BEING A BY-LAW TO ADOPT A SPECIAL EVENTS POLICIES AND PROCEDURES MANUAL FOR THE CORPORATION OF THE TOWN OF PETAWAWA
WHEREAS Section 11(2)1. of the Municipal Act 2001, S.O. 2001, Chapter 25, as amended, provides that lower-tier municipalities may pass by-laws respecting the governance structure of the municipality and its local boards;
AND WHEREAS Section 8(1) of the Municipal Act 2001, S.O. 2001, Chapter 25, as amended, provides that the powers of a municipality shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate and to enhance the municipality’s ability to respond to municipal issues;
AND WHEREAS Council of the Corporation of the Town of Petawawa deems it advisable to adopt a Special Events Policies and Procedures Manual for the municipality;
NOW THEREFORE BE IT ENACTED BY THE COUNCIL OF THE CORPORATION OF THE TOWN OF PETAWAWA AS FOLLOWS:
That the “Town of Petawawa Special Events Policies & Procedures Manual” attached hereto as Schedule “A” be and is hereby adopted.
That Schedule “A” is deemed to form part of this by-law.
This by-law shall come into force and take effect following third reading.
By-law read a first and second time this 19th day of February, 2013.
By-law read a third time and passed this 19th day of February, 2013.
(Signatures)
Mayor
Deputy Clerk 1
Schedule “A” to By-law 819-13
Special Events Policies & Procedures Manual
Approved by Council: February 18, 2013
Prepared by:
The Corporation of the Town of Petawawa
Community Services Department
16 Civic Centre Road
Petawawa, Ontario
K8H 3H5
613-687-5678
www.petawawa.ca
Revision History
| Date | Rev. No. |
| February, 2013 | Effective date |
| March, 2021 |
1 |
(Table of Contents omitted for brevity but available on Page 4 of the source document)
1. Purpose
1.1 Background – Each year, the Town of Petawawa receives multiple requests from individuals and groups to operate special events on Town of Petawawa property.
1.2 Support Statement – The Town of Petawawa recognizes special events offered to residents of Petawawa as an important part of Petawawa’s quality of life and as providers of affordable entertainment to its citizens. It also recognizes that special events enhance tourism, culture, recreation and education as well as providing an economic benefit to businesses in the Town of Petawawa.
1.3 Foreword – These policies and procedures are designed to help the special event organizer effectively use the requirements that are in place and to effectively plan and execute a successful special event. Most special events represent a major investment of time and money. When well-conceived and planned, they can bring rewarding dividends to the organizers and the Town of Petawawa. Successful events do not just happen; they are a result of:
Responsible leadership
Careful planning
Good organization
Provisions against the unexpected; and
Methodical ‘follow through’ and evaluation
The Town of Petawawa is at your service to help in every way possible to make your event a success. The Community Services Department is committed to working with event organizers in helping them to achieve their outcomes while maintaining the standards established by the Policies and Procedures Manual.
1.4 Purpose – The purpose of the Special Events Polices & Procedures Manual is to incorporate policies and procedures used by the various agencies and departments within the Town of Petawawa to process applications for special events. It will also outline an approved policy regarding the operation of events on Town of Petawawa property, streets and roadways, and associated fees and charges for related services provided by The Corporation of the Town of Petawawa. 2
2. Special Events Commitment
We believe in integrity in everything we do.
We will never compromise what is right for what is easiest.
We believe that special events contribute to the identity of our community.
Town of Petawawa identifies with the special event opportunities that are afforded to them.
We believe in celebrating our cultural diversity.
Festivals and events help us to understand and appreciate people from different backgrounds.
We believe in consistency and fairness.
We will treat everyone with fairness, courtesy and respect.
We believe in service.
Our job is to make the event organizer’s job easier through timely and efficient service.
We are sensitive to community and neighborhood needs.
We recognize that events occur in other people’s “backyards.”
We are conscious of our impact on the environment.
We will take all necessary steps to ensure all events are “green” events.
We are aware of the diverse needs of people in our community.
We will work with organizers to create an accessible event for all. 3
3. Goals and Objectives
3.1 Goals – The primary goal for the Policies & Procedures Manual is to create an “event friendly” atmosphere for the Town of Petawawa.
3.2 Objectives – The specific objectives of the policy are as follows:
a. Provide logistical assistance to special event operations on Town of Petawawa property, streets and roadways.
b. Ensure that event applications are treated fairly and in an equitable manner.
c. Ensure all Town interests are met to protect assets and citizens of Petawawa.
d. Ensure that all Federal and Provincial laws and regulations and Municipal by-laws are observed.
e. Work closely with Economic Development in promoting Petawawa as a premiere place to hold special events.
f. Clearly outline the environmental standards for special events with regards to waste reduction and waste diversion programs, and to provide assistance to special event organizer in the roll-out of these programs at their events.
g. Provide assistance to the special event organizer that is eligible under the Definition of Special Events.
h. Establish contracts for the use of Town of Petawawa property, streets and roadways between the special event organizer and The Corporation of the Town of Petawawa.
i. Recover all direct costs related to services provided by the Town of Petawawa.
j. Seek advice through the Community Services Department on special events applications, as required, and conduct an annual review of the Special Events Policies & Procedures Manual.
k. Ensure that all events are “green” and environmentally conscious. 4
4. Special Events Coordination
4.1 Purpose – The purpose of Special Events coordination is to ensure that the special events organizers are working with the various external outside agencies and internal departments involved with planning and implementing a special event. Each event may involve different departments and agencies in many different ways. Through the Community Services Department, the Special Events Policies & Procedures Manual is reviewed and revised regularly to ensure that it continues to be a user friendly process for the special event organizers. The following are examples of the agencies or departments that are commonly involved with operating a special event:
Town of Petawawa
Community Services Department
Clerk’s Office
Economic Development
Fire Prevention – Fire Department
Planning & Development Department, including Building Division
Other Agencies
OPP Upper Ottawa Valley Detachment
Renfrew County and District Health Unit
Technical Standards & Safety Authority
St. John Ambulance
SOCAN/Re: Sound/Entandem
4.2 Objectives – The specific objectives of Special Events coordination are as follows:
a. To evaluate, on an ongoing basis, all special events policies and procedures.
b. To make a recommendation when a special event organizer requests a facility on the same date and location as an existing event.
c. To report to the Director of Community Services annually, and advise of any changes or modifications to the Special Events Policies & Procedures Manual. 5
5. Definition of Special Events
5.1 General Definition of Special Events – For the purpose of this policy, a Special Event is defined as a one-time, annual or infrequently occurring event on Town of Petawawa property that is reserved for exclusive use and which meets but is not limited to the following criteria:
Celebration of a specific theme
Has a pre-determined opening and closing date/time
Is available to the community at large
NOTE: Activities not meeting the criteria may still be permitted to occur as a private rental function and may be subject to some or all of the policies and procedures contained in this manual as determined by Community Services Department or designate.
5.2 Specific Types of Events
Harvest/Agricultural: celebrates/educates agriculture
Cultural: celebrates/educates heritage and cultures
Theatrical: The display of theatre arts
Neighborhood: provides neighborhoods with an opportunity to celebrate
Commemorative: acknowledge significant dates or occurrences
Athletics: involves competition of an athletic nature
Artistic: celebrates/displays of creative and artistic works
Commercial: events designed to generate surplus revenue
NOTE: A special event IS NOT a wedding, private event or program rental, an exercise class or other related facility rental programs and therefore this manual may not apply. Please contact the Community Services Department for all questions and/or concerns. 6
6. Special Event Application Process
6.1 After reviewing this entire manual, special events organizers wishing to pursue a special event on Town of Petawawa property must apply by email to bookings@petawawa.ca or in writing to Community Services Department, c/o Community Services Liaison, Town of Petawawa, 16 Civic Centre Rd, Petawawa, ON, K8H 3H5.
Information to include:
a. contact information for the event organizer and name of organization or business hosting the event, where applicable;
b. desired date and time for the event;
c. desired location(s) for the event (arena floor, hall, park, field, streets, roadways, etc.);
d. outline of the of event planned;
e. outline of how this event will be supported financially and where revenues derived from this event will be distributed (profit or non-profit); and
f. outline how the event will benefit Petawawa.
6.2 The Community Services Department encourages event organizers to submit their event plan for new events a minimum of 120 days prior to the event. For returning annual events, organizers are encouraged to book their event dates for the following year at the conclusion of the current year’s event.
6.3 The Community Services Department will contact the event organizer if more information is required to approve the event and/or a meeting may be scheduled to review requests and to help make the event a success.
6.4 As your planning develops, please keep our Community Services Liaison apprised. It is important for us to know exactly what is taking place on Town property, including what vendors and performers will be present and any changes that arise. Please forward schedules, posters, etc. (bookings@petawawa.ca or 613-687-5678 ext. 2112).
6.5 If an event operates successfully, the special event will be given priority consideration to reserve the use of the Town of Petawawa property, streets and roadways for the same date(s) and/or weekend the following year. The Community Services Department reserves the right to adjust dates based on Statutory/Civic holidays (extenuating circumstances may apply).
6.6 The following apply specifically for the use of the Civic Centre Grounds, Centennial Park and Petawawa Point.
a. A letter of authorization from the Director of Community Services confirming the event details and conditions for use is required.
b. For events that require the Civic Centre facility and portion of the Civic Centre Grounds including the parking lot, the organizer will be required to provide a Certificate of Insurance and enter into a formal contract with the Town of Petawawa.
c. All electrical hook-ups will be performed by the Civic Centre staff/authorized Town of Petawawa electrician and charged to the special event organizer. 7
7. Town of Petawawa Property Rental Statement
7.1 All commercial events including trade shows are to be booked through the Community Services Department and coordinated by the Parks and Recreation Facilities Supervisor.
7.2 Only special events involving Neighborhood Association/Community Associations will be permitted to use neighborhood parks for special events.
7.3 The Town of Petawawa reserves the right to request event financial statements, certificates of insurance, and other documentation deemed necessary. 8
8. General Policies and Procedures
8.1 All legislation, bylaws and regulations must be adhered to by the special event organizer.
8.2 The special event organizer is required to adhere to all special event policies and procedures. In the interest of public safety, a zero tolerance policy is enforced for all special events. This means failure to comply with standards will result in ticketing and/or closure of event. A rental agreement/letter of authorization must be obtained and completed; the special event organizer will adhere to all terms and conditions of the agreement/authorization letter.
8.3 The special event organizer is required to provide evidence of all necessary licenses/permits and insurance required to operate the event.
8.4 Major special events will be allocated a maximum of 40 combined staff support hours per event. The special event organizer will be billed for each hour of work thereafter at the appropriate rate.
8.5 Waste Reduction and Waste Diversion Changes – The special event organizer is required to submit a waste management plan one month prior to their event. The Town will continue to work with special event organizer, using Civic Centre Grounds, to deliver the Eco Station service in order to reduce the volume of waste generated from food packaging. Eco Station definition: consolidated waste collection points where event participants can dispose of their garbage, recyclables and compostable materials. Recycling programs should be in place at all special events where Blue Box recyclables and Yellow and Green bins contents are being generated (consistent with the Town of Petawawa recycling program). The Town will provide special events with an appropriate number of recycling containers and will arrange for the removal of recyclable materials from a designated location (which may include curbside for smaller events) after the event. For events selling food and beverages, the EcoStation service is available upon request. However, the special event organizer is required to first demonstrate they are able to provide sufficient volunteers or paid staff to operate the EcoStations and that they will ensure that all of their food vendors are using compostable, recyclable or reusable food packaging.
8.6 For outdoor events where food vendors are present, the special events organizer is required to provide a hand wash station. The Explorer Sanitation Station can be provided by the Town for any such events upon request.
8.7 (a) If an event operates successfully and in compliance with the requirements of this Manual, the special event will be given priority consideration to reserve the use of the Town of Petawawa property, streets and roadways for the same date(s) and/or weekend the following year (extenuating circumstances may apply).
(b) Occasionally an event is operated in proximity to a specific weekend or holiday. The Town will attempt to honor these dates as a priority each year (for example an event that is held the weekend following Canada Day will have priority for that weekend the following year).
8.8 (a) In the event that a special event is sold or discontinued and a new special event organizer wants to purchase or revive the event, the property and date(s) are not automatically transferred to the new special event organizer. The special events review process will take into consideration the new special event organizer’s request to continue on the same date and location.
(b) In the occasion that a special event is discontinued and the existing event organizer wishes to create a new event, the property and date(s) are not automatically transferred to the existing organizer (extenuating circumstances may apply i.e. the event can no longer continue in its current state for safety reasons). The Community Services Department will take into consideration the existing special event organizer’s request to continue on the same date and location with a new special event.
8.9 The special event organizer is required to submit an Emergency Plan 10 days prior to their event. The emergency plan should identify potential risks and provide information on how to respond to those risks.
8.10 Special events that feature performances on a band shell or main stage should ensure accessibility to stage meets accessibility set forth by the Accessibility Customer Service Policy (see Section 28).
8.11 In order to mitigate the potential for aggressive behavioral issues that arise, the Special Event Organizer and the Community Services Department or designate will develop security requirements for each event, in consultation with the O.P.P. where necessary. The special event organizer may be required to hire licensed security personnel or paid on-duty uniformed police officers according to the special event evaluation.
8.12 With the exception of particular events, such as a hunting show where specific authorization has been granted by Community Services, no person may be permitted at any special event to:
a. carry or sell firearms or prohibited weapons
b. carry or sell ammunition in conjunction with firearms or
c. carry or sell illegal drugs.
Depending on the nature of the event, at the sole discretion of the Community Services Director or designate, in consultation with O.P.P. Police Services, event organizers may be required to post signs advising of these or other prohibitions at every entrance to every property and building used in the event to notify attendees that weapons are prohibited at the site. Any person carrying or selling firearms, prohibited weapons or selling illegal drugs will be charged by the Police.
8.13 Groups who intend to gather at the Cenotaph or Women’s Monument for a purpose and decorum consistent with the symbolism of the location must notify the Town of Petawawa, Town Clerk’s Office, by letter, no later than two weeks in advance of the special event.
8.14 No person shall carry on retail sales within the vicinity of the Cenotaph or Women’s Monument. 9
(Continues with Sections 9 through 32, detailing specific procedures for various locations, fees, security, garbage, noise, alcohol, etc.)
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