food being given to or sold to the public
alcohol being sold or served
the use of fireworks (click here for more information)
the use of tents or other temporary structures (click here for more information)
the use of amusement rides or bouncy inflatables

When do I need to seek permission from the City of Hamilton for my event?

You must seek permission from the City of Hamilton if you are planning on holding your event on property that is owned by the City of Hamilton.

These properties may include, but are not exclusive to:

roads
parks and open spaces
parking lots
alleyways
walkways
pathways
trails
City facilities

My event is being held on City-owned property. How do I go about seeking permission to hold my event?

There is a NEW process for annual and repeat events! Event organizers seeking to hold their event on property owned by the City of Hamilton are being asked to submit their applications between November 15, 2009 and January 31, 2010.

Event organizers seeking to hold an event on property owned by the City of Hamilton for the first time must secure permission from the Special Events Unit by submitting a Special Event Application at least 90 days prior to their event.

To obtain a copy of the Special Event Application, click here

My event is not being held on City-owned property. What do I need to do?

If your event is not being held on City-owned property, you do not need to seek permission from the City of Hamilton. However, if you are:

serving food to the public – you will need to contact the Public Health Department, City of Hamilton, regarding any potential permits that you may need to acquire;
using electricity (requiring more than a standard 110V outlet) – you will need to contact the Electrical Safety Authority to set-up a potential site visit;
amplifying sound – you will need to contact the Municipal Law Enforcement Section, City of Hamilton, to discuss the details of your event;
using tents or other temporary structures (where the area of the tent(s)/air-supported structure(s) exceeds 60 square metres) – you will need to contact the Building and Licensing Division, City of Hamilton, to obtain a building permit;
selling and/or serving alcohol – you will need to apply for a Special Occasions Permit with the Alcohol & Gaming Commission of Ontario (AGCO) www.agco.on.ca ;
displaying fireworks – you will need to contact the Fire Protection Bureau, City of Hamilton, and submit the following items to receive your Approval of Application: your application for the purchase of fireworks, your application for event approval, your certificate of insurance, a copy of your fireworks license and a copy of your site plan;
having amusement rides or bouncy inflatables – you will need to contact the Municipal Law Enforcement Section, City of Hamilton, regarding any potential permits that you may need to acquire;
having vendors – you will need to contact Municipal Law Enforcement Section, City of Hamilton, regarding any potential permits that you may need to acquire.

For a complete list of contacts, click here

I have completed a Special Events Application. What do I do now?

If you have completed your Special Events Application, please send it to the Special Events Unit either by mail, by e-mail or by fax:

Mailing Address

Special Events Unit, Culture Division
City of Hamilton
77 James Street North, Suite 305
Hamilton, Ontario
L8R 2K3

E-mail Address

specialevents@hamilton.ca

Fax

(905) 540-5511

What happens after I submit my Special Events Application?

After you send your Special Events Application to the Special Events Unit, it will be reviewed at a Special Events Advisory Team (SEAT) meeting. SEAT is made up of staff from various City of Hamilton departments who work together to provide guidance to event organizers to ensure safe event operations and adherence to applicable City by-laws, policies and procedures. SEAT meets monthly to review Special Event Applications.

What happens after SEAT approves my event?

When SEAT approves your event, you will receive notification via mail or e-mail from the Special Events Unit.

Your approval letter will outline a number of items that the City of Hamilton requires you to complete before your event can take place.

All event organizers must:

Provide the Special Events Unit with a certificate of Commercial General Liability Insurance 14 days prior to their event. The certificate must name the City of Hamilton as additional insured and must hold a minimum coverage of $2 million. For those events that have a fireworks, alcohol, amusement rides, circuses/carnivals, hot air balloon rides and/or helicopter rides, event organizers must provide proof of insurance with a minimum of $5 million; and,

Please note: If there are any changes made to your application after it has been approved (i.e. date, time, location), the Special Events Unit requires written notice at least 21 days prior to the commencement of your event. Failure to do so may jeopardize the approval of your event.

What happens when SEAT does not approve my event?

Should SEAT not approve your event, the Special Events Unit will contact you to discuss your application.

Your application may not have been approved for a variety of reasons. It could be as simple as the park you have chosen for your event is already booked on the date that you are requesting. In this case, staff will work with you to find another date. If your event has not been approved for more serious reasons, such as, your event poses concerns for public safety, the Special Events Unit may request that you attend a SEAT meeting to discuss the details of your event and possible solutions for the concerns.

I have been told that all events require proof of Commercial General Liability Insurance. How do I obtain insurance?

All events taking place on City of Hamilton property must be insured and carry a minimum coverage of $2 million. For those events that have a fireworks, alcohol, amusement rides, circuses/carnivals, hot air balloon rides and/or helicopter rides, event organizers must provide proof of insurance with a minimum of $5 million.

Event organizers may contact any insurance company to obtain Commercial General Liability Insurance. Insurance may also be purchased directly through Facility Bookings.

To contact Facility Bookings regarding the purchase of insurance, click here

I am an event organizer and food will be served at my event. What do I need to do?

If food is being served at your event, you are responsible for ensuring that all food vendors complete and submit a Food Vendor Application Form in addition to a $26 administration fee. As an event organizer, you must submit all applications and payments to the Public Health Department no later than 14 days prior to your event.

For a copy of the application and for more information, click here

I am a food vendor and would like to sell food at an event. What do I need to do?

If you are a food vendor and would like to sell food at an event, you must contact the event organizer directly for permission.

To obtain contact information for a particular event organizer, click here to contact the Special Events Unit

I am a hot dog vendor. Do I need a license? Do I need to contact Public Health?

License

Yes, if you are a hot dog vendor, you must obtain a mobile license.

For more information, contact the Municipal Law Enforcement Section at (905) 546-2424 (ext. 2782).

Or visit:

www.hamilton.ca/CityDepartments/PlanningEcDev/MunicipalLawEnforcement/Licenses/MobileLicense/

Public Health

If your hot dog cart is already licensed in Hamilton, you do not need to contact Public Health. If you are a hot dog vendor who is not licensed and/or whose business resides outside the city of Hamilton, you must contact the City of Hamilton’s Public Health Department.

To contact Public Health, click here

Alcohol will be served at my event for the first time this year. What do I need to do?

The Special Events Unit recommends that event organizers seeking to serve alcohol at their event for the first time allow a minimum of 120 days to complete all of the necessary applications.

Why 120 days?

The Special Events Unit requires 90 days to generate a ‘Letter of No ‘Objection’ for first time alcohol approval requests. This process includes: reviewing and approving your event [the Special Events Advisory Team (SEAT) reviews and approves events on a monthly basis]; writing a report to Hamilton City Council regarding the approval of your alcohol request (please keep in mind that this report will be reviewed by a number of parties before reaching Council); and, sending a ‘Letter of No Objection’ to you via mail or e-mail.

Once you have received your approval from the City of Hamilton, you must apply to the Alcohol & Gaming Commission of Ontario (AGCO) for a Special Occasions Permit (SOP). The AGCO requires 30 days to process applications.

For more information about obtaining your SOP from the AGCO visit: www.agco.on.ca

Event organizers must also follow the Municipal Alcohol Policy for the City of Hamilton. For a copy of the Municipal Alcohol Policy, click here to access the Policy for Event Planning

Click here for a copy of the Special Events Application

Click here for a copy of an application for a ‘Letter of No Objection’

Click here to view a diagram outlining the timeline and due dates for your event

To contact the Special Events Unit, click here

Alcohol will be served at my event again this year. What do I need to do?

The Special Events Unit recommends that event organizers who have already received permission from Hamilton City Council to serve alcohol at their event in past allow a minimum of 60 days to complete all of the necessary applications.

Why 60 days?

The Special Events Unit requires 30 days to generate a ‘Letter of No ‘Objection’ for repeat alcohol approval requests. This process includes: ensuring that your event has already been approved by SEAT; generating a ‘Letter of no Objection;’ circulating the ‘Letter of No Objection’ to Hamilton Police Service, Hamilton Emergency Services, Municipal Law Enforcement and Public Health for approval; and, sending the ‘Letter of No Objection’ to you via mail or e-mail.

For more information about obtaining your SOP from the AGCO visit: www.agco.on.ca

Event organizers must also follow the Municipal Alcohol Policy for the City of Hamilton. For a copy of the Municipal Alcohol Policy, click here to access the Policy for Event Planning

Click here for a copy of the Special Events Application

Click here for a copy of an application for a ‘Letter of No Objection’

Click here to view a diagram outlining the timeline and due dates for your event

To contact the Special Events Unit, click here

My event requires road closure services. What do I need to do?

If you require road closure services for your event, please indicate this on your Special Events Application. Once your event has been approved, you will receive notification from the Traffic, Engineering and Operations Section of the Public Works Department. In addition to providing proof of your Commercial General Liability Insurance to the Public Works Department and the Special Events Unit, you must also submit payment for your road closure to the Public Works Department a minimum of 14 days prior to your event.

To contact Public Works regarding your road closure, click here

I am planning on having a lottery, bingo, break open tickets, raffle and/or 50/50 tickets at my event. What do I need to do?

The Criminal Code of Canada permits charitable, religious and non-profit organizations to conduct lottery schemes to raise funds once a licence is issued. Organizations must have an established charitable, religious or non-profit mandate to qualify.

If your event falls under one of the above categories, or if you have any questions about obtaining a lottery license, please contact the Municipal Law Enforcement Section at (905) 546-2424 (ext. 1358).

Or visit:

www.hamilton.ca/licensing

My event is taking place in a City-owned park or facility. What do I need to do?

If you plan to have your event in a park or facility owned by the City of Hamilton, please indicate this on your Special Event Application. Once your event has been approved and you have received written notice either by mail or e-mail from the Special Events Unit, you can contact Facility Bookings in the Recreation Division directly for any further inquiries. Please note that payment for your park rental will be due the 1^st day of the month previous to when your event is taking place.

To contact Facility Bookings regarding your park or facility rental, click here

I am planning on having tents or other temporary structures at my event. Do I need a permit?

A building permit is required for tent or air-supported structures when:

• the area of the tent/air-supported structure exceeds 60 square metres

• the area of two or more tents exceeds 60 square metres

A tent or group of tents that is less than 60 square metres in total ground area, is not attached to a building, and constructed more than 3.0 metres from all other structures does not require a permit.

Note: Two or more tents are not considered a group if all the tents are more than 3.0 metres apart.

For an application or for more information, click here

My event requires the use of sub-contactors (i.e. amusement ride providers, tent suppliers, etc.). What do I need to do?

If you are sub-contracting services for your event, it is your responsibility to ensure that all sub-contactors obtain the appropriate licenses from the Licensing Division.

To contact the Licensing Division regarding licenses? Click here

I would like to advertise my event on a mobile sign prior to my event taking place. What do I need to know?

If you are planning on using a mobile sign to advertise your event, you must indicate this on your Special Events Application. The company that you are renting the mobile sign from must obtain a business license as outlined under City of Hamilton By-law 07-170 – a by-law to License and Regulate Various Businesses. In addition, the mobile sign company must purchase individual permits for set time periods and locations. Permits can be obtained from the Building Services Section, 77 James Street North, Suite 400.

As an event organizer, you are responsible for obtaining a copy of the permit(s) related to your mobile sign location and period of time that the sign will be in this location.

For more information about this and other City By-laws, visit:

www.hamilton.ca/CityDepartments/CorporateServices/Clerks/By-Laws/

I would like to advertise my event with a large banner across Main Street near City Hall. How do I go about doing this?

If you would like to inquire about hanging a banner across Main Street advertising your event, please contact Marilyn Preston, Road Programming Technician in Public Works by phone at (905) 546-2424 (ext. 4298) or by e-mail at marilyn.preston@hamilton.ca. Please be aware that space is limited and that often, events are booked years in advance.

I would like to advertise my event on the City of Hamilton’s web-site. How do I do this?

Go to the City of Hamilton’s web-site at www.hamilton.ca. At the bottom of the main page, click on the tab that says ‘Submit an Event.’ Then, click on the tab that says ‘Submitting Events to our Community Events Calendar.’ Continue following the instructions.

Please note: the City of Hamilton is not responsible for the accuracy of information submitted.

What are the fees associated with holding my event?

Depending on the size and scope of your event, there are a variety of fees for permits, licenses and services. Below you will find the fees applied to events requiring Temporary Food Establishment Permits and Road Closure Permits in 2009. Fees are subject to change without notice. It is best to contact the appropriate Departments regarding their respective fees.

Temporary Food Establishment Permit

$26 per vendor

To contact Public Health, click here

Road Closure Permit

Full Closure = $549.40

Partial Closure = $206.68

To contact Public Works, click here

What kind of funding does the City of Hamilton offer to event organizers?

Community Partnership Program

The City of Hamilton’s Community Partnership Program (CPP) provides financial assistance on an annual basis for event road closure services and to community organizations whose services benefit Hamilton residents. The CPP program is geared to organizations involved in social services, sports, recreation, culture and special events. The CPP is administered by the Budgets & Finance Division, Corporate Services Department in consultation with the Culture, Recreation and Social Development & Early Childhood Services Divisions, Community Services Department.

Funding for the CPP budget is based on 1% of the annual approved operating budget of the City of Hamilton. In 2009, this figure is approximately $3.1 million dollars.

The Community Partnership Program (CPP) applications are posted every year on the City of Hamilton’s web-site beginning in early July. Grant applications for 2010 have been posted and are due for both the CPP - Special Events stream and Event Road Closure Services (ERCS) on or before October 14, 2009.

There are two types of funding under the CPP available to event organizers:

1. CPP Grant

A special event:

is an annual or one-time occurring event; and,
typically has open access to the public, celebrates a specific theme, with a predetermined opening and closing date, and may consist of several separate activities. Themes may be commemorative for festivals and events.

Criteria for CPP funding:

The event must take place within the boundaries of the City of Hamilton;

· The event must be conducted by a non-profit organization that does not profit an individual, a group or a company; and,

· The event must operate under an elected Executive Board, hold an annual meeting and may have a non-profit or charitable number.

In 2009, approximately $300,000 was allocated to nearly 40 CPP applicants.

2. Event Road Closure Services (ERCS)

Event Road Closure Services (ERCS) are those services deemed necessary by Hamilton Police Services and Public Works-Operations & Maintenance Division to ensure public safety during full or partial road closures for special events. Services required for your event have a cost to the department providing the service.

ERCS:

· assist event organizers in accessing staff and/or equipment resources to ensure public safety during full or partial road closures for their events;

· provide financial support to non-profit organizations who operate events that are of benefit to the community.

In 2009, approximately $300,000 was allocated to just over 80 ERCS applicants.

To complete an application for a CPP grant or for ERCS, visit:

www.hamilton.ca/CommunityPartnershipProgram

Once you have completed an application, please submit it to:

Rosanna Melatti, Grants Coordinator

Corporate Services Department

Community Partnership Program

77 James Street North, Suite 400

Hamilton, Ontario L8R 2K3

Questions or concerns? Please contact Rosanna by phone at (905) 546-2424 (ext. 4524) or by e-mail at rosanna.melatti@hamilton.ca.

Equipment Loan Program & Community Assistance Program

The Equipment Loan Program and the Community Assistance Program provide limited financial assistance to community, neighbourhood and non-profit organizations.

Equipment Loan Program

Under the Equipment Loan Program, event organizers are eligible for up to $500 per event to a maximum of two times per year. The program funds equipment rentals directly related to your event (i.e. PA systems, table and chair rentals etc.)

Please note: the Equipment Loan program will not fund items such as car rentals, tuxedo rentals, etc. The purchase of equipment for organizational/personal use will not be accepted – only commercial rentals will be reimbursed.

Community Assistance Program

Under the Community Assistance Program, event organizers are eligible for up to $200 per event to a maximum of two times per year. This program funds the following:

· purchase of refreshments (e.g. hotdogs, pop, etc.)

· purchase of program materials

· purchase of prizes

Criteria for eligibility

1. Your activity/event must be a fundraiser or a recognized community event.

2. Your organization must be non-profit.

3. Your organization must be based in Hamilton and the event must take place on City of Hamilton property.

4. Your organization must not be receiving any other funding from the City of Hamilton (i.e. Community Partnership Program).

Ineligible activities:

· Third-party fundraisers

· Adult tournaments and adult sport groups

Please note: groups qualifying for funding under the Equipment Loan Program or the Community Assistance Program will be reimbursed AFTER the event has taken place. Please keep original receipts for submission with your application. All requests will be administered annually on a first come, first served basis until funds available have been spent.

You can apply for the Equipment Loan Program and/or the Community Assistance Program at any time throughout the year.

To complete an application for the Equipment Loan Program and/or the Community Assistance Program, click here

Once you have completed an application, please submit it to:

Rosanna Melatti, Grants Coordinator
Corporate Services Department
Community Partnership Program
77 James Street North, Suite 400
Hamilton, Ontario L8R 2K3

Questions or concerns? Please contact Rosanna by phone at (905) 546-2424 (ext. 4524) or by e-mail at rosanna.melatti@hamilton.ca.

Contacts

Alcohol

Marie MacEachern
Events Coordinator, Special Events Unit, Community Services Department

Physical Address
City of Hamilton
77 James St. North Suite 305
Hamilton, Ontario
L8R 2K3

E-mail Address

marie.maceachern@hamilton.ca

Phone Number

(905) 546-2424 ext. 2747

Electricity

Rob Gheller
Electrical Inspector, Electrical Safety Authority

E-mail Address

rob.gheller@electricalsafety.on.ca

Electrical Safety Authority Web-site

http://www.esainspection.net/

Filming

Lorrie Bowman
Film Liaison Assistant, Planning & Economic Development Department

Physical Address
City of Hamilton
1 James Street South, 8^th Floor
Hamilton, Ontario
L8P 4R5

E-mail Address

lorrie.bowman@hamilton.ca

Phone Number

(905) 546-2424 (ext. 5362)

Fireworks

Dave Pothier
Fire Inspector, Hamilton Emergency Services Department

Physical Address
City of Hamilton
365 Wilson Street West
Ancaster, Ontario
L9G 4X4

E-mail Address

dave.pothier@hamilton

Phone Number

(905) 546-2424 (ext. 7793)

Food

Robert Hart
Environmental Health Manager, Public Health Department

Physical Address
City of Hamilton
1 Hughson Street North, 3^rd Floor
Hamilton, Ontario
L8R 3L5

E-mail Address

robert.hart@hamilton.ca

Phone Number

(905) 546-2424 (ext. 2787)

Hamilton Street Railway (HSR)

Kevin Nicol
Transit Technologist, Public Works

Physical Address
City of Hamilton
2200 Upper James Street
Mount Hope, Ontario
L0R 1W0

E-mail Address

kevin.nicol@hamilton.ca

Phone Number

(905) 546-2424 (ext. 1811)

Lotteries & Amusements

Vince Ormond
Coordinator Parking & By-Law Services, Planning & Economic Development Department

Physical Address
City of Hamilton
77 James Street North, Suite 400
Hamilton, Ontario
L8R 2K3

E-mail Address

vincent.ormond@hamilton.ca

Phone Number

(905) 546-2424 (ext. 1358)

Noise, Sound Amplification, Licensing & Tents and Temporary Structures

Melissa Summers
Licensing and Permits Officer, Planning & Economic Development Department

Physical Address
City of Hamilton
77 James Street North, Suite 400
Hamilton, Ontario
L8R 2K3

E-mail Address

melissa.summers@hamilton.ca

Phone Number

(905) 546-2424 (ext. 1778)

Park/Facility Rental

Facility Bookings
Recreation Division, Community Services Department

Physical Address
City of Hamilton
77 James Street North, Suite 400
Hamilton, Ontario
L8R 2K3

E-mail Address

facbook@hamilton.ca

Phone Number

(905) 546-2424 (ext. 5590)

Parking

Tyler Shepherd
Parking Operation Technologist, Planning & Economic Development Department

Physical Address
City of Hamilton
80 Main Street West
Hamilton, Ontario
L8P 1H6

E-mail Address

tyler.shepherd@hamilton.ca

Phone Number

(905) 546-2424 (ext. 5958)

Police

John Majik
Hamilton Police Service

Mailing Address
Hamilton Police Service
155 King William Street, Box 1060, LCD1
Hamilton, Ontario
L8N 4C1

E-mail Address

jmajik@hamiltonpolice.on.ca

Phone Number

(905) 546-4758

Public Health

Robert Hart
Environmental Health Manager, Public Health Department

Physical Address
City of Hamilton
1 Hughson Street North, 3^rd Floor
Hamilton, Ontario
L8R 3L5

E-mail Address

robert.hart@hamilton.ca

Phone Number

(905) 546-2424 (ext. 2787)

Road Closures

Rich Shebib
Traffic Technologist, Public Works Department

Physical Address
City of Hamilton
77 James Street North, Suite 320
Hamilton, Ontario
L8R 2K3

E-mail Address

rich.shebib@hamilton.ca

Phone Number

(905) 546-2424 (ext. 3909)

Special Events Unit

Physical Address
City of Hamilton
77 James St. North, Suite 305
Hamilton, Ontario
L8R 2K3

E-mail Address

specialevents@hamilton.ca

Phone Number

(905) 546-2424 ext. 4646

Tents/Temporary Structures

Physical Address
City of Hamilton
77 James Street North, Suite 400
Hamilton, Ontario
L8R 2K3

E-mail Address

building@hamilton.ca

Phone Number

(905) 546-2720

Vendors

Gail Stevenson
License Officer, Planning & Economic Development Department

Physical Address
City of Hamilton
77 James Street North, Suite 400
Hamilton, Ontario
L8R 2K3

E-mail Address

gail.stevenson@hamilton.ca

Phone Number

(905) 546-2424 (ext. 2724)

Waste/Recycling

Jackie Arrol
Contract Technician, Public Works

Physical Address
City of Hamilton
1579 Burlington Street East
Hamilton, Ontario
L8H 7R7

E-mail Address

jackie.arrol@hamilton.ca

Phone Number

(905) 546-2424 (ext. 2487)

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