Special Events Requirements

We will guide you through all municipal, regional, provincial and federal requirements.

Health and Safety

Structure and Site Setup

Food, Alcohol and Vendors

Activities and Entertainment

Traffic and Transportation

Promotion and Communication

Health and Safety

Accessibility

Accessibility means giving people of all abilities opportunities to participate fully in everyday life. Incorporating accessibility when planning an event helps make everyone feel welcome, which often leads to an increase in attendance and a more enjoyable experience for everyone. The Township of Champlain expects that all events in Champlain will strive to be accessible and compliant with the Accessibility for Ontarians with Disabilities Act, 2005.

 An accessible event for visitors, participants, and volunteers might include:

• Well placed and clearly signed accessible parking spaces;
• Entertainment viewing areas;
• Washrooms that are located on paved pathways for ease of access; and,
• Use of directional signage prominently displayed throughout the event venue (to indicate the barrier-free path of travel) for:
  • The location of the accessible washroom;
  • Accessible seating areas and other amenities; and,
  • Goods and services at the event.

To learn more, we encourage Event Organizers to review a free, event planning resource Guide to Accessible Events available through Service Ontario.

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. These services should be through a qualified agency such as Emergency Medical Service (EMS) or a private first-response company.

Every special event and sporting event must consider the possibility that a guest may become ill or injured. The Event Organizer has a duty of care to their guests. The United Counties of Prescott and Russell Emergency Services must be notified when a special event is to be held so that they have sufficient resources to respond if necessary and can be ready for an emergency (see contact information below).

Security and OPP

For any march, parade, walk, road race or similar event in conjunction with a special event you must work with the Traffic Division of the Ontario Provincial Police Services to ensure a safe and effective plan is in place for your event. There may be fees levied for support services relating to a parade, march, walk or road race. Parade marshals are required. At the time of application, we encourage event organizers to discuss their event with the Police Department – Traffic Division.

Event organizers may be required to provide security personnel or police officers for security, crowd control and/or traffic control for events where large crowds are expected or where alcohol is being served.

Event organizers must contact the Ontario Provincial Police (OPP) – Hawkesbury Detachment to determine if paid-duty officers are required. OPP Paid Duty Coordinator will determine the total number of police officers required. A request for police assistance must be submitted at least four weeks prior to the event date. Larger events will need a longer lead time. For more information, please contact the OPP Hawkesbury Detachment (See Appendix A – Contact Information).

Refer to Risk Management Considerations for Parades and Risk Management Considerations for Bike and Walkathons Tip Sheet from Intact Public Entities for more risk management information.

Washrooms

The Township of Champlain has a limited number of toilets available in public areas. It is the Event Organizer’s responsibility to ensure that they have an appropriate number of toilets and hand-washing stations available to attendees of the event. Event organizers are responsible for ensuring access to adequate washroom facilities during events. The Township of Champlain requires that event organizers ensure the following:

Of this number of washrooms, at least 5%, but no less than one shall be an accessible washroom with a toilet.

A minimum of two hand-washing stations are required. One additional hand-washing station is required for every ten toilets.

Ontario Smoke-Free Act

Under the Smoke-Free Ontario Act, 2017, you cannot smoke or vape in any enclosed workplace, any enclosed public place and other places designated as smoke-free and vape-free such as twenty (20) meters of all publicly-owned playgrounds, splash pads, sports fields, tennis and basketball courts and skate parks, on the outdoor grounds of a community recreational facility and any public areas within 20 metres of its grounds.

The Event Organizers' responsibility is to ensure that this Act is enforced by event attendees, or you may be charged with an offence and subject to a fine ($1,000 for a first offence, $5,000 for any further offence) if convicted. For more information on this Act, visit Smoke-Free Ontario's website.

Noise Restrictions

The amplification of sound for special events will be limited to the hours between 7:00 a.m. and 11:00 p.m. Noise is regulated by the current Township of Champlain By-law #2002-32 and by the OPP. 

The Township of Champlain must approve any exemption to the noise by-law. In order to apply for an exemption, the Event Organizer must indicate in the Special Event Application that the event will go past 11:00 p.m. The Special Events Review Team (SERT) will review the request and grant permission or not to authorize the by-law exemption.

Structures and Site Setup

Tent and Air-Supported Structures

A tent is considered a building under the definitions of the Ontario Building Code and therefore requires a building permit. A building permit is required if the tent or group of tents are:

• More than 60 square meters (645 square feet) in aggregate ground area;
• Installed not less than 3 meters (9 feet 10 inches) from other structures and to any property lines.

No hay, shaving or straw is allowed under the tents, unless wetted before the eventA detailed Site Plan indicating the following is required:

• All buildings on the property and clearances to other buildings
• Parking area(s)
• Food preparation area(s)
• Fire extinguisher placement
• Construction details and specifications of tent materials, structure and anchoring
• CAN/ULC-S109 and NFPA 701 Flame Resistance Rating (FRR) and fabrics and films used
• Sanitary requirements (if applicable)

The following requirements apply to ALL large tents and, in part, smaller commercial tents where cooking and/or heating is to take place therein.

• Emergency lighting must be provided for any function being held at night. This lighting must be located so as to provide illumination at all exits and access to exits in the event of a power failure.
• A Fire Safety Plan is required for tents in excess of 645 sq. ft. This Plan must address the foregoing and be posted in a conspicuous location.
• No smoking or vaping signs must be clearly identified in the structure.
• The use of open flame devices is not permitted.
• Only approved heating and cooking equipment may be used. This equipment must not be located adjacent to exits or access to exits.
• All compressed gas cylinders must be stored in cylinders, i.e. racks, chained or tied securely as a safety measure. All propane cylinders must be secured and stored outside the tent or air supported structure in a safe, well-ventilated location.

Nonfixed Seating

If any event requires nonfixed seating arrangements in an assembly occupancy (such as a show or conference), nonfixed row seating shall be arranged as described below:

• Aisles leading to exits shall be provided so that there are not more than seven seats between any seat and the nearest aisle for any seating arrangement in assembly occupancy;
• Aisles width shall be at least 750 mm for an event with 60 seats or less and 1100 mm for an event with more than 61 seats;
• The distance of travel to an exit door by an aisle shall be less than 30 m, except in sprinklered floor areas where the distance of travel shall not be less than 45 m;
• For an event with more than 200 seats, the seats shall be fastened in units of 4 to 12 seats, or each end seat abutting an aisle shall be securely fastened to the floor OR the aisle width can be increased by 50% above the requirement and where the maximum occupant load is based on not less than 1.2 m2 of floor space per person.

Site Facilities and Inspections

If you plan to erect bleachers, screens, elevated platforms or other structures at a special event you may need to get a permit from Building Department, as some structures are governed by the Ontario Building Code.

Electrical Power

Event Organizers should provide their own source of power for their specific needs. The Township of Champlain does not provide electrical services except for the Vankleek Hill Community Centre/Arena and in the Chalet abri. A qualified electrician is required for all power set-ups and tie-ins to municipal power at parks and other facilities.

Event Organizers may be required to complete inspection documents associated with the Ontario Electrical Safety Code, Ontario Regulation 164/99 before commencing work at a festival or event. It is very important to ensure that individuals working at or attending festivals are safe from any potential fire or shock hazard.

Event Organizers are required to contact an ESA Inspector at least four to six weeks prior to an event so that proper permits are in place prior to an event load-in. An ESA inspector may need to review the electrical work. Carnivals, festivals and travelling shows have specific electrical safety requirements. Midways, amusement devices and food vendors that run on generators each need an ESA electrical notification. As organizers, you should keep the ESA notification numbers from all vendors and operators on file at the site office. Event Organizers must provide a copy of the ESA certificate to the Community Event Coordinator. Download an ESA notification form. Find more information on the Electrical Safety Authority's website.

Digging, Staking and Fencing

There are buried underground utilities on many Township properties. Before installing fencing, tents, poles, pegs or doing any digging, Township permission must be granted and a certificate of locates must be obtained from OntarioOneCall. Additional fees may apply.

Any locates required for Special Events in municipal parks, locates will be ordered by the Township of Champlain, and all fees will be charged to the Event Organizer.

Municipal-Owned Equipment and Facilities

Municipal Equipment

Any equipment or accessories required for set-up, operation and clean-up of the event are the responsibility of the Event Organizer. The Township of Champlain does not lend equipment for outdoor events with certain exceptions.

Municipal Facilities

The Township of Champlain has a number of roads, parks and facilities available to utilize and/or rent that may be suitable for your event. Please review the following sections of this guide to see if they apply to your proposed event.

Park events bring our communities to life. Not only do they build a great neighbourhood atmosphere and bring people together outdoors, park events also help people become more engaged and invested in their community. In order to hold a picnic, organized gathering or event for more than twenty-five persons, Municipal authorization must be obtained. Event Organizers can refer to the Parks By-law. Food and live amplified music often require more complex permitting. The Parks and Recreation Department will review each request and determine with you the best location for the event.

Facility Rental Contract

Initial contact should be made with the Parks and Recreation Department to check on the availability of the park or facility before proceeding further with any plans for the event. It is recommended that facility/park requests be made at least six months in advance of the proposed event date. In order for the event to take place in the desired location, a Facilities Contract must be obtained through the Parks and Recreation Department. The Event Organizer must sign and pay for the facility contract prior to the event.

More information on facilities rental

Food, Alcohol and Vendors

Alcohol Services

Applications for Special Occasion Permits (SOP) are available on the Alcohol and Gaming Commission of Ontario's website.

As the contact person for a Special Occasion Permit (SOP), you and your group will be held liable for injuries and damages arising from failure to adhere to the Alcohol and Gaming Commission of Ontario (AGCO). These infractions include but not limited to serving someone to intoxication, serving someone who is already intoxicated, serving minors, and failing to prevent impaired individuals from driving.

You must obtain a SOP from the AGCO and provide a copy of the SOP to Township.

You must provide written proof that all people serving drinks have received LCBO approved Service Intervention Training (Smart Serve) and other mandatory training.

You may obtain a public event Special Occasion Permit (SOP) from the AGCO without a municipal designation if you are a registered charity, or non-profit association, or an organization for the advancement of a charitable, educational, religious or community objects.

If you do not fall within the above categories, you may apply for a SOP from the AGCO if the municipality designates the event as one of municipal significance.

A municipal designation may take the form of a letter from the Township’s authorized designate (e.g. Chief Administrative Officer) stating that the municipality deems the event as one that is significant for the community. While a particular event may receive a designation from the municipality, the AGCO Registrar ultimately decides if the necessary criteria have been met for a SOP to be issued. Please request a municipal significance in the comments section of your Special Event Application Form.

The Township of Champlain's Municipal Alcohol Policy must be followed in conjunction with alcohol-related events on municipal property.

Fencing shall surround the licensed area where the liquor will be sold/and or consumed. The location and size of the area to be designated for licensing are to be included in the site plan.

Refer to AGCO Tip Sheet – Planning Special Events, Concerts or Festivals for more risk management information.

Food Services

Under the Health Protection and Promotion Act (HPPA), special event organizers and food vendors must notify the health unit of their plans to serve food to the public. They must submit a completed notification form to the Eastern Ontario Health Unit (EOHU) at least 30 days prior to the event. Only food vendors that the EOHU has approved can attend the event.

When food is offered to the public, it must be prepared safely, and the requirements of the Ontario Food Premises Regulation must be met. As of July 1, 2018, the Food Premises Regulation requires that all food premises have a trained food handler on-site at all times.

The Event Organizer must complete and submit the Special Events – Organizer's Notification Form at least 30 days prior to the event to the EOHU and must notify if significant changes are made to the information on the original notification.

All food vendors must be approved by the EOHU in order to attend the event and are required to complete the EOHU Special Events – Temporary Food Vendor's Notification Form. Food vendors must follow directives provided on the Special Events – Information for Temporary Food Vendors webpage.

Event Organizer must coordinate alternative backup plans in case of a power failure (e.g. provision of emergency generators, ice supply); ensure the provision of an adequate supply of potable (safe for drinking) water for the event; provide a sufficient number of toilets/portable toilets and hand-washing facilities; where portable sanitary fixtures (portable toilets and hand-washing sinks) are provided, ensure they are maintained in a sanitary condition; and provide or arrange for the sanitary disposal of garbage and liquid waste.

Lotteries, Raffles, Bazaars and Games

In order to sell raffle tickets, including 50/50 tickets or hold games of chance during a special event, a licence is required from the Municipal Clerk. Eligible charitable and not-for-profit organizations may be licenced under the Alcohol and Gaming Commission of Ontario to raise funds through municipally licenced lottery events. Your organization may be eligible for a municipally-issued lottery licence if:

• Your organization is a charity or an eligible not-for-profit organization;
• It has been in existence for at least one year;
• It has provided charitable community services consistent with the goals and activities of the organization for at least one year in Ontario;
• It proposes to use the proceeds for charitable programs and services that benefit the Township and its residents; and
• It assumes full responsibility for the conduct and management of the lottery event.

Lottery licences are not available for private functions or for individuals to fundraise for personal reasons even if you intend to give the funds raised to charity. The Township of Champlain required a minimum of 14 days of processing time for repeat licensees and 21 days for first time licensees.

Certain types of casinos/gambling (i.e. Monte Carlo events) require Provincial licenses. Applications for these licenses must be submitted to the Alcohol and Gaming Commission at least 45 (forty-five) days prior to the event.

For clarification on whether your event and/or organization can be licensed to conduct lottery events and for details on procedures and regulations, please visit the AGCO's website and the Township of Champlain's Lottery Licences page.

Waste and Recycling

The Event Organizer is responsible for all litter control which includes regular pick-up of waste and recycling containers to ensure a sanitary environment.

The Township of Champlain may provide staffing for the removal of garbage and the placement of additional garbage and recycling bins as requested; however, there may be a fee for this service.

Activities and Entertainment

Animals and Petting Zoos

Animals for entertainment include but are not limited to: animal/reptile exhibits, animal rides, animal shows, birds, open farms, petting zoos, and ponies/pony rides.

Hand washing stations must be available when there is a petting zoo and/or animals at an event.

If you will be having a petting zoo/animal show at your event, you must submit a Special Event Organizer's Notification Form at least thirty (30) days prior to the event to the Eastern Ontario Health Unit (EOHU). The EOHU reserves the right not to approve late applications. Special Event Organizer's Notification Form is available on the EOHU's website.

The Event Organizer is responsible for the care of the animals while on the property in accordance with the animal control by-law among other legislation.

When on Municipal property, the Township of Champlain will require a copy of the approval notice from the EOHU as well as proof of insurance of the petting/zoo animal company.

Amusement Rides and Inflatables

Event Organizers must adhere to the policies and procedures outlined by the Technical Standards and Safety Authority (TSSA) when renting or operating amusement rides or inflatables. For more information on which inflatable devices are deemed to be amusement devices and require a permit to operate, please visit the TSSA's website.

When on Municipal property, the Township of Champlain will require a Certificate of Insurance naming the Township of Champlain as additional insured and must be submitted at least thirty (30) days prior to the event.

Event organizers should ensure all amusement rides:

• Are appropriately staffed at all times;
• Are free from trip hazards, including unsecured electrical cords;
• Meet all safety requirements as outlined in TSSA Guidelines; and,
• Be anchored securely using weights/spikes.

Refer to the Risk Management Considerations for Inflatable Devices Tip Sheet from Intact Public Entities for more risk management information.

Entertainment and Music Licensing

Event Organizers must ensure that the entertainment associated with the event will be of a positive nature for the enjoyment of both adults and/or children. Rude or foul language, nudity or any form of profanity will not be tolerated.

Any music played at an event, such as background music, casual music, bands that play their own music, musical performances etc., must be licensed by SOCAN or ReSound. Entandem is jointly owned and operated by both RE:SOUND and SOCAN and will administer recorded and live music licenses common to both RE:SOUND and SOCAN. Visit Entandem Licensing's website for more information.

Open Air Fires

All Burn Permits within the geographical boundaries of the Township of Champlain will be issued by the Fire Department. The Ontario Fire Code (2.6.3.4.) states that "Open air burning shall not be permitted unless approved". Prior to burning any material on any property, an application must be filed by the landowner before a fire permit is issued. Certain criteria must be met before obtaining permission to burn. The Township application contains pertinent information that will assist the applicant in burning the material safely.

Fireworks and Pyrotechnics

Any time you wish to discharge high-powered fireworks, you must obtain permission from the Champlain Fire Department. For fireworks, please refer to the Parks By-law and the Noise By-law and for open fires, please refer to the Fire Permit By-law. The applicant must indicate that a certified pyrotechnician will be on-site for your event and provide a valid supervisor’s card and number with expiry date in compliance with the Fireworks Manual of the Explosive Division, Department of Energy, Mines and Resources. 

Participation of Elected Officials

To invite the Mayor to your event, please email the details to info@champlain.ca or send the invitation by mail to the Township of Champlain, 948 Pleasant Corner Road East, Vankleek Hill, Ontario, K0B 1R0. Should you wish to extend the invitation to Councillors as well, please address your invitation to "Mayor and Council Members". Please ensure to provide the full details of your event as well as your contact email and phone number.
To invite the local Member of Parliament (MP) or Member of Provincial Parliament (MPP), please contact the constituency offices directly.

Traffic and Transportation

Road Closures

Requests for road closures must be identified in the Special Event Application Form and submitted at least 30 to 60 days prior to the event. Examples include cycling, running and walking events, parades and festivals with road closures as a component of the program.

If the road closure is for a municipal road, it should be detailed in the Special Event Application Form with a Site Plan requesting road closures setting out dates, times, roads and routes, along with a list of the activities that will take place at the event. The Plan must also request barricades for municipal streets if these are needed, and it should also confirm that the OPP has been notified of the intended road closure and state who will be controlling the intersection closure (i.e. OPP).

If the closure includes a county road (County Road 4-7-10-11-17-20-24), a municipal resolution must be approved by the Council of Champlain Township. Once the municipal council has approved the event, an application form must be sent to the Public Works Department of the United Counties of Prescott and Russell, with a copy to the CEC.

Please note that provincial road closures (Highway 34-417) are a very timely and complicated process. However, should your event only need to cross a Provincial Highway (i.e. for a parade), the OPP must be notified of the intended road crossing.

Who will be controlling the intersection closure (i.e. OPP) should also be included in your letter to the CEC and UCPR.

The applicant, or designate, must be present on site during the entire duration of the street closure.

Possession and/or consumption of alcoholic beverages on the closed portion of the street are prohibited unless it is authorized by the issuance of an Alcohol and Gaming Commission Permit. Please refer to the Municipal Alcohol Policy for reference to the proper procedures.

Fire hydrants must not be obstructed and must be in clear view from all directions.

No bonfires of any kind, barbeques or similar types of cooking devices shall be operated on the closed portion of the street without the consent of the Champlain Fire Department.

The Event Organizer shall complete the Special Event Application Form and provide the necessary insurance to protect the Township's, Counties or Provincial's interest during the period of the event.

"Event in Progress" signs required for a special event shall only be installed by Township staff.

Sidewalks will remain open to the public throughout the closure except for safety reasons.

If a road closure has any impact on area businesses or residents, the applicant may be asked to inform all residents or businesses in the area of the road closure, by letter or hand-delivered memo at least 14 days in advance of the event, of the particulars of the approved temporary road closure and any detour route available to them.

The requests for road closure may be subject to event/site specific conditions or alternative routes at the discretion of the Township of Champlain.

The number of cones and barricades will be determined by the Public Works Department and will be used exclusively for municipal road closures.

Refer to the Risk Management Considerations for Street Fairs Stages Tip Sheet from Intact Public Entities for more risk management information.

Parking

Event Organizers are responsible for ensuring that there is sufficient parking for attendees. The typical rule for parking spaces is one parking space for every 2 to 2.5 people in attendance. Please ensure that:

• Available parking is assessed and compared to the anticipated number of vehicles to be parked. 
• Arrangements should be made in advance to accommodate overflow parking. For most events on-site parking should be arranged to ensure the least disruption to the public.
• There is availability of surrounding streets and lots where parking may be allowed.
• Designated event staff or volunteers are on-site in the parking and non-parking areas to provide event attendees with appropriate parking information/direction.
• If off-site parking is required, a shuttle service should be provided.

Event Organizers must have a minimum number of parking spaces for the use of persons with disabilities, in accordance with the following requirements:

Promotion and Communications

Signage

Permission is required to erect any sign or banner on municipal property, including provincial highways and county roads. A letter requesting what and where the signage you will be placing on or above roads must be attached to this application and will be approved by the Community Event Coordinator for all municipal roads. Requests for signs can be made through the Township in accordance with the Sign By-Law 2018-18.

For county roads signage, Event Organizers must contact the United Counties of Prescott-Russell. For provincial highways signage, Event Organizers must contact the Ministry of Transportation of Ontario, fees may apply ( Appendix A – Contact Information).

Website

The Township of Champlain has an Event Calendar where you can advertise your event for free, submit your event directly on our website.

Social Media

The Township of Champlain is committed to advertise community events via our social medias @Champlain.ON. To add your event to the Champlain Township Facebook page, please send the event link by messenger to @Champlain.ON.

Insurance

Insurance is mandatory for all special event organizers, as updated from time to time.

All Special Event Organizers may be required to obtain valid comprehensive general liability insurance for the special event which includes the following terms:

• Provide a loss payable clause in the interest of the Township of Champlain on the Policy,
• State the period covered by the insurance policy, i.e. commencement date and expiration date of Policy,
• Be for a minimum amount of $2,000,000 in respect of any single occurrence,
• Indemnify the Township of Champlain against all claims of any kind arising from any negligent act either by the Special Event Organizer or their agents;
• Include the Township of Champlain as additional insured; and,
• Be in a form and with an insurer to the satisfaction of the Township of Champlain.
• The Event Organizer is required to notify the Township of Champlain of any material change or cancellation of their general liability insurance within 15 days of this change.

The Event Organizer must submit a certificate of insurance to the CEC at least thirty days (30) days prior to the event start date.

The Certificate of Insurance is required to indicate the location and activity of the named insured for which the certificate is issued. The insurer must be licensed and approved to operate in the Province of Ontario.

All insurance policies shall specify that they shall not be cancelled or changed to reduce coverage unless the insurance provider has given thirty (30) days prior written notice to the Township of Champlain.

The Township reserves the right solely at its discretion to require additional types of insurance coverage and set higher limits of insurance coverage depending on the nature of the event and the type of activity or activities planned during the event (i.e. fireworks, inflatables, amusement rides, sale of alcoholic beverages). The Township may also require waivers and risk inspections at the discretion of Risk Management and the Township's insurer.

If your event has vendors, please note that each vendor must have their own Insurance and provide a copy to you. You should ensure that the name you as additional insured on their insurance policy.