Community-Led Festival and Events in Aurora

Resource Guide

March 2016

Message from the Mayor

Discover Aurora

Dear resident or visitor,

Each year, The Town of Aurora organizes numerous special events that give our community and its residents a reason to celebrate! Aurora is an artistic and culture-focused community.

The special events produced by the Town are often organized by local groups and volunteers. These events greatly enrich our traditions and create a vibrant beacon drawing in residents and visitors. Aurora recognizes that special events enhance tourism, culture, recreation and education as well as provide an economic benefit to local businesses. This guide has been produced to provide interested event organizers with information about what is required to host a special event in Aurora.

There are many exciting and fun activities in Aurora for everyone to enjoy, from fundraisers, sporting events, concerts, parades and festivals to dynamic family-friendly events. There are a variety of inspired gatherings that add to the culture, heritage and arts in Aurora. Our events celebrate our diversity, showcase our parks and trails, encourage recreation and tourism and provide economic benefits to local businesses and community organizations.

Please enjoy all that Aurora has to offer, and join the celebration!

Sincerely,

Mayor Geoffrey Dawe

Purpose and Scope Special events in Aurora enhance and improve the quality of life for our residents. The purpose of the CommunityLed Festivals & Events Resource Guide is to consolidate the guidelines, policies and by-laws used by the various departments within The Town of Aurora, The Regional Municipality of York and other related agencies pertaining to planning and hosting special events. It also includes contact information from various departments and related agencies which, depending on the event, may need to be contacted.

This guide helps facilitate an effective plan and execution of a safe event.

Although this guide is comprehensive, it does not replace the essential element of planning an event which involves co-ordination with municipal staff. A guide cannot anticipate the complexity of tasks it takes to create a memorable special event while ensuring that all permits and approvals and on-site needs are met on time.

Special events may include various initiatives such as an arts celebration, a children’s festival, a sporting event, a music festival, a parade, a multicultural event and more.

Aurora is a great place to hold your special event. With our many beautiful parks and updated facilities, there are a variety of venues to meet your needs.

Whether you are planning a new event or looking to grow an existing one, this Community-Led Festivals & Events Resource Guide provides information to assist you with the completion of the Community Outdoor Event Application Form, guide you through the event planning process and give you tools to deliver a safe and successful event. As the event organizer, your role will be to stay in contact with Town departments regarding items related to your event. The guide will help you to ensure that all necessary approvals are in place in advance of your event. Early applications will allow more time for you to resolve any concerns or issues related to the proposed event.

Please read through this event guide in its entirely to fully understand all of the elements of your event and about the associated timelines and paperwork. We look forward to working with you to make your event a success!

This guide is also intended to ensure consistency, convenience and safety of the event organizer and event patrons. All efforts have been made to ensure the information contained within the guide is correct at the date of publication, however, no representations or warranties, expressed or implied, are made as to the accuracy of the information presented.

This guide does not govern the scheduled yearly events created

by The Town of Aurora’s Special Events division. For inquiries regarding Town of Aurora’s Special Events, please contact sgeneralmailbox@aurora.ca or visit www.aurora.ca/specialevents

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Quick Reference Chart The following chart summarizes the key components of planning a successful third-party event in Aurora.

Contact Town of Aurora Staff Complete and Submit

Community Outdoor Event Application Form

Council Review and Approval of Outdoor Events Any application for an outdoor special event requiring Council review in accordance with the provisions listed below must be submitted a minimum of 120 days prior to the event date.

Applications for an event permit, excluding sporting events and tournaments, that meet the following criteria, will be referred to Council for consideration: • Restricts public access to the outdoor facility.

Complete and Submit

• Requires any fencing of an outdoor facility.

Please note, fencing required for an event where alcohol will be served must be approved in accordance with the Municipal Alcohol Policy.

Obtain Event Permits

• Is for an event that will be held over more than one consecutive day.

Community Outdoor Event Questionnaire

Submit

Event Plan

Obtain

Event Insurance

Event Application Form The first step in hosting your event outdoors in Aurora is to complete a Community Outdoor Event Application Form. The information provided in this form will assist Town staff in providing guidance to the event organizer(s). Prior to completing this application, it is strongly suggested that the event organizer contact staff within the Parks & Recreation department to discuss the event.

A Community Outdoor Event Application Form as well as permit requests can be obtained at The Town of Aurora, Parks & Recreation Services desk located at Aurora Town Hall, 100 John West Way or by calling 905-726-4759 or 905-726-4754.

A Community Outdoor Event Application Form must be submitted a minimum of 60 days prior to the proposed date of the event. Depending on the nature and scope of the event, applications may be accepted with less than 60 days notice at the discretion of the Director of Parks & Recreation Services. However, the Town cannot guarantee the application can be processed in time to provide approval for the event.

• Requires the support of Town staff or resources not currently budgeted for or available within normal operating procedures.

A Town of Aurora Facility Bookings Administrator will review the application and contact the applicant to complete a Community Outdoor Event Questionnaire. The Community Outdoor Event Questionnaire is a detailed checklist that helps all parties plan the event and determine any special requirements.

Indoor Special Events If you are planning an indoor event in a Town facility, your first step is to contact a Town of Aurora Facility Bookings Administrator with the details of your proposed event.

Please include the following when booking a facility: • Space requested • Event details • Date(s) and times of event • Date(s) and times of booking • Expected attendance • Resources required from the Town i.e. tables, chairs etc.

Once the application is approved, you will receive a permit for the space requested that will include the pertinent details for your event.

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Facility Permits

Facilities

Facility permits are needed if an event requires the use of a Town property or building. To be considered for a facility permit, an event must provide a meaningful public benefit and must have a direct impact on one or more of the following areas:

Stronach Aurora Recreation Complex 1400 Wellington Street East

•

Arts and heritage

• Culture • Education

Aurora Family Leisure Complex 135 Industrial Parkway North Aurora Community Centre 1 Community Centre Lane Please contact the Parks & Recreation Services department if you are interested in using another Town-owned facility or park not listed.

• Health and wellness • Physical fitness • Enriches the character and identity of the Town • Creates unique or innovative experiences • Extends the overall range and mix of programming currently offered by the Town Facility permit requests will be evaluated as part of the Community Outdoor Event Application Form as well as a facility use request.

Security Deposit A security deposit may be required when running an event in Aurora on Town property or that uses Town resources.

The security deposit covers potential damages to Town property and/or additional staff for clean-up that may be required as a result of the event. The deposit will be refunded after a successful site audit following the event.

Event organizers will receive a Location Permit to review.

Permits must be signed and returned no less than 14 days prior to the event.

Facility Rental Fees By-law

Parks and Facilities

The following is an extract from the Fees By-law pertaining to parks and outdoor facilities. For indoor facility rental fees, please contact the Parks & Recreation Services department for details.

There are several parks and facilities in Aurora that may be suitable for your event. Each request will be reviewed on an individual basis to identify the most viable location:

Parks Ada Johnson Park 60 Hartwell Way Facilities: Basketball, fitness circuit, playground, shade structure, soccer, splash pad, washrooms.

Machell Park 2A Aurora Heights Drive Facilities: Baseball, outdoor Ice rink, playground, soccer, trails.

Town Park 49 Wells Street Facilities: Bandshell, baseball, outdoor ice rink, playground, splash pad, washrooms, soccer.

Lambert Willson Park 115 Industrial Parkway North Facilities: Baseball, playground, shade structure, soccer, trails, washrooms.

Type Park Clean-Up Fee Refundable deposit Park Event Set-Up Fee Includes up to six tables, six garbage receptacles, access to electrical, water and washrooms where available.

Additional Parks Set-Up Fee For up to six additional tables and six additional garbage receptacles.

Park Permit Maintenance Refundable deposit For groups of 25 or more, not requiring an event set-up.

Cost $105 to $1,050 $330 per event, per day

$76 per event, per day $100 to $500 per event, per day

Please note, costs noted above updated March 2016.

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Culture & Recreation Grant The Culture & Recreation Grant is processed twice annually, in March and September.

The Culture & Recreation Grant Policy has two major goals: 1. To provide temporary financial assistance, with a maximum of three years within a five-year period, to community culture and recreation-based programs.

These grants are used to assist groups in becoming stable community organizations and strong partners with the Town.

2. To provide programs that have no other municipal funding assistance, but are recognized as a culture and recreational community program that has Council’s support.

How to apply • All Culture & Recreation Grant Applications must be

submitted to the Director of Parks & Recreation Services.

• Cash grants and grants for facility passes will be compared with the grant criteria.

• Cash grants requested will be considered by the Director

of Parks & Recreation Services, provided the application and eligibility criteria are met. Funds for grant requests shall be allocated on a first-come, first-serve basis from an unallocated lump-sum which shall be determined annually in the budget process.

• The maximum value of individual grants is $1,000.

• A written response shall be provided by The Town of

Event Promotion and Advertising You may wish to advertise your not-for-profit event on our online Community Events Calendar. To submit your event for approval, please complete the online form located at www.aurora.ca/events. Your submission will be reviewed and posted by the Corporate Communications department.

You may also consider submitting your event for posting on the Town’s Outdoor Electronic Message Signs. The following criteria must be met to advertise on the outdoor signs:

• The event is hosted by a major private sector group and the event is being held at a Parks & Recreation Services department facility.

• The event offers free admission for all members of the community.

• Members of the community will benefit from the event.

For further details and to determine if your event qualifies for posting, please contact Astero Prattas at aprattas@aurora.ca.

There are additional opportunities within The Town of Aurora and the surrounding communities to promote your event, many of them at no cost. Examples of other publications to advertise in are: • www.auroran.com • www.centralcounties.ca • www.snapaurora.com • www.snapnewmarket.com • www.yorkregion.com • www.yorkscene.com

Aurora to all requests.

Please contact the Parks & Recreation department at 905-727-3123, ext. 4753 for more information and to obtain details on timing requirements for grants.  Culture & Recreation Grant Application (PDF)

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Temporary Sign Permits

backs associated with resources requested of the Town are the responsibility of the permit holder.

Town of Aurora

Utilities and Equipment

Bag-style temporary signs are prohibited in The Town of Aurora.

Banners, feather banners, mobile signs and other special event signs are regulated. For information on Temporary Sign Permits, please contact the Bylaw Services department at 905-727-1375.

The use of water and hydro will be allowed only in those areas specified by Town staff. Installation and/or use of any utilities and equipment approved for the event are the responsibility of the permit holder and are subject to inspection and approval by the Town or other agencies required by law. Installation, maintenance and costs associated with any fencing is the sole responsibility of the permit holder.

Please note that the Town’s Temporary Signs By-law is currently being revised and new provisions are expected to be in place in 2016.

York Region Sign Permits A Road Sign Permit grants permission to place temporary signage on Regional roads. The signs need to meet size and placement requirements. Permit stickers must be placed on the top left corner of the front of the sign.

How to Apply for Road Sign Permits Download and complete the following forms:  Temporary Road Sign Permit Application (PDF)  Certificate of Insurance Form (PDF) Submit both forms to York Region at least two weeks before the permit is needed.

Email:

permits@york.ca

Fax:

905-895-3047

In-person: 90 Bales Drive East

East Gwillimbury, Ontario L0G 1V0 By mail: 17250 Yonge Street, Box 147 Newmarket, Ontario L3Y6Z1

Event Infrastructure Resources Special event permits that have been approved to take place on Town property or in a Town facility do not include any resources. All resources required for the set-up, operation and clean-up of the event are the responsibility of the permit holder.

There is a Facility Permit Fee for outdoor parks, picnic tables and waste receptacles in accordance with the Town’s Fees and Services By-Law. Any and all additional requests for Town resources, including labour costs, shall be the sole responsibility of the permit holder and will be charged back by the Town accordingly. All costs, including but not limited to, any Town fees and charge-

Waste The permit holder must make arrangements for litter control, including the use of waste, grease and/or recycling containers.

Regular pick-up/changing/cleaning of all waste, grease and recycling containers is required to ensure a sanitary environment, and is the responsibility of the permit holder.

The Town may provide staffing for the removal of garbage as requested, however there will be a fee for this service.

Washrooms Proper planning is essential to ensure that the number of toilets and hand-washing stations are adequate for peak attendance numbers. This protects the health of those in attendance and reduces the risk of spreading disease.

The following factors should be considered when planning an event as they will have some influence on the number and type of facilities required as well as provide help in preparing the grounds and developing contingency plans:

• • • • • • • •

Duration and layout of the event Type of event Type of crowds i.e. participants with special needs Weather conditions Whether attendance numbers are pre-determined Whether food and beverages will be available Whether attendees be consuming alcohol Whether the event has staggered ending times

Event organizers must develop a maintenance schedule for the toilet and hand-washing stations prior to the event to ensure that facilities are cleaned and supplies replenished as needed.

Event organizers must have a contingency plan in case attendance exceeds the anticipated numbers and additional toilet and hand-washing stations are required on short notice.

Such contingency plans can include pre-arranging to have the toilet company on standby, in case the toilets need to be pumped out during the event.

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Toilet and hand-washing stations should be placed in strategic locations that:

• Are easily-accessible in all areas and/or venues at the event

• Are easily accessible for servicing and maintenance during the event

• Have ambient lighting available in the dusk hours and placed in an open area to limit any vandalism

Wayfinding signage should be in place to communicate to the event attendees where the toilets are located. The permit holder should be on-site to assist in delivery to specific locations within the park. Try to find a location that the toilets can be chained up against such as a fence or light standard.

This will reduce the likelihood of the toilets being knocked over the night before or after the event. If you find a toilet knocked over, it should remain in that position until the toilet company is able to replace it. It should never be placed upright and used once it has dried out.

The event organizer must ensure the appropriate number of washrooms are available and accessible for those with disabilities. Industry metrics on washroom use is to have one toilet per 250 people. Signage should be in place to direct people to the facilities. Lighting should be provided if the event takes place at night.

• • • • • • • •

Seating area/bleachers Stage Street closures Surrounding streets Tents/ Trailers Underground pipes/wires VIP/hospitality area Waste management requirements

Parking Event organizers are responsible for ensuring that there is sufficient parking for attendees. If an event impacts Aurora parking facilities and street parking, it is advised that the organizer prepare a Parking Plan. The plan should include:

• A review/identification of the applicable fire access routes and designated disabled parking spaces

• The availability of surrounding streets and lots where parking may be allowed

• The provision of volunteers on-site in the parking and nonparking areas to provide event attendees with appropriate parking information/direction related to the event

• Shuttle service(s) should be arranged if off-site parking is required

Event Site Plan The event organizer must provide The Town of Aurora Facility Bookings Administrator with a final and complete Event Site Plan no later than 14 days after of the application approval or 30 days prior to the event date, whichever is sooner.

The following should be included on the site plan but, are not limited to:

• • • • • • • • • • • •

Accessible viewing area (if needed) Backstage requirements Buildings

First Aid It is the responsibility of the event organizer to provide certified first-aid service on site during the operating hours of the event through a qualified agency such as Emergency Medical Service (EMS) or a private first-response company. A confirmation letter in this regard may need to be provided in advance of the event to the Town.

Some event organizers may have their own first aid team that will be on site and as part of their emergency plan. Proof of their certification should be kept on file by the event organizer and could be requested by the Town.

Emergency access route(s) EMS/first aid Entry and exit points Food vendors General and accessible parking Generators/transformers Licensed vehicles area Perimeter fencing/property lines Portable toilets

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Emergency Plan It is highly recommended that the event organizer prepare an Emergency Plan for the event.

An Emergency Plan should include:

• Two contact personnel including their cell phone numbers and how they will be contacted in case of an emergency

• Evacuation area with an evacuation route • Procedures to be followed in the case of an emergency or disaster

• Emergency services that are required in case of an emergency or disaster

• Communication procedures made with the necessary

Council prior to issuance of a permit. Please contact the Deputy Clerk to schedule a delegation to speak to Aurora Town Council in advance of the event.

Permit application approval by the Central York Fire Services normally takes 5 to 7 business days. Timing is dependent on the availability of fire department staff to conduct an on-site inspection, complete the application form and other required documentation.

The Fire Prevention division will be responsible for ensuring that your application is completed before recommending approval. For more information, please contact Central York Fire Services at 905-895-9222.  Fireworks Application (PDF)

authorities

• Details of how volunteers and organizational staff have

been prepared to handle a disaster or emergency situation

• Details of how security will be contacted and respond to an emergency or disaster during the event

Open Fires

Noise By-law Noise By-law #4787-06.P regulates amplified sound and music. In Aurora, amplification is prohibited in residential areas at all times. If using amplified sound at an event in a commercial or industrial area, it is only permitted between the hours of 7 a.m. and 7 p.m. In all other cases, the event organizer must apply for a Noise By-Law Exemption.

If you plan to have open flame of any kind at your event, event organizers must apply for a Fire Permit. A Fire Permit can be obtained from Central York Fire Services. On special occasions, the Fire Chief may permit open fires on Town property. For more information, please contact Central York Fire Services at 905-895-9222 or visit www.cyfs.ca.

The Town of Aurora notifies York Regional Police and provides the details of the event once the Noise By-Law Exemption has been granted.

Tent Permits

A Noise Exemption Permit can be obtained from The Town of Aurora’s Building & By-law Services department. For more information, please contact the Building & By-law Services department at 905-727-1375.

Unless by permit, no one may erect a tent or temporary structure in a park.

A Tent Permit may be issued through the Building & Bylaw Services department under the following circumstances:

• When the tent is more than 60m2 in aggregate ground area;

• When the tent is attached to a building, and; • Constructed less than 3m from other structures.

To apply for a Tent Permit, please contact the Building Services department at 905-727-1375 ext. 4388

Fireworks Fireworks are not typically permitted at community-based events.

The event organizer is required to provide notification to the area businesses and residences within a 200 metre radius of the site where the noise is emitted, with the dates and times of the amplified sound activities.

Ontario Smoke Free Act In 2015, the Province of Ontario passed new legislation that makes it illegal to smoke on and within 20 metres of all publicly-owned playgrounds, splash pads, sports fields, tennis courts and basketball courts. Smoking is also prohibited within 9 metres of facility entrances. Event organizers are required to enforce this policy and ensure event attendees refrain from smoking while attending their events.

York Region Tobacco Control Officers conduct inspections to ensure all enclosed workplaces and public places are smokefree.  Smoke Free Ontario

If you plan to have a fireworks display of any kind at your event, event organizers must apply for a Fireworks Permit and they must also obtain permission from Aurora Town

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Petting Zoo/Animals Petting zoos/animal shows must comply with Petting Zoo Guidelines as outlined by York Region’s Community and Health Services. For more information, please contact York Region Community and Health Services at 905-895-1231.

Security In the event that large crowds are anticipated and security is needed, and/or where a beer garden is offered, event organizers may be required to provide security personnel or police officers for security, crowd control and/or traffic control.

If you are serving alcohol and/or have a large number of expected attendees, you may require police officers at your event. Event organizers must contact York Regional Police to determine if paid-duty officers are required. The York Regional Police (YRP) Paid Duty Co-ordinator will determine the total number of police officers required.

A paid duty officer is an off-duty police officer performing policing duties for an individual or organization other than York Regional Police.

You must submit your request for police assistance at least 4 weeks prior to your event. Larger events will need a longer lead time. For more information, please contact York Regional Police at 1-866-876-5423.  York Regional Police

Vehicles in Parks To protect the general public as well as the parks for future use, the access of vehicles to park grounds is for the purposes of event set-up and take-down only and will be restricted to designated areas as approved by Aurora staff.

The event organizer must ensure that vehicle access into the park is controlled and monitored throughout the event at the designated access points, allowing entry to emergency vehicles only, during event operating hours. The conduct of vehicle operators involved before, during or after the event will fall under the responsibility of the event organizer. If an operator is operating a vehicle in any manner that Town staff deems unsafe to the public within the park, the vehicle will be banned from the premise immediately and will have to conduct their work of loading and unloading from a location outside of the park.

The Event Site Plan must include all vehicle access points and any vehicles, subject to Town approval.

Designated service vehicles such as golf carts for transporting supplies or removing garbage may be approved for use during event hours upon application to Aurora staff.

The cost to repair any damage to the park or facility will be the responsibility of the event organizer. Repair costs will be assessed and communicated to the event organizer by Aurora staff as soon as possible after the event is completed.

Staff will review the location of all services with the event organizer as part of the Event Site Plan submission.

Alcoholic Beverages and Liquor Licenses If you wish to serve or sell alcohol at your event, you will need to adhere to both provincial and municipal requirements to ensure that you are legally permitted to serve alcohol.

Event organizers must also abide by Aurora’s Municipal Alcohol Policy which is in place to prevent alcohol-related problems that arise from alcohol consumption within its facilities and to promote a safe, enjoyable environment for patrons of the facilities.

In addition to adhering to the municipal policies, event organizers must adhere to all Alcohol and Gaming Commission of Ontario (AGCO) guidelines. The AGCO is also responsible for overseeing the administration of Special Occasion Permits (SOPs).

If there are plans to serve or sell alcoholic beverages, event organizers must apply for a Special Occasion Permit (SOP) from the Liquor Control Board of Canada (LCBO) at least 30 days before the event. The SOP application may be obtained at LCBO service stores or downloaded from the AGCO’s website at www.agco.on.ca. Once completed, the application must be mailed or delivered directly to an LCBO service store for processing.

For outdoor events, the permit holder must contact The Town of Aurora’s Clerk’s Office to obtain a Letter of Municipal Significance to be included along with the application. If a group other than a charity or non-profit entity applies for a Special Occasion Permit, the AGCO requires that the application contain a Municipal Resolution or letter from a delegated municipal authority deeming the event “municipally significant.” Additional insurance in the amount of $5 million is required and the Corporation of the Town of Aurora is to be named as an additional insured.

The SOP permit holder must notify, in writing, York Regional Police, York Region Community and Health Department, as well as Central York Fire Services 30 days prior to the event.

Please refer to the section on Tent Permits. Aurora’s Building & Bylaw Services department must be notified if a tent, marquee, pavilion or tiered seating is used.

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The SOP certificate must be visibly posted and the permit area, clearly defined and separated from the area(s) where the SOP does not apply by a minimum 36” (0.9 metre) high partition.

Please note, these fees are only for the Road Closure Permit.

Additional fees may be charged by the Town for any additional services that may be required for the event.

All beverage handlers must be Smart Serve trained and the event organizer must provide copies of their certification to the Town.

Road closures for parades must submit a Temporary Road Closure Application for Parades (PDF)

Insurance Requirements

Road closures for sporting events must submit a Temporary Road Closure Application for Athletic Events (PDF)

For your special event, the permit holder must maintain a Certificate of General Liability for the event in an amount no less than $5 million or such other amount, as may be determined by the Director of Parks & Recreation Services.

Automobile insurance, or any other additional insurance coverage related to the event, may be required at the discretion of the Director of Parks & Recreation Services.

Any insurance coverage provided by the permit holder must indicate that the Town has been added as an additional insured on the insurance policy. Evidence of this insurance must be provided to the Town prior to the event date.

Prior to the event date, the permit holder must agree to indemnify and hold the Town harmless from and against any liability, loss, claims, costs and expenses, including legal fees, occasioned wholly or in part by negligence or acts of omissions by the permit holder and the permit holder’s invitees, during use of the outdoor facility.

Road Closures Town of Aurora Roads To request a Temporary Road Closure within The Town of Aurora, the following must be submitted to the Town Clerk, via Access Aurora located at Aurora Town Hall, 1st floor, at least four weeks prior to the event:

Road closures for filming must submit a Temporary Road Closure Application for Filming (PDF)

If you require more information, please contact the Legal & Legislative Services department at 905-727-3123 ext. 4233 or info@aurora.ca

York Region Roads Certain roads within The Town of Aurora are under the jurisdiction of York Region. These include:

• • • • • •

Bayview Avenue Bloomington Road Leslie Avenue Portions of Yonge Street St. John’s Sideroad Wellington Street

How to Apply for York Region Road Use Permit In order to close a Regional road, you must submit an application to York Region. Applications should be sent at least two weeks before the event. If approvals are required from other departments or municipalities, the approval process will take longer than two weeks.

Depending on your event, you will need to complete either:  Road Occupancy Application Form (PDF)

 Road Closure Application (PDF)

 Excess Load Permit Application Form (PDF)

 Hold Harmless Agreement Resident (PDF) OR

As well as:

 Hold Harmless Agreement Corporation (PDF)

 24-Hour Contact Form (PDF)

 Application for Town Traffic Supplies (PDF)

 Certificate of Insurance (PDF)

Petition signed by all of the homeowners affected, or confirmation of notification of affected properties

Submit all forms to York Region at least two weeks before the permit is needed.

Email:

permits@york.ca

Fees

Fax:

905-895-3047

Parades and processional events $300

In-person: 90 Bales Drive East

East Gwillimbury, Ontario L0G 1V0

Street parties

$0

Social/community events

$0

Athletic events $500 Filming $300

By mail: 17250 Yonge Street, Box 147 Newmarket, Ontario L3Y6Z1

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Accessibility/AODA Requirements As per the Accessibility for Ontarians with Disabilities Act (AODA), 2005, your event may be required to meet the specifications required by law for accessibility.

If you have one or more employees, your festival has legal requirements to meet. If your festival has 20 or more employees, you must report how you are meeting these requirements.

If your festival is organized and run entirely by volunteers, you are not required to comply with the AODA.  Accessible Events Guide Ontario (PDF) For more information, please contact Chris Catania at 905-727-3123 ext. 4212 or ccatania@aurora.ca

Amusement Rides and Inflatables Event organizers should be aware of the required permits, licensing and insurance when renting or operating an inflatable amusement device.

In Ontario, the procedure to follow is outlined by the Technical Standards & Safety Authority (TSSA), which can be found at www.tssa.org under the amusement devices section. This section of the TSSA website outlines which inflatable devices are deemed to be an amusement device and require a permit to operate.

Contracting the installation and operation of the inflatable amusement to a reputable company is recommended. Event organizers and any designated contractors will be required to adhere to the TSSA procedures relating to inflatable amusements and devices.

If your event requires the installation of any object that penetrates the ground, a ‘locate’ must be booked and the Town must be notified at least 30 days in advance of the event.

In the case of an event using amusement rides/inflatables, the level of general liability insurance required by the contractor hired to provide the amusement rides/inflatables shall be written on an occurrence basis with coverage for any one occurrence of no less than $5 million, be endorsed to include the Corporation of the Town of Aurora as an additional insured, and contain a severability and cross liability clause.

Electrical Inspection If the event is to include amusement rides/inflatables, a concert stage, food trailers, and/or large generators to provide power, an electrical inspection is required.

An Application for Electrical Inspection must be obtained from the Electrical Safety Authority (ESA) who will inspect the site prior to operating the device to ensure that it is electrically safe.

If utilizing a generator for an event, proper grounding and guarding are just as important as making proper connections.

All electrical installations that involve a hardwire or camlok connection to a generator must be inspected by ESA prior to being energized. It is the responsibility of the event organizer renting the generator to obtain a permit from the ESA for inspection in all circumstances, even if the rental company does the wiring and the grounding on the organizer’s behalf.

Request for inspection must be submitted a minimum of 48 hours prior to the production set-up. Permits may be obtained by contacting the ESA Customer Service Centre at 905-507-4949.

Health Permits York Region Community and Health Services must be informed about events, farmers’ markets or wild game dinners that include food vendors, food preparation, personal services and/or a petting zoo. This is to ensure compliance with Ontario’s Health Protection and Promotion Act, its regulations and guidelines.

Event organizers are required to complete an Organizer Application Event Form and submit it to York Region Community and Health Services 30 days prior to the event.

Event organizers are responsible for ensuring their vendors complete the Vendor Application Event Form and submit it to York Region Community and Health Services a minimum of 10 days before the event. A public health inspector will be in contact with the event organizer before the event.

Event organizers must also apply for a Refreshment Permit from The Town of Aurora for all of their food and beverage vendors. Prior to a Refreshment Permit being issued, the event organizer must provide the Town with a copy of the approval from York Region Community and Health Services, a minimum of 14 days prior to the event. Town-issued Refreshment Permits must be available on site at all times and event organizers must be prepared to show the permit to Town By-law Officers if required.

During the event, Public Health Inspectors may inspect food vendors to ensure proper food handling is being implemented and to prevent any health hazard that might result in food poisoning. Often during the inspection, immediate corrective action may be required of the vendor and/or organizer. Examples of this are providing accurate indicating thermometers, maintaining hot and cold holding temperatures of food, providing adequate supplies of potable water for cooking and hand-washing.

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Lotteries, raffles, bazaars and games The Town of Aurora issues Lottery Licences in accordance with provincial requirements and Town policies and procedures.

Requests for lotteries include bingos, raffles, break open tickets and bazaars can be done through Access Aurora at Aurora Town Hall. All supporting documents are examined to ensure compliance with various lottery terms and conditions. Licences are only available to organizations and not individuals.

For more information on obtaining a Lottery Licence, please Access Aurora at 905-727-1375.

Your responsibility:

• Follow the proper steps to obtaining a Re:Sound licence • Cover the costs of a Re:Sound licence Steps to Obtaining a Re:Sound Licence:

1. At least one month prior to your event, contact Re:Sound

to determine which license you need. Re:Sound will send you the appropriate form, or you can download it from their website, www.resound.ca

2. Complete and return the application form to Re:Sound.

3. Pay the necessary fees to Re:Sound. Fee must be paid by 30 days after the event.

What is the difference between SOCAN and Re:Sound?

Entertainment If your event includes live or recorded music of any kind, there is a requirement to pay a license fee to one or both of the following organizations.

Society of Composers, Authors and Music Publishers of Canada (SOCAN) • A SOCAN Licence grants the right to perform in public,

any of the musical works in SOCAN’s repertoire. Without it, you would have to get permission from every songwriter, composer, lyricist and music publisher for every piece of music you perform. A SOCAN license is the simplest way to allow you access to virtually the world’s entire repertoire of copyright protected music.

• Any music that is played at an event must be

licensed by SOCAN (for example: background music, casual music, bands that play their own music, musical performances, etc.)

Your responsibility:

• Follow the proper steps to obtain a SOCAN Licence • Cover the costs of a SOCAN Licence Steps to Obtaining a SOCAN Licence:

1. At least one month before your event, contact SOCAN to determine which license you need. SOCAN will send you the appropriate form, or you can download it from their website, www.socan.ca.

2. Complete and return the application form to SOCAN. 3. Pay the necessary fees to SOCAN. Fee must be paid by 30 days after the event.

Re: Sound represents the rights of artists and record companies (the people who created the sound recordings) while SOCAN (Society of Composers, Authors and Music Publishers of Canada) does the same for composers and music publishers (the people who created the compositions that are embedded in those sound recordings). Re:Sound and SOCAN are distinct organizations that represent different groups and both are required to be compensated.

Volunteers Volunteers are the backbone of any festival or event. It is important for event organizers create a Volunteer Management Program (VMP) to ensure that enough human resources are available on all levels to ensure your event’s success and to develop their own volunteer management practices. Your VMP should include:

• • • • • •

Designing volunteer roles Recruiting for volunteer roles Screening and intake of volunteers Orientation and training of volunteers Supervising and evaluating volunteers; and Recognizing volunteers

A Volunteer Management Program also includes policies and procedures, risk management strategies and an understanding of voluntary sector trends.

In order to recruit volunteers there are some local services to assist, such as Neighbourhood Network. Please visit www.neighbourhoodnetwork.org for more information.

RE: Sound Music Licensing Company Re:Sound is the Canadian not-for-profit music licensing company dedicated to obtaining fair compensation for artists and record companies for their performance rights. On behalf of its members, representing thousands of artists and record companies, Re:Sound licences are for recorded music for public performance, broadcast and new media.

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Appendix: Permit and Fees Quick Reference Chart Organization

Details

Fee

Timeline

Contact Information

Alcohol and Gaming Commission of Ontario

Special Occasion Permit

Yes

4 to 6 weeks

416-326-8700

Electrical Safety Authority

Permit for inspection of temporary electrical equipment and generators

Yes

4 to 6 weeks

905-507-4949

Ontario One Call

Stakeout of park or area

No

4 weeks

1-800-400-2255

Temporary Sign Permit

Yes

4 to 6 weeks

905-727-3123, ext. 4249

Lottery Licence

Yes

4 to 6 weeks

905-727-1375

Tent Permit

Yes

2 to 3 weeks

905-727-3123, ext. 4233

Noise By-law Exemption

No

4 to 6 weeks

905-727-3123, ext. 4247

Insurance Information

No

Minimum 2 weeks

905-726-4759 or 905-726-4754

Event Application Form

No

60 to 120 days

905-726-4759 or 905-726-4754

Facility/Park Booking

Yes

60 to 120 days

905-726-4759 or 905-726-4754

Equipment Rental

Yes

Please contact

905-726-4759 or 905-726-4754

Amusement Rides

Yes

Please contact

1-877-682-8772

Temporary Road Closure Permit

Yes

2 weeks

1-877-464-9675

Temporary Sign Permit

Yes

2 weeks

1-877-464-9675

Food Vendors

No

30 days

1-877-464-9675

Paid Duty Officers

Yes

6 weeks

1-866-876-5423

Town of Aurora Building & Bylaw Services department

Town of Aurora Legal & Legislative Services department

Town of Aurora Parks & Recreation Services department

Technical Standards and Safety Authority (TSSA)

Regional Municipality of York

York Regional Police

Town of Aurora • 100 John West Way, Aurora, Ontario L4G 6J1 905-727-1375 • info@aurora.ca • www.aurora.ca PRODUCED IN PARTNERSHIP WITH TOWN OF AURORA CORPORATE COMMUNICATIONS

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