Festivals & Events

Community Event Request Form

Will your event include any of the following components?

  • Road closures 
  • Estimated attendance of 1,000+ people
  • Alcohol
  • Tents requiring permits (larger than 60m2)
  • Temporary structures requiring permits (larger than 225m2)
  • Fireworks
  • Open flame/ fire producing device
  • Amusement rides/ places of amusement
Pre-Application Question *

Your event qualifies as a Major Event. Complete a Festival & Event Approval Application.

Note: Applications must be submitted a minimum of 60 days prior to your event date.

Contact Information:
Special Events Advisory Team (S.E.A.T.)
[email protected]
Phone: 905-546-3747 (option 3)

Event Information & Location
Where do you want to hold your event? Select all that apply. *
Do you require tables and chairs?
Do you require tables and chairs?
Rental Date(s) & Time(s)
What are the date(s) of your event?
When will you start setting up your event? *
When will your event open to the public? *
When will your event finish? *
When will you complete taking down your event? *
Does your event happen more than once in the year? *
(e.g. weekly during the summer)
(e.g. every Wednesday from June 1st to July 7th)
Will your rental include any of the following? *
Will you be requesting any of the following?
After hours access to facilities and equipment is limited and additional fees may apply.

You are required to obtain a minimum of $2 million dollars in third party liability insurance to protect you, your organization and the City from lawsuits that may arise from your rental. Third party-liability insurance is mandatory. Your event will not be permitted to take place and you will not be permitted to use City property / services without acceptable proof of insurance.

For a small fee, which is based on the number of estimated event participants, the City of Hamilton offers third party liability insurance to eligible events with attendance up to 999 people that take place on City property through its GameDay Insurance program. If you are interested in purchasing your liability insurance through the City's GameDay Insurance program, please check ‘Yes' (below) so that we can book the insurance for you. GameDay Insurance does not provide coverage for rentals with more high-risk activities (e.g. bouncy castles). If your event will have these types of activities, you will be required to submit an additional Certificate of Insurance naming the City of Hamilton as an ‘additional insured.’

Would you like to purchase GameDay liability insurance?
Contact Information
Final Authorizations
I acknowledge that all the information contained in this application is, to the best of my knowledge, correct. *
I understand that I must provide payment and a copy of my certificate of insurance 30 days prior to my rental. I also understand that I must notify the Recreation Division of any changes to my rental (including cancellation) 14 days prior to my rental date. Otherwise, I will not be able to make any changes to my rental agreement or receive a refund. *
I have read and understand the Outdoor Recreation Facility Guidelines and I will abide by the responsibilities and requirements set out in the Outdoor Recreation Facility Guidelines. *
I will abide by any and all restrictions and/or requirements contained in the Reopening Ontario (A Flexible Response to COVID-19) Act, 2020 and the Regulations made thereunder. *
I have read and understand Workplaces and Public Places and I will abide by the responsibilities and requirements set out in Workplaces and Public Places. I understand that submitting a Festival & Event Approval Application does not guarantee that my event will take place should provincial or municipal COVID-19 guidelines change prohibiting event activity. *
I understand that I must submit a Safety Plan as part of my Community Event Request Form. Should my organization be found non-compliant with an approved Safety Plan, the City of Hamilton reserves the right to revoke event approvals. *

Please review the Safety Plan template here

Files must be less than 2 MB.
Allowed file types: jpg jpeg pdf doc docx.
As part of approvals under the Reopening Ontario Act, you must submit a Site Map which identifies the dimensions (m2) of your event area and number of people permitted in this area. As per the province’s Stage 3 framework, outdoor public events are permitted to have up to 100 people while fairs, exhibitions and festivals are permitted to have 75% capacity (75% capacity can be determined by taking the total square meters of the event area and dividing by 1.33). *
Files must be less than 2 MB.
Allowed file types: jpg jpeg png rtf pdf doc docx.