Host a Special Event

Host a special outdoor event on Municipal property

Clarington is proud to support a wide range of community events that bring people together, celebrate our shared spaces, and contribute to the vibrancy of our municipality. Whether you are organizing a neighbourhood gathering, cultural celebration, charity fundraiser, or large-scale festival, we are here to help make your event safe, successful, and enjoyable for everyone who attends.

Our Events Team works closely with event organizers to navigate municipal processes, identify the right venue, understand by-law requirements, and ensure events follow best practices for accessibility, safety, and inclusivity. From your first inquiry to event day, we are committed to supporting you every step of the way.

Below, you’ll find everything you need to get started, from permit requirements and application timelines to planning guidelines and helpful resources. If you’re ready to bring your event to life in Clarington—we’re excited to work with you!

We recommend submitting your application at least 90 days prior to the event. For large-scale events, please connect with us as early as possible to ensure adequate planning time.

For more information about hosting an event, please email the Events Team at specialevents@clarington.net

When a Special Event Application is required

You must complete a Special Event Application online using Service Clarington if your outdoor event includes any of the following:

  • It is open to the community at large (e.g., community fairs, parades, or other publicly promoted events with broad advertising)
  • It is expected to attract over 1,000 attendees
  • It is being held on outdoor municipally owned property

If your event expects less than 1,000 attendees, a Special Event Application is required when two or more of the following elements are included:

  • Fireworks
  • Food or drink that is prepared and consumed on-site
  • Alcohol
  • Animals
  • Personal services (e.g., face painting, henna)
  • Inflatables or amusement devices
  • Sound amplification
  • Tents larger than 30 m²
  • Temporary structures
  • Promotional signage on public property or along roadways
  • Combustible fuel-powered equipment

Event considerations

We've put together a list of considerations for event organizers to help you plan your event. Browse the dropdowns below to learn more about each topic. 

For assistance, email the Events Team.

Creating inclusive and welcoming events in Clarington

We encourage all event organizers to plan and deliver events that are inclusive, accessible, and welcoming to the entire community. Creating spaces where everyone feels respected, represented, and able to participate fully is a shared responsibility. Thoughtful, proactive planning helps reduce barriers and fosters a sense of belonging for all attendees.

We invite you to use the Equity and Inclusion Lens Guidelines, with particular attention to the Public Engagement section, as you plan your event. Additionally, the Province of Ontario has a Guide to Accessible Events.

Embedding diversity, equity, and inclusion into your event

Planning and participation

  • Planning committee: Are people with a range of backgrounds, abilities, cultures, and lived experiences represented?
  • Presenters and performers: Does your lineup reflect the diversity of the community?

Staff and volunteer support

  • Training: Consider inclusivity and accessibility training for staff and volunteers.
  • Language: Provide support for multiple languages where possible, including options such as “I speak [language]” pins for staff and volunteers.

Promotion and outreach

  • Marketing materials: Use diverse imagery and inclusive, welcoming plain language in your promotional content.
  • Community outreach: Connect with a variety of community groups to encourage broad participation.
  • Prepare attendees: Clearly communicate accessibility features, available accommodations and how to request support in all promotional materials

Event experience

  • Activities: Offer a range of activities that are mindful of different ages, interests, cultures, and abilities.
  • Food options: If offering food, include a variety of choices such as vegetarian, vegan, gluten-free, and allergy-friendly options.
  • Facilities: When possible, provide family-friendly and/or gender-neutral washrooms and change spaces.
  • Event timing: Avoid scheduling your event on major religious or cultural holidays and consider times that accommodate different lifestyles and responsibilities.
  • Physical access: Ensure step-free access, accessible seating, and designated accessible parking close to entrances.
  • Sensory friendly: When possible, offer quiet or low-sensory spaces for attendees who may need a break from noise or crowds while still enjoying the event. Be mindful of lighting, sound levels, and strong scents.
  • Communication: Consider ASL interpretation, CART/live captioning, or microphones for speakers.

Feedback and continuous improvement

  • Event feedback: Collect input from participants during or after the event to help improve future programming.

Cultural safety and belonging

  • Land acknowledgement: Include a respectful and meaningful land acknowledgement where appropriate. Read Clarington’s Land Acknowledgment Statement.
  • Pronouns: Normalize sharing pronouns for staff, volunteers, and presenters (e.g., optional pronoun fields on name badges).
  • Trauma-informed: Provide content warnings when programming includes sensitive topics (such as violence, racism, colonization, discrimination or mental health). Design events so participants can step away without stigma and ensure supports are available where appropriate (e.g., on-site counsellor). 

What is an amusement device?

An amusement device is any device used to entertain people by moving them or causing them to be moved, including:

  • Mechanical rides
  • Inflatable attractions
  • Games and similar entertainment equipment

Regulatory oversight

The Technical Standards and Safety Authority (TSSA) regulates amusement devices in Ontario. The TSSA ensures all devices meet provincial safety standards before operation.

Licensing and permits

Operators of amusement devices or amusement businesses must:

  • Hold a valid licence
  • Obtain all required permits before operating at an event in Clarington

Safety compliance requirements to operate legally and safely in Ontario:

  • All amusement devices must be inspected when first installed and before initial operation
  • Existing devices must be inspected at the start of each operating season
  • Devices must remain in compliance with all TSSA safety requirements throughout the event

For more information regarding Amusement/Entertainment Devices, please visit the TSSA website.

Approvals and contacts

Event organizers may require approvals from the following authorities:

If your event includes live animals for entertainment, display, or educational purposes, you may require an Exotic Animal Entertainment Event Permit.

You will need a permit if your event includes:

  • Wildlife, livestock, or other regulated or prohibited animals
  • Animal displays, shows, exhibits, circuses, or animals used in filming

 Permit requirements include:

  • A completed application and permit fee
  • Written permission from the property owner
  • $5 million commercial general liability insurance, naming the Municipality as an additional insured
  • Animal welfare inspection approval

 Important to know:

  • Applications should be submitted at least 28 days before your event
  • Permits are issued for specific dates and locations
  • Permit holders must follow all safety requirements and directions from Municipal staff and emergency services

Apply online through Service Clarington.

 Questions? Contact Animal Services at 905-623-3379 ext. 2126 or animalservices@clarington.net.

Event organizers are encouraged to submit their event to the Clarington Community Event Calendar to help increase visibility and community participation.

The Electrical Safety Authority (ESA) regulates and promotes electrical safety in Ontario. The ESA provides guidelines for Special Events and Celebrations and may need to inspect electrical work before your event. You must file an ESA notification of electrical work four to six weeks before your event.

An Emergency Plan ensures event organizers are fully prepared to protect attendees, staff, and volunteers in the event of an unexpected incident. The emergency plan must be submitted as part of the application process and will be reviewed by the Event Team. 

A comprehensive plan must include, at minimum, the following components:

  1. Emergency procedures
    • Step-by-step procedures for fire, extreme weather, criminal activity, personal injury, medical emergencies, or any other critical incident.
  2. Paramedic services
    • A detailed description of paramedic services on-site, including staffing levels and response capabilities.
  3. Medical and first aid services (non‑paramedic)
    • Information on all non‑paramedic medical staff, first aid stations, equipment, and response protocols.
  4. Transportation services
    • Details on transport arrangements for injured or ill individuals (e.g., ambulance access, dedicated transport vehicles).
  5. Communication protocols
    • How information will be communicated among event staff, emergency responders, volunteers, and attendees.
  6. Decision-making authority
    • Identification of who has the authority to activate emergency procedures, postpone, or cancel event activities.
  7. Evacuation procedures
    • Clear evacuation routes, assembly points, and methods for safely moving attendees during an emergency.
  8. Emergency personnel contacts
    • Names, roles, and contact information for all emergency personnel and key event staff.

Event organizers are encouraged to incorporate environmentally friendly practices to reduce the ecological impact of their events. Small changes can make a meaningful difference in energy use, waste reduction, and transportation emissions.

Energy use and conservation

Conserving energy helps lower your event’s environmental footprint. Remember that equipment continues to draw power even when switched off.

  • Unplug appliances and electronics when not in use
  • Limit unnecessary lighting
  • Use energy‑efficient equipment whenever possible

Green power

Consider offsetting your event’s energy consumption by purchasing green power. This demonstrates a commitment to sustainability, provides measurable environmental benefits, and can be highlighted in your event’s communications and promotional materials.

Solar power

Harness renewable energy by using solar panels to power parts of your event. Solar options can reduce reliance on generators and lower emissions.

Paperless invitations

Reduce paper waste by sending electronic invitations through email or social media. Digital invites save time, simplify updates, and make tracking RSVPs easier.

Waste management

Implement a waste‑reduction plan that includes recycling, composting, and proper disposal. Clear signage and accessible waste stations help attendees make the right choices.

Transportation

Encourage attendees to choose sustainable travel options such as walking, cycling, public transit, or carpooling. Providing a shuttle service can also reduce traffic and emissions.

Helpful resources:

Clarington offers garbage cans and picnic tables for event use. These resources are only available for events held on Municipal property and are allocated at the discretion of Public Works. 

Delivery fees apply and are based on the number of units requested.

Rental fees for event supplies are listed in the Fee By-Law.

Fireworks

Clarington permits fireworks, without a permit, on the three days immediately before and including Canada Day and the Victoria Day holiday. Anyone wishing to have an event involving fireworks outside those dates must apply for a permit.

There are two types of fireworks permits:

  1. Class A Permits. Permits the discharge of consumer fireworks on their own property any other time than the three days before and including Victoria Day and Canada Day. The fee for a Class A Permit is waived for cultural or religious holidays.
  2. Class B Permits. Permits the discharge of display fireworks or special effect pyrotechnics. These types of fireworks can only be discharged by a qualified person. Anyone applying for a permit must have a licence issued by Natural Resources Canada.  

Apply online through Service Clarington.

Open-Air Burning

Rules for safe and compliant residential and agricultural open-air burning:

  • Burn time is allowed from 10 a.m. to 10 p.m., under the following conditions:
    • No open-air burning during a fire ban.
    • No open-air burning in urban areas or hamlet residential properties.
    • No burning if weather conditions decrease visibility on highways or roads, causes rapid fire to spread, or creates a public nuisance or health issues.
    • An adult must always be present to supervise while a fire is burning.
    • No burning of noxious or treated materials, garbage, or yard waste.
    • No flying lanterns/sky lanterns are permitted.

Apply online through Service Clarington

If you are unable to apply online or need help with the application process, please contact the Municipal Law Enforcement team at 905-623-3379 or bylawenforcement@clarington.net.

Durham Region Health Department must be notified of any event or market that includes food vendors and/or personal service vendors. A Public Health Inspector will review each event to ensure all regulatory requirements are met.

  • Event/market coordinators: Submit the Community Special Events and Farmers’ Markets Coordinator/Organizer Application Form at least 45 days before the event or market. Please note that large events should be applying three to six months prior to their event
  • Food and farm vendors: Submit the Community Special Events and Farmers’ Markets Vendor Application Form 30 days before the event or market.

For more information and to apply, please visit Durham Region's Food Safety page.

Insurance is mandatory for all special events.

Insurance provides coverage for event organizers and volunteers for third-party liability claims resulting from an injury to a third party and/or damage to their property. The Municipality of Clarington does not provide personal property and/or injury coverage.

The required insurance amount depends on the components of the event. The Municipality of Clarington reserves the right to determine the minimum amount required. Typically, insurance is requested between $2 million and $5 million. Due to the varying nature of Special Events, the Municipality of Clarington reserves its right to amend insurance requirements. The above insurance requirement is meant as a guideline only.

Certificate of Insurance (COI) Requirements

Your Certificate of Insurance must include:

  • Name and address of the insurance broker issuing the certificate
  • Policy number
  • Policy term
  • Type of policy: General Liability Policy
  • Policy limit: $2 million or $5 million per occurrence (as determined by the Municipality of Clarington)
  • Named Insured:
    • The “Named Insured” must match the organization listed as the Event Organizer on the application
    • The organization must be a legal entity
  • Address of the insured
  • Additional Insured:
    • The Municipality of Clarington must be added as an Additional Insured
  • Host Liquor Liability coverage (required for events that include alcohol)
  • Description of the event, including:
    • Specific event name and location
    • Description of activities (e.g., carnival rides, inflatables, fireworks, animal attractions, etc.)
  • Event dates and times, including set-up and take-down
  • Signature of the insurance provider or broker
  • 30 days’ written notice of cancellation, listing:
    • The Municipality of Clarington, 40 Temperance Street, Bowmanville, ON L1C 3A6
  • Cross liability or severability of interest clause
  • Insurers must be licensed to transact business in Ontario

Under the Criminal Code of Canada, your event is considered a lottery event if it includes all three of the following components  

  1. A fee or consideration (participants pay money or provide something of value to enter)
  2. A game of chance, and
  3. An opportunity to win a prize

The Municipality of Clarington is responsible for issuing some lottery licences to eligible organizations for lottery events conducted in Clarington.

Learn more on our lottery licence page.

Clarington offers a mobile stage for a limited number of events each year. The stage is only available for events held on Municipal property and is allocated at the discretion of Public Works.

Applications are reviewed and scheduled based on the following priority: 

  1. Municipal Events
  2. Partner Organizations: Rotary Club of Bowmanville, Visual Arts Centre, and the Orono Fair
  3. Not-for-profit organizations

Rental includes:

  • Delivery and pickup of the portable stage by Municipal staff
  • Full set-up and take-down by Municipal staff
  • On-site Municipal staff for the duration of the rental to operate the stage
  • All required legislated inspections, including Engineering, Electrical Safety Authority, and Building inspections (does not include Electrical Safety Authority inspections for electrical equipment used for performances on the stage, to be arranged by the event organizer)

Rental fees for the mobile stage are listed in the Fee By-Law.

Whether an event uses live or recorded music, a music licence is required. Entandem provides a single point of contact and a single payment for music licences and collects on behalf of:

  • SOCAN (Society of Composers, Authors and Music Publishers of Canada), which represents songwriters, composers, lyricists, and music publishers and licenses the performance rights in musical works.
  • Re:Sound, which represents performers and record labels and licenses the public performance rights in sound recordings.

Licensing fees can be added to your permit or paid directly to Entandem.

All events held in Clarington must comply with the Noise By‑law, which prohibits unusual or excessive noise that may disturb nearby residents. This includes amplified music, speakers, generators, and other sound‑producing equipment. 

What event organizers need to know

  • Noise must be kept at reasonable levels at all times
  • Sound that can be clearly heard beyond the event site and is disruptive may be considered a by‑law violation
  • Event organizers are responsible for monitoring and managing noise throughout the event

Important reminders

  • Noise complaints may be investigated by Municipal Law Enforcement
  • Organizers must follow any directions provided by Municipal staff or enforcement officers
  • Failure to comply may result in corrective action or enforcement measures

View the Noise By‑law

To operate a refreshment vehicle in the Municipality of Clarington, you must obtain either an Annual Refreshment Vehicle Licence or a Special Event Refreshment Licence through the Municipal Law Enforcement Department.

Review the licence options to determine which one applies to your business, then submit your application through Service Clarington, where you can upload all required documents.

To avoid delays, please apply at least 14 days before you plan to open your refreshment vehicle or attend a special event. For full details, refer to the Refreshment Vehicle By-law 2015‑016.

If you do not currently hold a valid Clarington Annual Refreshment Vehicle Licence, you must apply for one before participating in a special event.

You must submit a facility rental cancellation request at least 15 calendar days before the rental date on your permit. There is a 10 per cent administration charge on the total cost of short-term or spot rentals. If you fail to submit your cancellation request 15 days before your rental date, you will lose 50 per cent of the total cost of the rental.

Outdoor facility cancellations due to inclement weather will be rescheduled or credited if reported within 48 hours of the rental date by emailing bookings@clarington.net. In such cases, the permit holder may reschedule to a future date within the same season or request an account credit valid for 24 months from the issue date.

If the Municipality cancels a rental for reasons beyond our control (e.g. field conditions, unexpected service disruptions, etc.), you will receive a full refund, including fees and deposits. In that case, Clarington is not responsible for the loss of anticipated revenue.

Your full rental fee is due within 48 hours of your tentative permit being issued. Your booking will be cancelled if payment is not received within this timeframe.

The following payment methods are accepted:

  • Online payment through your Clarington Be Active account.
  • In-person payment using debit, cheque, Visa, or MasterCard at any Clarington Recreation Centre customer service desk. Please have your permit number available.
  • Cheques must be made payable to the Municipality of Clarington. Please include your permit number in the cheque notes. Post‑dated cheques are not accepted.

Large event rentals or ongoing rentals may be eligible for payment installments. Please indicate in the online permit request form if you would like your event to be considered for an installment plan.

Event organizers are responsible for all costs associated with road closures. You can request the following types of closures through the Special Event Application through Service Clarington:

  • Rolling road closure. A temporary, moving closure managed by police to allow a small parade or procession to travel along a route.
  • Lane closureOne lane is closed for event use while traffic continues to flow in the remaining open lanes.
  • Temporary road closure. The full roadway is closed to general traffic. Only those accessing the event site may enter the closed area.

Approval for any road closure is contingent upon meeting safety and operational requirements, including:

Traffic control equipment will be provided at no cost to registered non-profit and charitable organizations. For-profit organizations must supply their own traffic control equipment or may request equipment from the Municipality, subject to applicable fees.

Regional Road Closures

If your event affects any regional roadways, you must also obtain approval from the Region of Durham.

A detailed security plan may be requested based on the nature and scale of your event. It should include the following details:

  1. Security personnel and responsibilities. A list of all licensed security staff, paid duty police officers (if applicable), and any other personnel involved in event security. Include their roles, responsibilities, and areas of coverage.
  2. Communication protocols. How security staff, event organizers, emergency services, and volunteers will communicate during the event (e.g., radios, designated channels, check-in intervals)
  3. Decision-making authority. Identification of who has the authority to make security-related decisions, initiate emergency procedures, or cancel/modify event operations if needed.
  4. Restricted or controlled areas. A map or description of any restricted zones, backstage areas, staff-only areas, equipment zones, or other spaces requiring controlled access.

Durham Region Police Service (DRPS) Pay Duty

  • Submit requests at least one week before your event. Short notice requests may be accommodated but are dependent on officer availability.
  • For large events, DRPS strongly recommend reaching out to them before your event to ensure availability.
  • For more information or to submit a request, please visit the DRPS Pay Duty web page.

If you are serving alcohol at your event, you will be required to provide a Special Occasion Permit from the AGCO and obtain Municipal approval

  • For rentals open to the public, you must book 45 days in advance
  • For outdoor events open to the public, you must book at least 90 days in advance.
  • For private rentals, you must book 30 days in advance

Certificate of insurance, including Alcohol Liability coverage ($5 million), will be required at the time of booking in addition to the general insurance requirements.  

The Special Occasion Permit will be due a minimum of two weeks before the event. 

To serve and consume alcohol on site, an event organizer must: 

  • Hire a reputable server and provide proof of agreement. Reputable servers can include: 
    • A licensed business or caterer, or 
    • A service club (e.g. Rotary Club, Lion’s Club, Legion, etc.) 
  • Ensure the reputable server maintains: 
    • Commercial General Liability Insurance ($5 million) with Liquor Liability Coverage listing the Municipality of Clarington, 40 Temperance Street, Bowmanville ON. L1C 3A6, as Additionally Insured, and 
    • WSIB insurance 

Confirmation of your reputable server and their insurance requirements must be provided in writing (e.g. an email from the service club agreeing to provide the service or a license number to verify the business/caterer). 

Last drink served will not be later than 11:15 p.m.   

Visit Alcohol and Gaming Commission of Ontario to learn more or call 1-800-522-287.

Clarington has banned single-use plastics in all municipal facilities and community halls. This requirement applies to all events held on municipal property and remains in effect today.

How event organizers can help:

  • Choose food and beverages with minimal or recyclable packaging
  • Use reusable or compostable cups, plates, and cutlery
  • Avoid selling or distributing bottled water—consider water refill stations instead
  • Ask vendors and caterers to avoid single-use plastic items wherever possible

By planning ahead, you can help reduce waste and support Clarington’s commitment to environmental sustainability.

A detailed site plan must be submitted and must include, at minimum, the following information:

  • Traffic and crowd management
    • Location of barricades and fencing
    • Placement of volunteers or staff, including street names and intersections
    • Designated spectator areas
  • Emergency and safety infrastructure
    • Command post location
    • Medical/first aid stations
    • Emergency vehicle access points, routes, and exits
  • Food and beverage areas
    • Locations for food and beverage sales
    • Designated consumption areas
  • Sanitation facilities
    • Restroom locations (existing and portable)
    • Portable toilet placement
    • Hand-wash and shower stations
  • Access and perimeter details
    • All proposed access points around the site perimeter
    • Gate locations
  • Property boundaries
    • Clear depiction of property limits where the event will occur
  • Structures and adjacent properties
    • All existing and proposed buildings or structures used for the event
    • Any residential buildings on neighbouring properties
  • Parking and camping areas
    • All designated parking and camping areas
    • Number of spaces, including accessible parking
    • Any off-site parking locations

A building permit is required for a demountable stage where:

  • The aggregate area (combined) of all platforms of the demountable stage is more than 60 m2 and any part of its platforms is more than 3 m in height above adjacent ground level,
  • The aggregate area (combined) of all platforms of the demountable stage is more than 225 m2 , or
  • Any part of the platforms or any roof, wall or structure attached to or located on any of the platforms of the demountable stage is 5 m or more in height above adjacent ground level 

A building permit is required for a demountable support structure where it:

  • Is more than 3 m in height above adjacent ground level, 
  • Is designed to carry a superimposed specified load greater than 115 kg, or 
  • Would create a hazard to the public. 

For more information, contact 905-420-4631 or buildingpermits@clarington.net.

Temporary Tent Permit requirements

No permit is required if your tent or group of tents:

  • Has a total area 60 m² (646 ft²) or less
  • Is not attached to a building
  • Is more than 3 m (10ft) from any other structure or tents

A permit is required for tents over 60 m² or within 3 m of a building.

To apply for a Temporary Tent Permit, you will need the following:

  • Site plan showing the tent location and distances to nearby structures
  • Manufacturer’s drawings with dimensions and material specs (Engineer’s stamp required for tents over 225 m²)
  • Interior floor plan (tables, seating, fixtures, cooking equipment)
  • Material certificate showing compliance with CAN/ULC S-109-M or NFPA 701
  • Clearance confirmation that the tent area and 3 m surrounding it are free of combustible materials
  • Tent details: installation date, removal date, and intended use

All applications are subject to Clarington Emergency and Fire Services approval. An inspection may be required for tents >30 m² and <60 m².

Apply online using Service Clarington.

Depending on the nature and scale of your event, you may be required to submit a detailed Traffic Safety Plan. This plan ensures the safe and efficient movement of vehicles, pedestrians, and cyclists while maintaining emergency access and minimizing impacts on surrounding roadways.

Your Traffic Safety Plan should include:

  • Traffic and parking management. Outline how vehicular, pedestrian, and cyclist movements will be controlled to, from, and within the event site, covering both onsite and offsite parking, with or without shuttles.
  • Transit and road detours. Identify any required detours or impacts to public transit routes, municipal roads, or highways.
  • Emergency access. Demonstrate how emergency vehicles will access and exit the event site.
  • Public access and safety. Describe how the public will safely access the event and how hazardous or restricted areas will be clearly separated.
  • Barriers and traffic control devices. List all temporary barriers, cones, signage, and traffic control equipment that will be used for safety and routing.
  • Accessible pick-up and drop-off zones. Designate accessible pick-up and drop-off areas for persons with disabilities.
  • Transit, taxi and ride-service areas. Identify locations for buses, taxis, ride-share vehicles, and limousines to safely pick up and drop off attendees.
  • Road occupancy details. Provide information about any portion of the roadway, sidewalk, or boulevard that your event will occupy or impact.

If your event includes vendors, clearly identify all vendors in your Special Event application.

The event organizer must collect a valid Certificate of Insurance (COI) from each participating vendor. Certificates must name both the Event Organizer and the Municipality of Clarington as additional insureds.

Event organizers must also ensure that all vendors hold the appropriate licences, permits, and public health approvals required to operate.

Event organizers must ensure adequate washroom and hand-washing facilities are provided and maintained in a clean, sanitary, and accessible manner for the duration of the event.

General maintenance

  • Keep all washrooms clean and sanitary at all times.
  • Clean washrooms thoroughly at the end of each event day.
  • Portable washrooms must be serviced as needed by a licensed sewage hauler.
  • Keep an emergency contact number for the waste removal company on site.

Hand washing facilities

  • Hand wash stations must have:
    • Potable hot and cold (or warm) running water
    • Liquid hand soap in a dispenser
    • Single‑use paper towels
  • Locate hand wash stations close to washrooms.
  • Provide hand wash stations at petting zoo exits, where applicable.
  • Hand sanitizer alone is not adequate and does not replace required hand wash stations.

Recommended number of facilities

  • Events with one to 600 attendees
    • Three washrooms
    • Two hand wash stations
  • Events with 601 to1,200 attendees
    • Six washrooms
    • Four hand wash stations
  • More than 1,201 attendees
    • Add one washroom for every additional 300 attendees
    • Add one hand wash station for every additional 600 attendees

Accessible washroom requirements

Event organizers are responsible for managing all waste generated during their event and for keeping the event site clean during and after the event. Thoughtful planning can reduce waste and lessen overall impacts.

General responsibilities

  • The event organizer is responsible for managing all waste streams, including garbage, recycling, organics, grease, and wastewater
  • The event site must be kept clean throughout the event and restored after completion
  • Depending on event size and scope, a Waste Management Plan may be required for municipal review before permits are issued

Waste Management Plan requirements

A complete Waste Management Plan should outline how the event will manage, collect, store, and remove all waste. The plan must include:

  • Onsite waste facilities
    • Compost bins for organic waste
    • Recycling stations for paper, plastics, and aluminum
    • Garbage receptacles, including dumpsters if needed based on event scale
  • Waste collection and staffing
    • Designated staff or volunteers responsible for monitoring waste stations, removing full bags, and ensuring proper sorting
    • A schedule or plan for regular waste collection throughout the event
  • Post-event clean up
    • A clear plan for the removal of all waste from the site following event completion
    • Confirmation of approved disposal sites or contracted waste services
  • Water and wastewater management
    • Adequate containers for potable water, greywater, and wastewater storage
    • Plans for approved disposal of wastewater in accordance with municipal requirements
  • Waste storage and safety requirements 
    • All garbage must be stored in durable, water- and rodent-proof bins equipped with tight-fitting lids.
    • Fryer grease must be stored in a non‑flammable, covered, durable container.
    • Store wastewater in a covered, durable container until it can be properly disposed of.
    • All waste, including garbage, recycling, compost, grease, and wastewater, must be disposed of in an approved and sanitary manner.

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