Each year, the Canton de Champlain receives requests from individuals, businesses, and community organizations wishing to organize Special Events on municipal roads, parks, and facilities. These events vary in size and complexity and require coordination with municipal staff to help ensure they are planned, operated, and managed safely.
This page provides information about the Special Event application process, required documents, review procedures, timelines, and organizer responsibilities.
For questions regarding Special Events, applications, or requirements, please contact the Community Events Coordinator.
On this page
What Is Considered a Special Event?
Special Events are defined as: "A pre-planned activity or series of activities meant to attract people for an intended purpose with a program or schedule of events." The primary characteristics of Special Events:
- open to the public;
- the main purpose is the celebration or display of a specific theme;
- have pre-determined opening and closing dates/times; and,
the program may consist of several different activities, i.e. celebrations, cultural activities, performances, sporting events, festivals and carnivals.
Planning Your Special Event
Step 1 – Start Planning Early
Organizing a special event often requires approvals or permits from the Township or other agencies. Depending on your event, you may need authorizations for road closures, noise exemptions, tents, fireworks, signage, food services, or other activities.
To allow enough time for review and coordination, we recommend starting the planning process several months before your event date.
| Type of application | Number of days prior to the event |
|---|---|
| Special event application | 120 days |
| Request for municipal road closure | 30 days |
| Request for county road closure | 45 days |
| Request for provincial road closure | 60 days |
| Request for noise by-law exemption | 30 days |
Step 2 – Submit a Special Event Application
Event organizers must complete the online Special Event Application at least 120 days before the event.
Special Event authorizations are not issued for private or closed events such as family gatherings, weddings, or private business functions.
The application helps identify the services, approvals, and safety measures required for your event and provides Township staff with the information needed to review your proposal.
Required Documents
The following documents must be submitted with your application:
- Certificate of Insurance
- Event Site Plan and/or Route Map
- Event Programming or Schedule
- Emergency Plan
Step 3 – Application Review
A member of the Township will contact you within 10 business days of receiving your application to discuss your event and next steps.
Your application will be reviewed by the Special Events Review Team (SERT), which includes representatives from various municipal departments involved in event planning and public safety.
The review process may include requests for revisions or additional information, such as updated site plans, insurance documents, permits, or safety plans.
Step 4 – Approval Process
If required, a meeting may be scheduled with Township staff to review the event details and operational requirements.
The Township may establish terms and conditions for the event, which could include:
- Site inspections
- Traffic and parking requirements
- Safety measures
- Coordination with emergency services
- Requirements from external agencies
Pre-event and post-event inspections may also be required depending on the location and scope of the event.
Once all requirements have been satisfied and approvals have been received, you will be authorized to proceed with your event, subject to any applicable conditions.
Site Plans and Emergency Planning
A detailed site plan or route map must be submitted with your Special Event Application. This information helps the Township review the layout, safety measures, traffic impacts, emergency access, and operational requirements of your event.
Event organizers are also responsible for preparing a basic Emergency Plan to help ensure the safety of attendees, volunteers, vendors, staff, and emergency responders.
Funding Opportunities
Municipal Grants and Sponsorships
The Township of Champlain offers several grant and funding opportunities to support local organizations, community projects, and special events. Programs available under the Municipal Grants Policy include:
- Community Grants
- Special Event Grants
- Sponsorships
- Facility Usage Allowances
For eligibility requirements, application deadlines, and application forms, please visit the Municipal Grants page.
Organizations seeking funding must complete and submit the appropriate application form before the annual fall deadline.
Provincial and Federal Funding
Local organizations are encouraged to explore Provincial and Federal funding opportunities that may support community projects, festivals, cultural initiatives, recreation programs, and special events.
The Government of Ontario offers grants for community organizations, festivals, recreation, tourism, arts, culture, seniors, youth programs, and more.
The Government of Canada provides funding programs for non-profit organizations, community events, heritage activities, infrastructure projects, accessibility improvements, and cultural initiatives.
Ontario Funding Opportunities Governement of Canada Grants and Funding
General Guidelines
Before organizing a special event in the Township of Champlain, organizers should review the general rules, responsibilities, and operational requirements. These guidelines help ensure events are safe, respectful of municipal property, and compliant with applicable by-laws and regulations.