from any trees or bushes. It must be vented to the outside and a fire extinguisher should be readily available in case of fire. The use of generators at an event site is subject to inspection by the Town of Shelburne and the Electrical Safety Authority.

Please include generator information on the Event Layout Plan to be submitted with your Special Event Application. 

There are several ways you can further reduce the environmental impact of your event without sacrificing budget or entertainment.

Event organizers are encouraged to make efforts to conserve energy at the event. Items that are plugged in are using power even if powered off. Unplug any equipment or appliances that are not in use. 

If planning to have inflatables at your event, please disclose this on the special event application form.

When planning to have inflatables at an event, the following is mandatory from the supplier company as part of the permitting process:

• A certificate of $5 million Commercial General Liability (CGL) insurance coverage naming "The Town of Shelburne" as Additional Insured.
• Copies of current Technical Standards and Safety Authority (TSSA) certification for each inflatable.
• Proof of the company’s WSIB certification.

Guidelines

In order to ensure the safety of the inflatable(s), its user(s) and operator(s), please ensure the following provisions in your event plan:

• All inflatables shall be anchored securely using weights.  Note: staking or spiking into the ground, grass or concrete/pavement is not allowed.
• All inflatables shall always be appropriately weighted down and staffed by adults.
• All inflatables shall be deflated and removed from the event site daily.
• All inflatables shall meet all safety requirements as outlined in the Technical Standards and Safety Authority (TSSA) guidelines.
• Tie-down straps and electrical cords shall be positioned so as not to cause trip hazards.

For more information, please refer to our Inflatables Infographic.

Site inspections may be required including, but not limited to, Fire Inspections, Technical Safety Advisory Association, Public Health Unit, Electrical Safety Authority, Dufferin Detachment of the Ontario Provincial Police, Municipal Law Enforcement Officer, and Public Works Department. All required documentation is required to be available on site for review. If you are found to be in violation of any of the regulations fines may apply. 

If your event requires a Letter of Municipal Significance per the Alcohol and Gaming Commission’s guidelines in order to obtain a Special Occasion Permit, a letter can be requested from the Town of Shelburne, Legislative Services.

Please also refer to "Liquor license".

Having alcohol at an event comes with significant responsibility.

The following information is offered to ensure event organizers wishing to provide or have alcohol at their event abide by the Town of Shelburne’s Municipal Alcohol Risk Management Policy and the related Provincial rules and regulations. Alcohol is not permitted at any event unless you have received council approval and proof of a valid liquor license is provided by the permit holder to the Town of Shelburne and posted at the event at all times.

Special occasion permit (SOP)

To serve alcohol at an event anywhere in the province, the event organizer is required to obtain a Special Occasion Permit (SOP) from the Alcohol and Gaming Commission of Ontario (AGCO), facilitated by the Liquor Control Board of Ontario (LCBO). Adherence to the Liquor License Act of Ontario, Municipal Alcohol Policy MS-PER-003 and Procedure MS-PER-003-001 is required at all times.

SOP application forms are available at most LCBO stores, and by visiting the AGCO website.

As part of the SOP application process, events serving alcohol at a town facility or on park or open space property must issue letters notifying the following Shelburne contacts of the alcohol service at least four months prior to the event date:

• Dufferin Detachment OPP
• Wellington-Duffferin-Guelph Public Health
• Shelburne and District Fire Department

The alcohol notification letters shall include:

• A site plan of the event location including all alcohol service locations.
• The date(s).
• The event start and end times.
• The expected numbers of guests.

Please also refer to Council approval

Once a SOP has been obtained by the event organizer, the following town requirements* shall be observed: 

• 30-35% of the service offering must feature low-alcoholic and non-alcoholic beverages including water and non-alcoholic beverages must be provided for designated drivers free of charge.
• A maximum of two alcoholic beverages can be purchased at one time, and alcohol shall not be left available for self service.
• Beer or liquor must be dispensed in non-glass and environmentally friendly containers.
• Beer or liquor tickets should be clearly identified as such, be unique for each event, and redemption of unused tickets for cash must be allowed at any time during the event.
• Fencing must comply with municipal alcohol policy.
• There will be no "Last Call". Hours of operation of the bar must be posted and the bar must close no later than 1 a.m.
• Permit holder or their designate must attend the event.
• Physical barriers must be set in place whereby the applicant can readily monitor patrons within the assigned area.
• Prices established for alcoholic beverages must be in line with current market value.
• All evidence of sale must be removed within 45 minutes of the bar closing.
• The event must provide a minimum of two mature, knowledgeable and "Smart Serve" certified bartenders with a ratio of 1:100 bartenders to guests.
• The licensed area must conform to all codes of the Building, Fire and Health departments.
• The occupant load must be clearly posted if the event exceeds 60 persons.
• The permit holder must confirm all event security measures being taken with the Dufferin Detachment of the Ontario Provincial Police or their designate.
• The SOP and the signed municipal alcohol policy must be posted in a visible location at the event as well as a list of bartender(s) serving at the event who have completed "Smart Serve" training along with a photocopy of certificates.
• Times of service must be clearly posted.
• The service of tap water must be free.
• Licensed events are required to provide to the town a copy of their Commercial General Liability Insurance in the value of $5 million, naming the "Town of Shelburne" as additional insured.

Security

Licensed security services and/or paid duty police officers may be required at the event and are determined on a case-by-case basis in consultation with the Dufferin Detachment of the Ontario Provincial Police. The permit holder is responsible for any expenses incurred for security requirements.

A Special Occasion Permit must be obtained and a copy provided to the Town of Shelburne prior to the final execution of all town permits and licenses.

Please also refer to "Letter of Municipal Significance" and the Town of Shelburne Alcohol Risk Management Policy 

While some of these policies may be similar to those set out by the Alcohol and Gaming Commission of Ontario, event organizers are encouraged to review and undertake all the necessary requirements on their Special Occasion Permit in addition to those set out above.

The Event Organizer must ensure that the entertainment associated with the event is open to the public and will be of a positive nature for the enjoyment of both adults and/or children. Rude or foul language, nudity or any form of profanity will not be tolerated. The Event Organizer may be required to submit an entertainment and production contact list prior to the event.  If you are planning to use live or recorded music of any kind; the event organizer is required to pay a license fee to SOCAN.

You may require an exemption to Noise By-law 45-2004. Please refer section Noise Exemption

Please also refer to section “SOCAN” and the Town of Shelburne’s Rzone policy. 

All occurrences of gambling, gaming or games of chance (including 50/50 draws, Bingo games, lotteries, raffles, etc.) in the province of Ontario are subject to the licensing and regulations of the Alcohol and Gaming Commission of Ontario

Any event wishing to feature gambling, gaming or games of chance (including 50/50 draws, Bingo games, raffles, etc.) must obtain a lottery license from the Town of Shelburne’s Licensing Services in the Clerk’s department.

Even if the purpose of the lottery/raffle/game-of-chance is for fundraising purposes.

A lottery license will only be issued to organizations that meet the necessary AGCO criteria and receive approval the Town of Shelburne. Town of Shelburne Lottery Licensing Services information can be found on our website.  

Does your event need financial support? Check out these funding opportunities for special events.

Request to waive rental fees

In accordance with Waiver Fee policy, the Town of Shelburne offers assistance in the form of fee reductions to community groups for special events that meet the eligibility criteria.

Add council approval is required.

Eligibility Criteria

• These criteria have been established to aid in responding to not-for-profit groups, organizations or individuals requesting fees to be waived. However, meeting all criteria does not guarantee that fees will be waived.
• Only requests from registered not-for-profit groups, organizations and individuals will be considered
• Organizations must be not-for-profit; service oriented; and structured so as to confer no benefits to its members
• Maximum value of fees to be waived is $500 per request– requests with a value greater than $500 must be referred to the Municipal Grant Funding Program
• Fees will not normally be waived on a retroactive basis, e.g., after an event has occurred
• The request must address a community need, respond to an under-serviced demand, or contribute to the Town’s overall positive image
• Benefit to the community/public good is demonstrated
• Event/Activity/Function must occur within the Town boundaries
• Funding will not be provided to organizations that charge the public an admission, entrance or registration fee
• Fees will not generally be waived to support regular program costs
• Funding will not be provided to organizations that have an overdue amount owing to the Town

Application process

Request for Waiving of Rental Fees must be submitted to the Clerk’s office by 12:00 pm at least three weeks prior to the next Council meeting.

Requests are approved or denied at the discretion of Council.

We value the contributions that groups, agencies and volunteers make to improve our community. To show our appreciation, we give out municipal grants each year that help support the efforts of our community organizations. The total amount of grant money available is set annually in the municipal budget

Eligibility

Organizations that demonstrate community support, efficient use of resources, sound business practices and develop volunteer knowledge and skills may be eligible. For a full list of eligibility requirements, types of grants and the decision-making process, please review the Grant Funding Policy

For more information on types of grants the Town of Shelburne offers visit our Municipal Grant Funding page on our website.

Application process

You can apply for municipal grant funding by completing the form and sending it to the Treasurer/Director of Finance by August 31^st of the current year for the next year.   

Requests are approved or denied at the discretion of Council. 

If your event has amplified sound/live music, you must remain in compliance with the Town of Shelburne’s Noise By-law 52-2022. During these times all amplified sound shall remain at an acceptable level giving consideration to the type and location of the event.

Events requiring the presence of amplified sound outside of the hours prescribed in the by-law require the granting of a Noise Exemption Permit. Event organizers requesting a Noise Exemption Permit should complete the Events on Noise Exemption portion of the application on the Special Event Application

Municipal Law Enforcement Officers and the OPP are responsible for enforcing the Noise By-law and may attend your event to monitor or respond to a noise complaint.

Please also refer to Council approval

Open air burning is not allowed on municipal property without the approval from Town Council and the Shelburne and District Fire Department.  If your event will have open air burning, you must indicate this on your special event application.

In the event that you receive Council and Fire Department approval please ensure you follow the protocol below.  

• The fire pit must be approved by the Fire Chief.
• The fire pit must be supervised at all times by the town staff and/or organizers of the event.
• No one other than the supervisors shall feed fuel to the fire.
• A barrier should be constructed around the fire pit so people are not easily able to have direct contact with the open flame.
• The Fire Department should be on site.
• There should be first aid available.
• A fire extinguisher should be readily available in case of fire

Public access to parks, park walkways and special thoroughfares, as well as parking lots, must be maintained at all times during events and shall remain available to the public at all times during an event. This includes all play structures for children.  

In order to provide a safe and clean environment for all to enjoy, pets are not allowed to be off-leash on any municipal property. Stoop-and-scoop practices shall be followed at all times.

Guide dogs and service animals are welcome in all town 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.

For more information please view the animal control by-law. 

Public Health inspects vendors at special events who provide food to the public, and non-regulated health professionals who offer a personal service to the public (including tattooing, body piercing, nail services, etc.). They also support special event organizers and vendors to help them meet requirements in the Ontario Food Premises Regulation 493/17, and the Ontario Personal Service Settings Regulation 136/18

For more information and to fill out an application please visit Wellington-Dufferin-Guelph Public Health page – Hosting an Event

ReSound Any type of event that utilizes recorded music is subject to a ReSound licensing fee. ReSound is the Canadian not-for-profit licensing company dedicated to obtaining fair compensation for artists and record companies for their performance rights. ReSound collects licence fees for the public performance of music in Canada and distributes to artists and labels around the world. ReSound tariffs are regulated by the Copyright Board of Canada.

The Town of Shelburne is committed to fostering an environment where there is Respect for yourself; Respect for others; and Responsibility for your actions. This environment is referred to as the Rzone. As such, the town expects the same environment of mutual respect and responsibility to be observed by event organizers holding events in town facilities and on town property.

Please refer to the Town of Shelburne's Rzone Policy.

Events planning to feature vending or vendors of any nature (retail, food, artisan, farmers' market, etc.) on municipal property as part of the event’s programming must disclose these details during the event process.

Event Organizers must provide the Municipality with a list of vendors selling merchandise or other goods at the event.

All third-party sponsors, suppliers and vendors invited by the event organizer to participate in the event must  provide a release waiver and indemnification agreement along with a certificate of Commercial General Liability (CGL) insurance in the value of $2 million naming “The Corporation of the Town of Shelburne, 203 Main Street East, Shelburne Ontario, L9V 3K7” as an Additional Insured.

Review any business license requirements and provide information to food vendors hoping to come to your event.

Please also refer to farmers market, food and beverages, and insurance. 

A variety of permits are required to erect signage (including temporary) in Shelburne. Plastic signs (bag signs) are not allowed on municipal property. Before you have signs made, or put signs up, please refer to the Sign permit information on our website and our sign by-law. 

The Province of Ontario has made it illegal to smoke in public outdoor spaces with the Smoke Free Ontario Act. This applies to all public events being staged on the Town of Shelburne owned or leased properties and includes all elements of an event such as beer tents, midways, concessions etc. In addition, the Town of Shelburne has enacted By-law 61-2018 being a by-law to regulate the smoking or vaporizing of recreational cannabis in public places within the Town of Shelburne. The Shelburne has enacted By-law 35-2022 being a by-law to regulate the smoking or vaporizing of tobacco in public places within the Town of Shelburne.

Failure to comply or to ensure compliance with the SFOA or By-laws 35-2022 and 61-2018 can result in fines of up to $5,000 under the Provincial Offences Act.  

SOCAN “is the Canadian copyright collective for the right to communicate to the public and publicly perform musical works. SOCAN administers these rights on behalf of its members (composers, lyricists, songwriters, and their publishers) and those of affiliated international organizations by licensing the use of their music in Canada. The fees collected are distributed as royalties to SOCAN’s members and to affiliated organizations throughout the world.”

A SOCAN license grants your operation permission to use music in a specific way, and it's quite straightforward to work with SOCAN to obtain the right license to play music. In accordance with Canada's Copyright Act, any public performance of copyright-protected musical works requires a license to SOCAN. If you are planning to use live or recorded music of any kind; the event organizer is required to pay a license fee and provide a copy to the Town of Shelburne.  

The town must be notified of all stages being planned for within an event site.

A clear, precise site plan of the layout of your event is required and should indicate the location and size of each stage.

All stages above 24 inches from the ground must be equipped with appropriate railings/fall prevention bars.  All performance stages are required to follow the Ontario Ministry of Labour’s Temporary Performance/Event Structures Safety Guideline for the Live Performance Industry in Ontario policy.

The Ontario Ministry of Labour (MOL) has issued guidelines to help event organizers understand their obligations under the Occupational Health and Safety Act and its regulations related to the design, erection, use, dismantling and maintenance of temporary performance/event structures that are used either indoors or outdoors.

The guidelines cover:

• Design and materials

• Positioning

• Planning and control of work

• Inspections

• Operations Management Plans (OMP)

If you are planning to erect a temporary structure as part of your event, you will need to notify the Ministry of Labour (MOL), especially if the temporary structure:

• Will be used for multi-day events;

• Require large equipment such as cranes to assemble the temporary structure; or,

• Require separate temporary structures for sound, lighting, pyrotechnics, video equipment, etc.

Stages greater than 108 SF in area (i.e. >10x10’) and more than two feet (24 inches) in height will require a building permit, design and evaluation level and must be signed off on by a qualified professional engineer.

A professional engineer or representative may be required to be onsite during the erection, use and removal of such Stage.

Additionally, Town of Shelburne staff inspections may be required before and after the installation, and prior to the use of such bleachers. 

All stages that are not greater than 108 sq. ft. and not over two feet (24 inches) in height do not require a building permit.

Trailer stages (on wheels) which are incorporated into a truck/trailer system and have a valid license plate do not require a building permit.

The town must be notified of all tents and temporary structures planned for within an event site. A clear, precise site plan of the layout of your event is required to be submitted to the town for approval. The site plan should indicate the location and size of each tent and temporary structure. 

Fire rating

All tents and temporary structures at an event site must be able to provide documentation demonstrating the fabric (material) complies with CAN/ULC S-109M or NFPA 701, verifying compliance with O.B.C. subsections 3.13.1.6.

These requirements refer to the performance of the tent’s materials in flame-exposure tests of flame-resistant fabrics of natural, synthetic, or combinations of natural and synthetic fibres, or plastic films intended for such use as tents, awnings, draperies, or decorations.

All tents and temporary structures must demonstrate acceptable flame resistance of the fabric or film. This flame resistance may be inherent in the material or may be the result of chemical treatment to retard ignition and spread of flame.

Weighting down tents

All tents and temporary structures erected at an event site must be appropriately weighted down. The following guidelines are offered to ensure the proper weighting of each tent.

For tents 10'x10’ or smaller:

• Ensure a minimum of 40 pounds of weight is attached to each tent leg
• Suitable weights can include: concrete blocks, rubber tent weights, sandbags, water barrels
• NOTE: Staking, spiking or digging into the ground, grass or concrete/pavement on municipal property is not allowed at any time

For tents larger than 10'x10’:

• Ensure 50 pounds of weight or more is attached to each tent leg
• Suitable weights can include: concrete blocks, rubber tent weights, water barrels
• NOTE: Staking, spiking or digging into the ground, grass or concrete/pavement on municipal property is not allowed at any time

All tents at events are subject to inspection at any time during event set-up, operation and removal. If tents are found to be without proper weights, the event organizer will receive a warning and be asked to obtain proper weighting prior to continuing to operate at the event. In some circumstances the removal of un-weighted or improperly weighted tents may be requested by the town.

The use of these weighted materials to secure tents at an event site must be done in consultation with installation experts to ensure the safety and security of the public, the event site, the items, and the weights.

Tents larger than 646 square feet (25’x25’)

If your event will feature a tent or temporary structure larger than 646 square feet (~25’x25’), or any size tent/temporary structure attached to a building, or constructed within 3m of other structures, you will require a building permit - O.B.C. Div. B. Article 3.14.1.6.

For more information concerning requesting a building permit, contact the clerk’s office. 

Bike-sharing and bike valet

Look for opportunities to work with community cycling partners and organizations to promote bike sharing and bicycle access to your event.

To accommodate cyclists arriving at your event, consider offering a bike valet station using existing and/or rented bike racks. 

Walking and pedestrian traffic

Many of the primary event spaces in Shelburne, such as community facilities, parks, and open spaces, are easily accessible using local pedestrian walking routes. In your pre-event communications, encourage attendees who live close to the event site to leave their cars at home and walk.

Determine how ‘walkable’ your event is by entering the address of your event site on Walk Score

Underground utilities (including hydro, gas, or irrigation lines) may be buried below the surface of municipal property.

Staking, spiking, or digging into the ground, grass or concrete/pavement on municipal property is not allowed at any time. 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.
If an event requires the installation of any object that penetrates the ground, approval from the town must be granted.
In cases where permission for ground penetration is granted by the town, utility locates (the marking of underground utilities) are required through Ontario One Call. Costs associated with conducting utility locates will be the responsibility of the event organizer. 

Volunteers are integral to the success of any special event. Spending time on planning a ‘Volunteer Management Model’ can be beneficial for the volunteers and their supervisors. It is important that your volunteers are provided with any pre-event training including clarifying roles and responsibilities and any communication, emergency, and security procedures that are in place. It is also important to document any training provided including the trainers’ name, trainees, date, time, and topic.

More information about volunteers and the management of volunteers may be found on the Volunteer websites such as the Ontario Volunteer Centre Network or Volunteer Canada or Volunteer Dufferin. 

The Event Organizer is responsible for litter control and waste disposal. Upon completion of a special event, all litter, garbage, and recycling collection must be completed by the Event Organizer and the lands must be left in their original condition.  The provision of garbage and recycling receptacles, maintenance and pick-up by town staff can be arranged and additional charges may apply.

Please also refer to “Damages and security deposits”.

Offering many beautiful landscapes, parks, and facilities, Shelburne is a beautiful town in which to have your wedding photos, ceremony and/or reception. For more information about having your wedding ceremony/reception or engagement photos on municipal property, please visit the our Weddings page. 

Shelburne’s parks and open spaces are home to a wide variety of wildlife. For the health and safety of the animals and event attendees, please do not interact with or feed the wildlife.

The Town of Shelburne makes every effort to keep all outdoor municipal spaces clean per established seasonal maintenance schedules.