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City of Kawartha Lakes 2019 Municipal Event Application

The City of Kawartha Lakes appreciates the importance of Special Events in enhancing the quality of life, tourism, culture, recreation and education and in providing economic benefits to the local economy.

The Municipal Event Application (MEA) is intended to act as a strategic resource to individuals hosting an event with an anticipated attendance of over 350 individuals within the City of Kawartha Lakes. 

The MEA process will assist event organizers in obtaining the necessary information, resources and documentation that may be required to host your event, and outline the operation of events within the City of Kawartha Lakes Municipal facilities, streets and roadways. The procedures will help event organizers to determine the requirements that are to be in place in order to effectively plan and execute a successful special event and to help to understand their responsibilities as an event organizer.

Do I need to complete a Municipal Event Application?

If you answer 'Yes' to the following questions, you will be required to complete the Municipal Event Application:

  • Does your event take place on Municipal Property?
  • Will your event likely be attended by more than 350 individuals per day?

And, you answer yes to any of the following questions:

  • Is it likely you will require additional Policing or Emergency services at your event?
  • Will a fee be charged or is a Special event being held for the purpose of commercial gain or profit?
  • Will there by vendors at your event?
  • Does you event require a Road/Street close or cause disruption to any parking or sidewalks?
  • Does your event fall outside the City’s Noise By-Law and Park Operation hours?
  • Will your event include food concessions and/or preparation areas?
  • Will your event be erecting any Tents over 60m2?
  • Will Alcohol be served or sold at this event?

Procedure:

The City of Kawartha Lakes Parks, Recreation & Culture Division will assist you through the Municipal Event Application process and will be your primary contact. Once event organizers submit their completed MEA it will be distributed amongst a cross section of staff in various departments within the City of Kawartha Lakes as well as external contacts for their review.

The Municipal Event Application simplifies the planning process for organizers as key contacts include:

  • Kawartha Lakes Police Services
  • Kawartha Lakes OPP
  • Kawartha Lakes Fire Services
  • Kawartha Lakes Paramedic Service
  • City of Kawartha Lakes Public Works Department
  • City of Kawartha Lakes Building Department
  • City of Kawartha Lakes Parks, Recreation & Culture Division
  • City of Kawartha Lakes Municipal Licensing
  • City of Kawartha Lakes Economic Development Department
  • City of Kawartha Lakes By-Law Division
  • City of Kawartha Lakes Insurance Risk Management Coordinator
  • Ross Memorial Hospital
  • Kawartha Haliburton Pine Ridge District Health Unit

Upon receipt of the Municipal Event Application, Staff will circulate the completed application to all parties for their review and recommendations. You will be notified if additional permits, inspections or further information is required.

The City of Kawartha Lakes reserves the right to request a coordinating meeting(s) which may be required before the event takes place.

Timeline:

A completed Municipal Event Application and all additional required documentation must be submitted:

At least 60 days or at least 2 (months) in advance with events with an expected attendance of less than 5000

At least 90 days or at least 3 (months) in advance with events with an expected attendance of 5000 or more

Summary of Event:

This section will provide us with an overview of your proposed event.

If an attendance of over 350 per day is anticipated, a Special Events Permit may be required. 

Contact the City of Kawartha Lakes Licensing Officer at 705-324-9411 extension 1343 for further details.

If your event times fall outside both the City's Noise By-Law and Park Operation hours, you may be required to submit a letter to Council to request an exemption to the Noise By-Law.  Please include the dates and times of your event and why you are requesting the exemption. 

Send requests by e-mail to cboyd@kawarthalakes.ca addressed to:

Mayor Andy Letham & Members of Council

City of Kawartha Lakes

26 Francis Street, 1st Floor

Lindsay, ON K9V 5R8

Event Location:

For events taking place on Municipal property contact the Facility Booking Office at the City of Kawartha Lakes Parks, Recreation and Culture Administration Office located at 50 Wolfe Street, Lindsay

Telephone: 705-324-9411 extension 1226

E-mail the Facility Booking Clerk at facilitybooking@kawarthalakes.ca

Application/Organization Information:

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Event Site Plan:

A detailed site plan must be submitted with your Application.  Please indicate all portable structures or exsisting built structures on the site such as bleachers, tents (include size of tents), platforms etc. on the site plan. Vendor areas, areas that the public occupy, traffic control location(s), admission booths, and equipment location(s) should be indicated on your site plan.

If road closures are taking place for your event, your Site Plan must clearly show where the closure and barricades will take place.

Utility locates may be required, depending on the venue. 

If your event includes a Parade, please provide a detailed traffic management plan as well as map of the route.

Failure to provide a detailed site map will result in the application not being considered.

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If you answer "Yes" to any of the following questions, "Utility locates" may be required, depending on venue.  You will be required to submit a detailed plan outling the locations for fencing, stakes or digging.

Event Waste Management Plan:

As an event organizer, you are responsible for properly disposing of garbage throughout the term of your event as well as cleaning up after the event. Public receptacles are not to be used for event clean-ups.  Ensure you have made arrangements with a private contractor for cleanup including supply and pick up of carts and or garbage bins.  There are many companies in the area that offer this service if you require. Please be aware that the City is now encouraging the use of clear bags and recycling at all City events.  Waste brought to a City landfill site containing more than 20% recycling and/or black bags will be charged double the tipping fee (standard fee is $110.00/tonne, mixed load fee is $210.00/tonne).  The City has seen great improvement in recycling since the implementation of the clear bag program and we want to extend this environmental awareness to all aspects of our community including events.

The City will have available up to 8 large blue recycling carts that can be used to collect pop and water bottles during an event.  They must be booked by calling 705-324-9411 extension 1135 with a pick up and return date scheduled.  The carts must be picked up and returned to the Lindsay Ops landfill site.  There is no cost to rent the containers.  Any containers that are not returned to the City by the specified date or that are returned in a condition that they can no longer be used will be charged the replacement cost (currently $95.00/cart).

Please note prices are subject to change, contact Solid Waste Services to confirm current rates.

Please contact Solid Waste Services at 705-324-9411 extension 1135 if you have any questions.

Portable Toilets:

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Alcohol/Food Concessions:

If your event includes food concessions and/or preparation areas, the Kawartha Haliburton Pine Ridge District Health Unit requires that a special events food service permit be completed at least 14 days prior to your event. Please have each vendor complete the Health Unit Application for Special Event Permit, visit http://www.hkpr.on.ca/ResourcesForms/Forms.aspx or contact the Health Unit at 705-324-3569.  

A Transient Trader’s Licence and/or Refreshment Vehicle Licence may also be required.  Contact the City of Kawartha Lakes Licensing Officer at 705-324-9411 Extension 1343.

If alcohol will be served at your event you will be required to do the following:

  • Apply for a Special Occasion Permit (SOP) through the LCBO. This can be completed online or a form can be obtained in store.
  • Supply a copy of the Liquor Permit with the application form prior to 14 days of the event to the City of Kawartha Lakes.
  • Provide the City of Kawartha Lakes with the Name and Address of the Liquor Permit Holder.

Event organizers must adhere to the City of Kawartha Lakes Municipal Alcohol Policy and will be required to complete the applicable forms and return to the City of Kawartha Lakes Facility Booking office 14 days prior to event. For questions regarding the Municipal Alcohol Policy contact the City of Kawartha Lakes Facility Booking Office at 705-324-9411 extension 1226.

Permits:

A Building Permit & Fire Inspection is needed if tent is over 60m2 (645 sq. ft)

Full site inspection is conducted by the City of Kawartha Lakes Fire and Municipal Building Departments.

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Emergency Services:

Pre-Planning First Aid and Paramedic Care for Your Event

One of the responsibilities of community event organizers is to ensure a timely and effective response to a sudden medical emergency at their event. The intent of this section is to assist your event in pre-planning first aid, Cardio Pulmonary Resuscitation (CPR), public access defibrillation (PAD) and, if needed, dedicated on site paramedic(s).

Unfortunately, as an event organizer you have no idea of the medical history or potential unforeseen medical emergencies that could happen to the public while attending your event.

What we want to do is offer you pre-planned solutions so you can make an informed decision and truly make your event safe. Kawartha Lakes Paramedic Service does loan public access defibrillation (PAD) for community events, for complete details please contact Kawartha Lakes Paramedic Services at 705-324-9411 extension 3314

Road Closures:

if your event does require Road Closures, please fill out a Temporary Street Closures Application form and provide a map highlighting affected roads.

For questions regarding the Road Closure application contact the Public Works Department at 705-324-9411 extension 1171

To organize Policing for your event, contact Police Services directly to make arrangements.

Contact the Ontario Provincial Police (OPP) at 705-324-6741 or the

Kawartha Lakes Police Services (Lindsay/Ops area only) at 705-324-5252

Insurance Requirements:

Insurance Requirements

Every applicant shall obtain Commercial General Liability insurance and maintain the policy throughout the term of this agreement with the City and/or venue owner including, but not limited to, bodily injury including death, personal injury, property damage including loss of use thereof, contractual liability, liquor liability (if applicable) and contain a cross liability/severability of interest clause against claims arising out of the event or any act or omission on the part of the applicant or any of his or her servants or agents.  This insurance shall be with a company acceptable to the City and in the amount not less than $2,000,000.00 per occurrence.  “The Corporation of the City of Kawartha Lakes” shall be named as an additional insured on any such policy.  Unless otherwise specified, the terms of the insurance shall be from the date of commencement of set-up or assembly for the event until the date of completion of all related activities.  The policy shall be endorsed to provide that the policy shall not be altered, cancelled or allowed to lapse without 30 days written notice to the City. 

If applicable, the applicant shall provide confirmation of Automobile Liability Insurance in the amount not less than $2,000,000.00 through the term of this agreement covering all owned, leased and non-owned automobiles used in connection with the activities of the Special Event.

The City of Kawartha Lakes reserves the right to require a higher limit of liability insurance depending on event specific details.

Applicants are required to submit a certificate of insurance from their insurer confirming that the insurance coverages held by the applicant are in accordance with the City’s requirements at least 14 days before the event.  A description of the event, including the name and date of the event must be present on the Certificate of Insurance

For questions or assistance regarding the insurance requirements of the City of Kawartha Lakes please contact Jolene Ramsay, Insurance Risk Management Coordiantor at 705-324-9411 extension 1380 or e mail jramsay@kawarthalakes.ca

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Fireworks displays require specific insurance coverage and must be included on the Certificate of Insurance for your event.

For any event pyrotecnics a detailed site plan and application by a licensed Supervisor licensed by the Explosives Regulatory Divison of Natural Resources Canada must be submitted for approval.

Marketing:

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The applicant agrees that it shall at all times idemnify and save harmless the Corporation of the City of Kawartha Lakes; its employees, agents and members of Council from and against all actions, suits, claims and demands of any nature or kind made by or on behalf of any person or persons which the applicant or those whom the applicant is in law responsible, may bear or be held responsible for any injury and/or damage to property arising out of, or incidental to the event, the granting of the permit or the use of the City of Kawartha Lakes property or facilities.

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Personal information contained in this Application form is collected under the Freedom of Information Protection of Privacy Act, and will only be used for the purpose of assisting with your event.



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