Festival and Event Application Form

Festival and Event Application

Event Name:(Required)

Date of Event:(Required)

Location(s) of Event:(Required)

Event Description:(Required)

Include all important details of the event: What will happen at the event, where it will happen, timing of the event - including setup, event, takedown - for all locations used, etc.

Type of Event(Required)

Check all that apply:

Other Event Type Description(Required)

First Time Event?(Required)

Yes

Number of Years Held(Required)

Anticipated Number of Attendees(Required)

Will there be admission Fees?(Required)

Yes, Per Entry

Yes, Per Attraction

Name of Sponsoring Organization:(Required)

Organization Website/Social Media:

To be shared with the public for more information regarding the event.

Type of Organization:(Required)

Organization Mailing Address(Required)

Street Address City Province Postal Code

Primary Applicant(Required)

First Last

Primary Applicant Position within the Organization:(Required)

Primary Applicant Preferred Phone Number:(Required)

Primary Applicant Email:(Required)

Alternate Applicant(Required)

First Last

Alternate Applicant Preferred Phone Number:(Required)

Alternate Applicant Email:(Required)

Please complete the Facility Booking Request - Application Form for all locations the Event will be held. Be sure to note setup and take down times.

**If this cannot be completed on one form, multiple can be uploaded below.

Upload Facility Rental Application for Event Locations, Location Maps, Site-plans, etc.(Required)

Drop files here or

Max. file size: 512 MB.

In the event of inclement weather, will the event be cancelled or rescheduled?(Required)

Dignitary Request

On occasion, the Mayor and Members of Council are invited to Opening Ceremonies, presentations, or to participate in a parade. Please use this space to request Council Attendance. Confirmation of Council Attendance will occur prior to the event.

Requested Council:

Dignitary Request Date:

Dignitary Request Time (Start to Finish)

Dignitary Request Level of Participation

i.e. Opening Remarks, Parade, etc.

Emergency Services Involvement Request

Emergency Services Participation in Parade

Fire Department

Ontario Provincial Police

Paramedic Services

Emergency Services Public Relations Display

Fire Department

Ontario Provincial Police

Paramedic Services

Emergency Services Additional Services Requested

Additional cost may apply.

OPP - Paid Duty Officer (Contact OPP Directly)

Paramedic Services - Ambulance

Paramedic Services - Bike Medics

Emergency Plan

Natural Disaster, Severe Weather, Major Accident, etc.

Do you have an Emergency Plan?(Required)

*Please Note: if no emergency plan is in place, additional follow-up may be necessary.

Yes

Safety Plan

Please identify the safety measures that will be in place for the event.

How will event officials be identified?(Required)

What is your First Aid Plan?(Required)

What is your Crowd Control Plan?(Required)

What is your Parking Plan?(Required)

What is your Security Plan? If using an external company, please identify here.

Food and Beverage at Event

The following links will be helpful if the event will have food and/or beverages:

Alcohol and Gaming Comission of Ontario (AGCO) - Special Occasion Permits for Public Events

Haldimand Norfolk Health Unit (HNHU) - Special Event Information

Emergency Services - Fire Safety Requirements for on-site cooking (i.e. Food Trucks, BBQ, etc.)

Alcoholic Beverages (i.e. Beer Gardens, VIP area, etc.)(Required)

Required: Special Occasion Permit (SOP), requires Municipally Significant Designation. Information regarding SOP's can be found at: agco.ca

Yes

If yes, please provide the date(s), start and end time(s), area/location, and estimated attendance of sale and or service of alcohol.(Required)

Alcohol Service Area Site Plan, SOP (if already obtained), etc. Uploads(Required)

Drop files here or

Max. file size: 512 MB.

Food (i.e. BBQ, pre-packaged snacks, bottled water, food vendors, etc.)(Required)

Required: Haldimand Norfolk Health Unit (HNHU) Organizer form (due 60 days prior to event) and Food Provider form (due 30 days prior to event), which can be found at hnhu.org/health-topic/special-events/ see link above.

Yes

Method of Food Preparation:(Required)

Check all that apply.

Food Truck(s)

Off-site or On-site Commercial Kitchen

On-site Barbeque

Pre-packaged Food and Drink (i.e. Bottled Water)

If yes, please describe what food will be presnt at the event:(Required)

Please list any: Food Truck Vendor(s), Location of Off-site Commercial Kitchen, etc.

Temporary Structures

Will there be any of the following Temporary Structures?(Required)

A building permit is required for a single tent or group of tents whose aggregate area exceeds 60 meters squared (646 sq. ft.), is attached to a building or is constructed closer than 3 meters (10 ft.) from other tents or structures. All tents must meet the standard of NFPA 701 or a CAN/ULC C-S109 comparative for flame spread testing.

Emergency Services - Fire Safety Requirements

Tent Supplier Contact (Phone and/or Email) and Mailing Address Information:(Required)

Air Bounce/Climbing Wall/Other Amusement Supplier Contact (Phone and/or Email) and Mailing Address Information:(Required)

Other - please explain(Required)

Community Event Trailer

Do you require the Community Event Trailer at your Event?(Required)

Community Events Trailer to be picked-up and returned to the Kohler Yard (1162 Kohler Road), Monday - Friday between 8:00 a.m. - 4:00 p.m.

Yes

Name and Contact information for Hauling Company:

If known at time of application.

Requested Trailer Pick-up Date and Time:(Required)

Anticipated Trailer Return Date and Time:(Required)

Other Details

Use of County Roadways and/or Sidewalks(Required)

Traffic Control Plan may be required. i.e. special event barricades and/or pilons

Yes

Please describe planned use:(Required)

Include number of barricades and/or pilons

Live Entertainment(Required)

If live or recorded music is included in the event activities, the Event Organizer is responsible for the SOCAN license fees. SOCAN is the Society of Composers, Authors and Music Publishers of Canada.

Yes

If yes, please specify type ( e.g. Comedian, Magician, Musician, etc.)(Required)

Amplified Sound:(Required)

Yes

If yes, please describe how sound will be amplified:(Required)

Fireworks/Pyrotechnics Displays(Required)

If yes, vendor must submit required paperwork to the Fire Prevention Officer 905-318-5932.

Yes

Games of Chance, Lotteries, Raffles, etc.(Required)

If yes, licensing permits are required please contact Haldimand County's Licensing Officer at 905-318-5932.

Yes

Crossroad Banner Installation(Required)

If yes, you will be contacted for more information.

Yes

Other(Required)

e.g. vehicle access in park, petting zoo, closure of public amenities (such as a boat ramp), etc.

Yes

If yes, please describe all that apply:(Required)

# of requested Picnic Tables(Required)

Please note location

# of requested Waste Receptacles(Required)

Please note location

Insurance Information

Haldimand County Festival and Event Insurance Requirements:

The Event is mostly, if not all, held on County owned property.

The Event is sponsored by a volunteer, not-for-profit organization.

The Event is held on an annual recurring basis.

The Event is for the benefit of the general public, as opposed to a specific target audience.

The Event contributes to community vibrancy and may encourage tourism.

The Event is not for the purpose of fundraising.

The Main Event is free of admission charges.

Funding of the insurance for an event does not create an inconsistency with other similar events held on property not owned by the County.

Has the Event ever received a claim?(Required)

Yes

If yes, please provide details of the claim:(Required)

Name of current or previous Insurance Carrier:(Required)

Has any company ever denied or cancelled coverage?(Required)

Yes

Festival or Event Organizers must submit a Certificate of Insurance (COI) that shall be maintained in full force and effect throughout the festival or event (including set up and take down). Higher limits and different types of insurance may be required depending on the nature of the event.

At a minimum, the COI shall contain the following requirements:

Commercial General Liability in the amount of not less than two million dollars ($2,000,000)
Occurrance Based Coverage
Cross Liability & Severability of Interest Clauses idicated as included under the CGL
Haldimand County named as an Additional Insured
Description of the event/activity for which the insurance applies
Dates and Times of the Events
30 days notice of cancellation or alteration
Policy number, policy period, name and address of Insurer
Liquor Liability Coverage; if the event involves the sale or serving of alcohol
Signature of Authorized Representative

Certificate of Insurance (COI), if already obtained.

Max. file size: 512 MB.

Consent and Authorization

Primary Applicant Name(Required)

First Last

Primary Applicant Signature(Required)

Alternate Applicant Name(Required)

First Last

Alternate Applicant Signature(Required)

Personal information on this form is collected under the authority of the Municipal Act, S.O. 2001, c.25 and will be used to process this application in order to approve the event to occur on Haldimand County property. Where applicable, personal information on this form may be disclosed to the Haldimand OPP and/or the Haldimand Norfolk Health Unit. The disclosure of this information is governed by the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M. 56.

Name

This field is for validation purposes and should be left unchanged.

Festival and Event Application Form

Festival and Event Application

Dignitary Request

Emergency Services Involvement Request

Emergency Plan

Safety Plan

Food and Beverage at Event

Temporary Structures

Community Event Trailer

Other Details

Insurance Information

Consent and Authorization

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Ditch Burning

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About Haldimand County

Administrative Building

Phone Numbers

Weather

<img src="https://www.haldimandcounty.ca/wp-content/uploads/2019/04/image002.jpg" alt="" width="241" height="161" data-eio="l"> Festival and Event Application <img src="https://www.haldimandcounty.ca/wp-content/uploads/2019/04/20180609_102950.jpg" alt="" width="214" height="161" data-eio="l">

Dignitary Request

Emergency Services Involvement Request

Emergency Plan

Safety Plan

Food and Beverage at Event

Temporary Structures

Community Event Trailer

Other Details

Insurance Information

Consent and Authorization

About Haldimand County

Administrative Building

Phone Numbers

Weather

Festival and Event Application