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EVENT GUIDE

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Table of Contents Section 1: Events in Ottawa .................................................................................................... 5

Event Central is here for you .................................................................................................. 5

Is a special event permit required? ......................................................................................... 5

Section 2: Application process ............................................................................................... 8

Application timelines ............................................................................................................... 8

Section 3: Completing the Application form ....................................................................... 11

Event information, details and contacts ................................................................................ 11

Event elements ..................................................................................................................... 12

Alcohol service .................................................................................................................... 12

Live or recorded music ........................................................................................................ 14

Sound/Amplification systems .............................................................................................. 14

Use of City streets, sidewalks, pathways and road closures ................................................ 15

Parking estimates: ............................................................................................................... 16

Shuttle service ..................................................................................................................... 16

Security plan ....................................................................................................................... 17

Medical coverage ................................................................................................................ 17

Waste management ............................................................................................................ 18

Recycling: ........................................................................................................................... 18

Food service ....................................................................................................................... 18

Non-food vendors ................................................................................................................ 20

Animals ............................................................................................................................... 20

Temporary structures .......................................................................................................... 21

Bleachers and viewing towers: ............................................................................................ 21

Building permits ................................................................................................................... 22

Amusement rides and inflatables ........................................................................................ 22

Drone photography and filming ........................................................................................... 22

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Fireworks and pyrotechnics ................................................................................................. 23

Open air fires ....................................................................................................................... 25

Fire performers .................................................................................................................... 25

Section 4: Support documents ............................................................................................. 27

Site plan ................................................................................................................................ 27

Emergency plan .................................................................................................................... 28

Insurance certificate .............................................................................................................. 29

Route and road closure plans ............................................................................................... 29

Transportation and parking plan ........................................................................................... 30

Section 5: Smoking, vaping, water pipes and cannabis ..................................................... 32

Section 6: Health, safety and wellness ................................................................................ 35

Section 7: Crowd Management ............................................................................................. 38

Section 8: Greening your event ............................................................................................ 42

Section 9: Accessibility ......................................................................................................... 44

Annex A: Site and route plans .............................................................................................. 47

Technical guidelines ............................................................................................................. 47

Sample site plan ................................................................................................................... 49

Sample route and road closure plan ..................................................................................... 50

Annex B: Emergency plan template ..................................................................................... 51

Annex C: Traffic control plan example................................................................................. 54

Annex D: Transportation and parking plan template .......................................................... 55

Sample transportation and parking map ............................................................................... 56

Annex E: Noise mitigation plan template ............................................................................. 57

Annex F: Tips for planning an event .................................................................................... 58

Annex G: Drone usage guidelines ........................................................................................ 59

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Photography .............................................................................................................................. 60

This planning guide is developed by Event Central in consultation with City stakeholders and agencies that play a role in supporting event operations and/or provide required permits. This guide is comprehensive, although it cannot address every possible question or topic. Event Central remains available to assist you.

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Section 1: Events in Ottawa

Event Central is here for you For events big and small, the City of Ottawa is committed to providing organizers with the tools, structure, environment and processes to thrive.

The Event Central Office is the first point of contact for event organizers wishing to host an event in Ottawa. Event Central leads integrated planning in a supportive environment, reconciles the input of all impacted stakeholders, and ensures organizers and City services are coordinated in a manner that contributes to positive events and their safe execution.

Event Central facilitates event review by leveraging the expertise and experience of the Special Events Advisory Team (SEAT). SEAT brings together City departments and other public agencies to work with organizers to ensure that appropriate plans and permits are in place.

Event Central and SEAT are guided by the following values:

Transparency through applying a consistent level of service, and ensuring the integrity of a standardized review, approval, and execution process

Accountability of Event Central, SEAT members, and event organizers, whereby all stakeholders are fulfilling their individual responsibilities

Trust between Event Central, SEAT members, and event organizers, resulting in a heightened level of confidence that all impacted stakeholders should feel when an event is being executed

No matter the size of your event, Event Central is available to assist you in determining what approvals are required for your event. You can contact Event Central by email at EventCentral@ottawa.ca or by phone at 613-580-2424 ext. 14613.

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• Expected attendance of at least 500 persons at any one time

o Examples include: fairs, festivals, competitions, or beach events

• Any event that uses the City Right-of-Way (streets/sidewalks)

o Examples include: parades, processions, runs, walks, or bikes

• An event with a significant community impact

For residential block parties, complete the online Block Party application.

For demonstrations or marches on the City Right-of-Way, complete the online Demonstration/March application. For information on holding an event, demonstration or rally on Parliament Hill, please visit the Use of Parliament Hill webpage.

Is a special event permit required?

The special event permit approval process is governed by the Special Events on Public and

Private Property By-law (No. 2013-232) and the City Right-of-Way By-law (No. 2001-260).

The following criteria are used to determine if an event is required to complete the Application for Special Events:

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Section 2: Application process The application process begins with the event organizer submitting a complete application package to Event Central. At a minimum, the application package includes the Application for Special Events form, a draft site and/or route plan and a draft emergency plan. Depending on the event specifications, other supporting documentation may be required. As event plans evolve so may requirements. All events applying for a permit will be required to supply a certificate of insurance prior to the event. See Section 4: Support documents for more information.

Notice: Event organizers require conditional approval of the event location from the property owner prior to applying for a special event.

Once the documentation is received and reviewed by Event Central it is distributed to the Special Events Advisory Team (SEAT) for further review, permit approvals and coordination of City Services. Event Central leads integrated event planning in a supportive environment that takes into account the input of all impacted stakeholders, while ensuring organizers have the appropriate plans in place to execute their events in a positive and safe manner.

Application timelines The event organizer must submit the application package 90, 60 or 30 days in advance depending on the scope and details of the event. Please review the below timeline details to determine the appropriate timeline for your event.

• 90 days in advance of the event if the event includes:

o Alcohol sale and/or service;o Use and/or closure of a roadway or highwayo Occurs on Victoria Day, Canada Day, Remembrance Day, New Year’s

Eve, or in alignment with an event of known significance

• 60 days in advance if the event does not include any of the above, but includes:

o Property owned or leased by the Provincial or Federal governmento Requests a noise exemptiono Uses or includes aircraft, watercraft, or helicopterso Includes temporary structures or equipment, such as large tents

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• 30 Days in advance if the event does not include any of the above, but includes:

o Pyrotechnics or fireworkso Food/beverage preparation, storing, and or saleo Vendors of any typeo Uses City propertyo Requires specific event open air fire permit

If your event does not include any of the factors listed, the application deadline is 30 days.

Tip: Why wait? Event Central can initiate the review process before your deadline! For new, large-scale events, we recommend contacting Event Central one year in advance.

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Section 3: Completing the Application form The Application for Special Events addresses mandatory elements that must be included as a part of the event plan. This information helps Event Central guide the event organizer in obtaining the required approvals.

The Application form can be found online at ottawa.ca/eventcentral or by email at EventCentral@ottawa.ca. For a physical copy, call Event Central at 613-580-2424 ext. 14613.

Event information, details and contacts Information required about the event and organizer/organization applying for a permit.

Location: Indicate address of event site and route (if applicable).

• For City park bookings and rental rates, contact sports@ottawa.ca or 613-580-2595

• For events at a City beach, contact Aquatic Services at 613-580-2424 ext. 16966• For Marion Dewar Plaza and Ottawa City Hall bookings and rental rates, contact

OCH Bookings at 613-580-2424 ext. 22771• For Lansdowne Park bookings and rental rates, contact Lansdowne Park at 613-

580-2424 ext. 26718

If the event is on private property, Event Central may request a permission letter from the property owner.

Notice: The event location must be secured or conditionally approved prior to submitting the Application for Special Events.

Event dates/Hours of operation: Provide the start and end date of the event as well as the hours that the event is in operation. If the event is multiple days and there are different start/end times each day, provide the full schedule in the Event details section on page 2 of the application form.

Expected attendance: Indicate the peak expected attendance (on site at one time) as well as the total attendance for the event. For new events that are unsure of attendance, select a projected range. Figures can be updated as more details are known.

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Event details: Describe the nature and purpose of the event. Provide the daily schedule here if the event is multiple days.

Applicant information: Provide the corporate name, registration number and address of the organization that is applying for the special event permit.

Registered non-profit/charitable organization: An organization that does not intend on making a profit. The non-profit number may be requested to confirm the organization is a registered non-profit group.

Main contact: This contact must be available to work closely with the City throughout the application process. They are the main point of contact and must have authorization to make decisions on behalf of the event.

Secondary contact: If the main contact is unavailable the secondary contact will assume the role of the main contact.

Event elements When completing the Application for Special Events event organizers must answer each of the Yes or No questions. This section includes supplemental information and requirements related to each event element.

Alcohol service

Careful planning and preparation are required when there will be alcohol sales, service and consumption at an event. Alcohol licensing is provincially regulated through the Alcohol and Gaming Commission of Ontario (AGCO). The event organizer must obtain the appropriate permit through the AGCO and adhere to AGCO regulations. For information regarding types of permits and requirements, please visit the Alcohol and Gaming Commission of Ontario website or call 1-800-522-2876.

Events occurring on City property must meet the conditions of the Municipal Alcohol Policy. Please consult the Guide to Serving Alcohol at your Event for more information.

For outdoor events, the AGCO will require the applicant to provide notification to local authorities such as police, fire, building code and public health departments. To notify the municipality that you will be serving alcohol outdoors, please complete and submit the online notification form.

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If your event is open to the public and the applicant is neither a registered charity nor non-profit organization, a Letter of Municipal Significance is required to obtain a Special Occasion Permit. For enquiries, email EventCentral@ottawa.ca.

Capacity of licensed area = Available area divided by 1.1 square meters or 12 square feet per person

Example

Dimensions of beer garden: 40 feet x 60 feet

Dimensions of stage: 10 feet x 10 feet

2400 - 100 ÷ 12 = 191 persons

Notice: It is the responsibility of the event organizer to know the occupant load of the licensed area and have procedures in place to ensure that number is not exceeded.

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Live or recorded music

Should the event feature live or recorded music, please contact SOCAN (Society of Composers, Authors and Music Publishers of Canada) at 1-866-944-6223.

Sound/Amplification systems

Sound/amplification systems include musical instruments, PA systems, microphones or speakers. Organizers must take the appropriate measures to reduce the disturbance the event may cause to neighbours and surrounding businesses. Depending on the size and location of the event, a Noise mitigation plan may be required. See Annex E for a Noise mitigation plan template.

Highlights from the Noise By-law (No. 2017-255):

• No bass noise, unusual noise or noise likely to disturb• No use of sound/amplification systems between 11 p.m. and 7 a.m.• No use of sound/amplification systems before 9 a.m. on Saturdays• No use of sound/amplification systems before 12 p.m. on Sundays or

statutory/public holidays• The noise from sound/amplification systems cannot be greater than 55 dBA

when measured outside the business or residence of the person whose peaceand comfort has been disturbed (the point of complaint)

An application can be made to By-Law and Regulatory Services for an exemption to the Noise By-Law (outlined above). Applications must be made a minimum of 60 days prior to the event. An application fee may apply.

Exemptions may permit amplified sound and/or music:

• Up to 65 dBA at the point of complaint• Before 7a.m. weekdays, 9 a.m. Saturdays and noon Sundays and holiday

Mondays• After 11 p.m. on Fridays, Saturdays and Sundays before holiday Mondays

Noise exemptions must be approved by the area Ward Councillor and the Director of By-Law and Regulatory Services. Conditions may be placed on the exemption such as providing community notification or contracting By-law officers to conduct sound reading in the community.

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Use of City streets, sidewalks, pathways and road closures

All planned events, including parades and fundraising walks/runs, that involve the use and/or closure of the City Right-of-Way require a permit issued by the Transportation Services Department. Refer to the Use and Care of Roads By-law (No. 2003-498) and the Special Events on City Streets By-law (No. 2001-260) for details.

All planned events that involve the use and/or closure of parkways and pathways owned and operated by the National Capital Commission (NCC) require an event permit.

If you are applying for a Special event permit and your event uses/closes a road or pathway, closes a lane(s) or needs parking restrictions, include the details in the Application for Special Events. Include a route and road closure plan along with your application.

Please review the below information when planning a closure: • The request must be provided a minimum of 40 days prior to the event• Road closures must be barricaded, and each barricade must be manned with a

volunteer or security at all timeso Volunteers or hired security are the responsibility of the event organizer

• Barricades may be available from the City on a first come first serve basiso Barricades must be picked up and returned by the organizer

• Only police officers can direct traffic under the Highway Traffic Act.• Closures, roadway impacts, and barricade locations must be included on the

road closure plan submitted with the Application for Special Events (See AnnexC for more information)

• For events on the City’s right-of-way, the organizer must sign an indemnificationwaiver and provide a certificate of insurance

• Traffic control (lane closures, barricade set-up, etc.) may need to be performedby a reputable traffic control company familiar with the Highway Traffic Act andOntario Traffic Manual

• Parking removal may be required at the expense of the organizer

Notice: If there are road closures, full or rolling, it is the event organizer’s responsibility to communicate directly to residences, businesses, institutions or organizations that may be impacted by the event a minimum of 10 days prior to the event. The organizer will work with representatives to minimize any inconvenience the event may cause.

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Parking estimates: All planned events must indicate the availability of parking as there may be traffic implications. Street parking does not count as dedicated event parking.

Notice: Organizers cannot charge for parking, unless they have a public garage licence.

Shuttle service

Events offering a shuttle service for participants must provide details regarding locations, route, frequency and provider. Event shuttle service will be reviewed by SEAT. Permission to operate a shuttle service on parkways owned and operated by the National Capital Commission (NCC) must receive written permission.

See Annex D for a Transportation plan template including shuttle service.

Notice: Shuttles cannot: charge a fee or request donation for service or use an existing public transit stop or lay-by location unless written approval is provided by Transportation Services.

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Security plan

Depending on the nature and scope of the event, a security plan may be required.

If security is required, provide the following on the application form:

• Name of the licensed security company and contact details• Number of licensed security personnel, their shifts and roles/responsibilities• Communication methods (radios, etc.)

Tip: If the application form does not have enough space to include all details of your plan, you can submit your security plan as a separate document. Security details may also be found in your Emergency plan so make sure information is consistent.

The Ottawa Police Service may require paid duty officers to be present to supplement the security plan and provide additional presence at the event. If the event impacts the community outside the location, paid duty officers may be required in addition to those needed to directly support the event.

Note that paid duty assessments will not be made until a complete permit application package is submitted to Event Central.

Medical coverage

Provide the following information related to medical coverage on the application form:

• Name of medical/first aid provider and contact details. Note that you must consultwith the first aid provider before listing them as dedicated coverage for the event.

Tip: For a list of qualified first aid providers in Ottawa contact specialeventsparamedic@ottawa.ca

• Medical provider deployment (number on site and their shifts)

Notice: First aiders must be dedicated to the position. They cannot fill dual roles such as security guard/first aider.

• Medical provider qualifications, roles and responsibilities

Notice: First aid providers cannot perform delegated medical acts or transports. If you have questions about your provider’s qualifications or jurisdiction, contact specialeventsparamedic@ottawa.ca for assistance.

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• Medical equipment on site• Location and type of the first aid station(s)• Communication methods (radios, etc.)

Tip: If the application form does not have enough space to include all details of your plan, you can reference the appropriate page in the Emergency plan where the information can be found.

As per the Special Events on Public and Private Property By-Law (No. 2013-232), the Ottawa Paramedic Service may require that paid duty paramedic staff be present at the event to supplement the medical plan.

Waste management

Garbage collection is the responsibility and the expense of the event organizer. The use of recycling stations is strongly encouraged (see Section 8: Greening your event). Provide details in regard to the number of garbage bins, collection company information, pick-up times, and where grey water will be disposed.

Outdoor events must be self-contained and not rely solely on the washroom facilities of adjacent buildings. Include the number of portable toilets and service provider in this section.

Recycling: Outline the recycling strategy for the event. If a third party is managing recycling, include the company name and contact information. See Section 8: Greening your event for tips and best practices.

Food service

For events that take place on City property, existing site vendors must be consulted and approve of the additional vendors as per site agreements with Centralized Allocations. Contact your park rental coordinator for details.

The following requirements apply to food vendors operating at events:

• By-law and Regulatory Services requirements: If the event includes food orbeverage for sale, each food vendor requires a business licence from By-Law andRegulatory Services. The category of licence depends on the structure out ofwhich the food is sold (vehicle, cart or stand). To obtain a licence, the vendormust apply at the Business Licensing Centre located at 735 Industrial Avenue.Further information can be found on the Business Licensing webpage.

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• Ottawa Public Health regulations: All food vendors must meet the public healthrequirements established to reduce the risk of food-borne illness. Vendors mustensure that there is a minimum of one (recommendation for two) food handler orsupervisor on site who has completed food handler training during every hour inwhich the vendor is operating (includes prep times). Public Health requirementsand training details are outlined on Ottawa Public Health’s webpage. For furtherinformation, contact Ottawa Public Health at 613-580-6744 ext. 26317.

o Food vendors intending to operate at an event where the general public isinvited and will consume food or beverages must notify Ottawa PublicHealth by completing and submitting the Application for food services at anevent a minimum of 14 days prior to the event. Refer to the Special EventVendor Information Package for help filling out the application form. Ifrequired, a Public Health Inspector will contact the vendor to discuss safefood practices specific to their temporary food premises.

• Fire safety: All barbeques and cooking equipment must be clean and CSA orCAN/ULC approved for use in Canada, be the required distance fromcombustibles as listed on appliance placard or indicated in the manufacturer’sinstruction manual. Cooking areas must be equipped with the appropriatecertified and up to date portable fire extinguisher. Food trucks must have therequired fire safety equipment certified and up to date and cookinghood/ventilation system clean and free of grease.

• Technical Standards and Safety Authority (TSSA) regulations: Food trucksusing propane or other hydrocarbon fuel-fired cooking appliances must haveTSSA Field Approval, bear prescribed safety labels and be inspected annuallyby a licensed gas technician. Refer to the TSSA webpage for more information.If you are cooking food using propane-fueled equipment, TSSA regulations mayapply. Contact the TSSA at 416-734-3300 for details.

• Insurance requirements: All third-party food vendors require a certificate ofinsurance that lists the event and City of Ottawa as Additional insured.

Notice: The Parks and Facilities By-Law (No. 2004-276) prohibits the use of motor vehicles in City parks. A Variance letter and/or delegated authority are required for permissions. Please discuss with your park booking coordinator for approvals.

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Non-food vendors

Non-food vendors are referred to as Itinerant sellers. If the event includes the sale of merchandise for a profit, each Itinerant seller must be licensed by By-Law and Regulatory Services. A licence is not required for local handmade artisanal products.

• Itinerant sellers: If the event has less than five itinerant sellers, each mustacquire their own Itinerant seller licence in person at 735 Industrial Avenue priorto the start date of the event.

• Exhibition Licence: If the event has five or more sellers, the organizer canapply for an Exhibition Licence to cover all sellers. Please apply at least threeweeks prior to the start date of the event. Applications can be submitted at anyClient Service Centre.

Note that vendors require a certificate of insurance that lists the event and City of Ottawa as Additional insured.

Animals

If the event includes animals, such as a petting zoo, pony rides or exotic animal show, provide the name of the company, contact information and a list of the type of animals a minimum of 2 weeks prior to the event.

An Exotic animal entertainment licence is required for any exhibit, public show, circus, carnival or any act of entertainment using live exotic animals. Contact the Business Licensing Centre (613-580-2424 ext. 12735) to see if the proposed activation qualifies.

For information regarding the prevention of illness at animal exhibits, please contact Ottawa Public Health at 613-580-2424 ext. 26317.

Note that third party providers require a certificate of insurance that lists the event and City of Ottawa as Additional insured.

Notice: The Parks and Facilities By-Law (No. 2004-276) prohibits some animals in City parks. A Variance letter and/or delegated authority are required for permissions. Please discuss with your park booking coordinator for approvals.

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Temporary structures

Tents:• A building permit is required:

o If there will be a tent or combination of tents (spaced closer than 10 ft fromone another) that exceed 225 m2 (approx. 2,422 ft2) in area, any duration

o If there will be a tent or combination of tents (spaced closer than 10 ft fromone another) that exceed 60 m2 (approx. 645 ft2) in area, and will be occupiedand/or used for more than 10 days

• Building permit requirements:o A completed building permit application formo Two copies of the site plan showing the location of the tent and distance to

property lines and other tents and/or structureso Two sets of drawings of the tent constructiono For tents that exceed 225 m2 (approx. 2,422 ft2) in area, the drawings must

be sealed and signed by a professional engineero For tents that exceed 225 m2 (approx. 2,422 ft2) in area, the tent’s

construction will be required to be verified by a professional engineer uponcompletion

General guidelines: • Tents must be at least 3 meters (10 feet) from all other structures on the property• Tents must be at least 3 meters (10 feet) from property lines• At least two exits (openings) should be provided from the tent and, the exits

should be remotely positioned from one another• If there will be staking or digging into the ground, confirm with the property owner

that this action is permitted on their site and arrange for utility locates prior to tentconstruction

• If tents are used with any source of ignition (cooking and heating equipment,electrical devices, etc.), they must be fire retardant CAN/ULC S109 or NFPA 701certified and may require a portable fire extinguisher.

Bleachers and viewing towers: A building permit will be required for any site-built bleachers or viewing towers. The drawings provided for permit approval should be sealed and signed by a professional engineer. Bleacher/viewing tower construction must be verified by a professional engineer upon completion.

Notice: Tents, bleachers, and other structures are not permitted on City sports fields.

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Building permits: For more information about building permits, please refer to the Building Permit to Construct webpage. Building permit applications can be submitted at any City of Ottawa Client Service Centre.

If any temporary power equipment needs to be brought on site, approval may be required. Temporary power equipment must comply with the Noise By-Law (No. 2017-255).

Amusement rides and inflatables

Event organizers must provide contact information for the amusement company operating the rides and/or inflatables. The Technical Standards and Safety Authority's (TSSA) Amusement Device (AD) safety program regulates amusement rides in Ontario to ensure all devices conform to provincial regulations, codes and standards. For a list of amusement devices under TSSA jurisdiction visit the TSSA webpage.

Event organizers must ensure that the company providing amusement devices can provide the following safety documents:

• TSSA Amusement Device Licence• TSSA Amusement Device Permit (one per device)• Proof of $2,000,000 Commercial General Liability insurance specific to the

operation of amusement devices that lists the event and City of Ottawa asAdditional insured

Notice: If there will staking or digging into the ground to anchor inflatables, confirm with the property owner that this action is permitted on their site and arrange for utility locates prior to set up. Staking is not permitted on City sports fields.

If the event includes helicopter sightseeing tours, please contact Event Central for a list of required documentation.

Drone photography and filming

If your event would like to use drones or unmanned aerial vehicles in any capacity, it is likely that you will need to apply for a Special Flight Operations Certificate (SFOC) from Transport Canada. This is a requirement for all non-recreational drone usage. You may also choose to hire a drone operator or aerial videography/photography service that already possesses a SFOC. See Annex G for Transport Canada Guidelines for drone usage without an SFOC.

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Notice: The Parks and Facilities By-Law (No. 2004-276) prohibits the use of drones in City parks. Contact your park rental coordinator and Event Central if requesting to use a drone at your event.

Fireworks and pyrotechnics

On the application form, include the name and contact information of the individual or company discharging fireworks at the event. Include the time and duration of the show.

Organizers must also provide a site plan that shows the following: • Fireworks discharge location• Direction of fire• Safety perimeter – manner and means of restraining unauthorized persons from

attending too near the discharge site

Highlights from the Fireworks By-Law (No. 2003-237):

• Firecrackers and prohibited fireworks may not be sold or discharged

• Consumer fireworks (outdoor, low hazard recreational fireworks available to thepublic) may only be discharged on Victoria Day and Canada Day, and the daybefore and after those days

o May be displayed on privately owned land without a permit where theproperty owner has given permission for such a display

• Display fireworks (outdoor, high hazard recreational fireworks) require a permitissued by the Fire Chief

o May be displayed on privately or publicly owned land where the propertyowner has given written permission for such a display

o No restriction on date of displayo Must be discharged by a qualified Fireworks Supervisor

• Pyrotechnic special effect fireworks (high hazard fireworks used to produce aspecial pyrotechnic effect for indoor or outdoor performances) require a permitfrom the Fire Chief

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Permit applications for display and pyrotechnic special effect fireworks:

• Can be made at the Business Licensing Centre, 735 Industrial Ave.• Must be made a minimum of 30 days prior to the event• An application fee will apply• Applicants must provide proof of $5,000,000 Commercial General Liability

insurance that lists the City of Ottawa as an Additional insured

Consumer fireworks displays on City property:

• Require a letter of permission from the General Manager of Recreation, Cultureand Facility Services – contact your park rental coordinator for details

• Details must be reviewed and approved by Ottawa Fire Services• Firing location must be inspected and approved by Ottawa Fire Services

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Open air fires

A specific event fire permit allows open air fires (based on approval from Ottawa Fire Services, Fire Prevention division) that are normally not allowed in designated no burn areas of the City.

Notice: Only a community not-for-profit organization or a religious institution may apply for a specific event fire permit to conduct campfires or open air fires in an outdoor fireplace for cultural, religious or recreational events.

A campfire is defined as an open air fire where the size of the material to be burned does not exceed 60 cm in width and 50 cm in height, that is set and maintained solely for the purposes of cooking food, providing warmth and recreational enjoyment.

To apply for a Specific event open air fire permit, complete an application form and submit it to SpecificEventFire@ottawa.ca along with a letter of permission from the property owner. Once these two documents have been received by administration a Fire Prevention Officer will then be assigned to complete a site inspection.

Notice: The Parks and Facilities By-Law (No. 2004-276) prohibits open fires in City parks. A Variance letter and/or delegated authority are required for permissions. Please discuss with your park booking coordinator for approvals.

Applicants are not required to go to the Fire Prevention Office, 1445 Carling Avenue, until their permit has been approved and issued. Allow a minimum of 15 business days. The applicant will be notified by administration and an appointment made to schedule pick up and payment for the permit.

Fire performers

During event review and approval, Ottawa Fire Services will require the following information regarding fire performers:

• Description of the activity and the type of fire-related product being used in theperformance

• Copy of the performer’s fire safety plan / procedures• Site plan indicating clearances to the audience and potential combustible

materials

Note that performers require a certificate of insurance that lists the event and the City of Ottawa as Additional insured. A letter of permission from the property owner is also required.

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Section 4: Support documents

The following sections speak to the additional document requirements for outdoor special events. At a minimum, all events applying for a permit must provide a site and/or route plan, emergency plan and insurance certificate.

Site plan A detailed site plan is required by Event Central and must be submitted in an electronic format along with the Application for Special Events. The plan is a visual representation of the event and identifies the location and dimensions of all event elements. The site plan will be reviewed by Event Central, SEAT and relevant stakeholders.

Common elements of a site plan include:

• Temporary and permanent structures (buildings, tents, vendors, inflatables, etc.)• Public access points and separation from hazardous areas• Fencing, barricades and spectator area• Street names, intersections, on/off-site parking• Command post and medical/first aid stations• Food service and alcohol areas• Restrooms and hand wash stations• Emergency access/egress

Notice: For events on the road, a 6m unobstructed emergency lane must be maintained through the event site

Special event permits issued by the City of Ottawa will only be valid for the venue areas and event elements described in the Application for Special Events and support documents. All modifications made after initial submission must be communicated to Event Central based on the established timelines.

See Annex A for technical guidelines and example site plan.

Tip: A hard copy of the plan should be kept in a binder in the command post / event office, along with copies of all permits, a communications list and support documents (emergency plan, road closure plan, alcohol management plan, security details, etc.). It should be used when delivering training to staff and volunteers.

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Emergency plan An emergency plan is required by Event Central and must be submitted in an electronic format along with the Application for Special Events. The emergency plan acts as the framework that prepares the event organizer, staff, volunteers and event attendees in an emergency. The plan will be reviewed by Event Central, SEAT and relevant stakeholders.

An emergency plan assists organizers in planning safe and successful events through:

• Identification of roles and responsibilities• Identification of potential hazards and risk factors• Identification and implementation of hazard prevention and risk reduction strategies

to ensure public safety• Development of response plans to manage emergencies if and when they occur• Communication and coordination of command structures for managing the event

and emergencies

Common elements of an emergency plan include:

• Contact information of two personnel overseeing operations during the event• How event attendees will be notified in an emergency (PA system, megaphone,

etc.)• An evacuation area with evacuation route• Communication procedures made with the necessary emergency authorities• Emergency procedures to be followed by staff, volunteers and security• How medical/first aid provider will respond to medical emergencies

See Annex B for guidelines on completing an emergency plan.

Tip: Hard copies of your emergency plan should be kept in a binder in the command post. It should be used when delivering training to staff and volunteers.

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Insurance certificate At least 10 days prior to the event, the organizer must provide proof of Commercial General Liability Insurance in relation to the special event with limits of not less than two million dollars ($2,000,000) inclusive per occurrence for bodily injury, death and damage to property, including loss of use thereof.

The General Liability Insurance Policy must be in the name of the applicant and must name the City of Ottawa as an Additional insured. The General Liability Insurance Policy must include coverage for Cross Liability and must contain an endorsement to provide the City with 30 days written notice of cancellation or material change that would diminish coverage.

Please be aware that an event containing fireworks or pyrotechnics increases the above insurance requirement to five million dollars ($5,000,000).

For other activities outside of normal operations, contact Event Central to discuss insurance requirements.

Route and road closure plans A route map depicts the direction of travel for linear events (walks, runs, bikes and parades). A road closure plan provides details for the flow of traffic.

The following information should be included in the route and/or road closure plans depending on the nature and scope of the event:

• Map of the route• Written description of route including direction and roads used;

o If restricted to sidewalk, indicate which side• Locations of barricades and type (wood, metal, concrete, etc.)• Emergency vehicle access and egress• Location of paid duty officers, if required• Route marshal locations and duties

See Annex C for sample route and road closure plans.

Notice: A Traffic control plan (TCP) by a third-party company may be required for major intersections.

Notice: Marshals and staff/volunteers manning barricades should wear personal protective equipment such as reflective vests. Under the Highway Traffic Act, only police officers can direct traffic on an open roadway.

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Tip: A hard copy of the plan should be kept in a binder in the command post, along with copies of all permits, a communications list and support documents (emergency plan, site plan, alcohol management plan, security details, etc.). It should be used when delivering training to staff and volunteers.

Transportation and parking plan A transportation and parking plan provides details regarding transportation methods and parking for the special event. This includes items such as, but not limited to; vehicular, pedestrian and cyclist movements to and from, and within the event location.

See Annex D for a transportation and parking plan template.

The following information should be included in a transportation and parking plan depending on the nature and scope of the event:

• Locations of parking with the number of available spots and type (bus, motorcycle,trucks, VIP, accessible, etc.)

• Best route for patrons to take to parking locations

o Requires written consent from the property owner

• Route and times for any deliveries for suppliers servicing the site• Routes and times for vendors arriving and leaving the site, before and after the

event• Proposed Para Transpo drop-off/pick-up locations• Shuttle locations and route• Locations of taxi stands, limousine and private transportation company drop-off/pick-

up• Parking and safe routes for bicycles;• Locations of any temporary signage, which meets conditions of the Signs on City

Roads By-law (No. 2003-250).• Communication plan: How and when traffic disruptions, parking locations, public

transit options and shuttle service will be communicated to patrons and the public

Notice: Parking and shuttle locations on transit property cannot be used without written approval and a signed agreement from Transit Services, along with the appropriate insurance coverage, naming the City of Ottawa as added insured.

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Section 5: Smoking, vaping, water pipes andcannabisSecond-hand smoke is harmful, even outdoors. For information on the health effects of second-hand smoke, visit ottawapublichealth.ca/smokefree.

On October 17, 2018, the Cannabis Act came into effect and created a framework for the legalization of recreational cannabis in Canada. The federal and provincial governments have established rules to control recreational cannabis, including its production, promotion/advertising, distribution, sales, possession and consumption. In Ontario, under the Cannabis Control Act, 2017, adults 19 and older are legally able to buy, use, possess and grow recreational cannabis, subject to certain limitations. It may be consumed anywhere that tobacco use is permitted, with certain exceptions set out in the Smoke-Free

Ontario Act, 2017. In addition, municipal by-laws may also restrict places of consumption for smoking and vaping both cannabis and tobacco.

Key regulations that apply to events in Ottawa:

• If your event is held on City of Ottawa property, smoking of any substance(including both medical and non-medical cannabis) is prohibited on the entire siteby the Parks and Facilities By-law (No. 2004-276, as amended). Note: The Parks

and Facilities By-Law will be amended in early 2019 to also prohibit vaping in theseareas. For more information on municipal cannabis regulations addressingcannabis, visit ottawa.ca/cannabis.

• If your event is on private property and you are offering food or drink within a patioarea, smoking, and vaping (including both medical and non-medical cannabis) areprohibited on the patio and within 9 meters from the perimeter of the patio by theSmoke-Free Ontario Act, 2017. For more information, visit ontario.ca/smokefree.

• The Water Pipes in Public Places and Workplaces By-law (No. 2016-303) prohibitsthe use of water pipes in enclosed areas (e.g. under tents) where the public ispermitted access and in outdoor areas where food or drink is served, sold oroffered for consumption.

• The Tobacco and Vaping Products Act (Part IV, Division 2) restricts thesponsorship and promotional activities of vaping products and manufacturers.

• The Cannabis Act (Section 17) prohibits the promotion of cannabis and cannabisaccessories indiscriminately to the general public by means of informationalpromotion.

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• The Cannabis Act (Section 21) prohibits the use of a brand element or name of aproducer or distributer, either directly or indirectly, to sponsor an event.

For those events in locations where cannabis consumption is not currently prohibited, the City of Ottawa, through Event Central and the Special Events Advisory Team, will be working with you throughout the special event application process. Ottawa Public Health is a SEAT member and can assist in developing event-specific smoke-free policies.

If you are unsure of the application of existing legislation to your event or festival or want assistance in developing an event-specific smoke-free policy, please contact EventCentral@ottawa.ca. However, it is the responsibility of the event organizer to be aware of the cannabis-related regulations and restrictions (including those related to smoking and vaping) contained in Federal and Provincial laws and regulations, and in municipal by-laws.

It is important to know how cannabis affects you and to consider ways to consume it responsibly. Information on the health effects of cannabis is available at ottawapublichealth.ca/cannabis.

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Section 6: Health, safety and wellnessLoud noise exposure: Noise-induced hearing loss (NIHL) is hearing damage caused by loud sounds such as amplified music.

Water/hydration stations: Organizers should provide free potable water to event attendees. Encourage attendees to bring their own refillable water bottles.

Positive health messaging: Consider incorporating positive health messaging at your event. Ottawa Public Health provides information on breastfeeding, the importance of shade, healthy food options, among others. For further information, please visit ottawapublichealth.ca.

Safe festivals services: Ottawa Public Health and the Sexual Assault Network can support your festival or event by providing free training to security staff, first aid staff, volunteers and organizing team.

Training can include all or some of the information below. You can make the training your own! Call 613-580-6744 to book free training for your festival.

• Naloxone training• Cannabis, including laws and health risks• Alcohol and energy drinks• Sexual assault prevention• Opioids, including how to recognize and respond to an overdose

As an organizer, there are actions you can take to decrease the risk of overdoses and other drug related harms at your events.

• Add StopOverdoseOttawa.ca to your website, social media and email messaging• Share Party Safe messages with your staff, volunteers, attendees on social media

• Post resources such as "Anything can be cut with fentanyl" posters and "Signs &Symptoms of Overdose"

• Allow attendees to bring naloxone kits onsite• Ensure naloxone trained staff are onsite

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• Create Policies:o Intoxication policies and procedures (ID check, smart serve training)o Have low cost non-alcoholic drinkso Access to first aid, security and volunteerso Reduce risks i.e. lighting, hazards, crowd controlo Position toilets and health facilities in accessible and well lit areaso Provide free water

• Encourage staff and volunteers to watch Ottawa Public Health’s informativevideos that provide an overview of opioids, overdoses and naloxone

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Section 7: Crowd ManagementWith every event, there is potential for minor or major injury occurring through the dynamics of crowd behaviour. As an event organizer, you have the primary responsibility for the safety of the crowd inside and outside your event site. Measures should be taken by event organizers to ensure that there is effective and safe crowd management in place so that risks from crowd dynamics and overcrowding do not occur.

Potential hazards from crowd dynamics: • Surging or swaying leading to crushing between people and against fixed

structures• Falling and being trampled underfoot• Dangerous behaviour, such as climbing onto vehicles, temporary / permanent

structures or throwing objects

The following are some best practices for managing crowds safely:

• Good planning at an early stage, while keeping equal priority with all other goals,will help you run your event safely

• The event site should be designed so that people can assemble, enter, movearound and exit the space safely. In an emergency, they should be able toevacuate quickly, through properly signed locations, to a safe place.

o Locations should be identified in advance and clearly communicated toEmergency responders through the site plan, to staff and volunteers duringtraining, and to patrons during the situation

• Do an audience profile and anticipate likely behaviouro Are visitors familiar with the event venue and layout?o Will the performer attract a large and enthusiastic crowd or encourage a certain

behaviour?

1. Performers can have a significant influence on crowd mood, behaviour, andconsumption of alcohol. Several acts/performances may attract differentgroups of people, resulting in considerable crowd movement. Example: anartist may offer free materials during a sold-out concert causing the crowd tosuddenly surge forward and crushing could result

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• Collect information on the safety records of previous events at the same venue and/or with the same performers

• Conduct a risk assessment to determine the adequacy of arrangements forcontrolling crowds, and change them if necessary

• Remember to consider young people and people with disabilities or learningdifficulties when deciding the appropriate actions to take

• Ensure there are clearly defined roles and responsibilities exist in relation to crowdsafety, addressing both normal and emergency situationso Decide who is responsible for the various safety dutieso Make sure everyone understands their own responsibilitieso If contracting out duties (e.g. to a third-party security company), ensure that they

are appropriately licensed to operate in Ontario

• A combination of queuing systems, signage, appropriate barriers and effectivestewarding can be used to manage crowd flow/pressure/dynamics

• Manage lines and gate entry procedures (e.g. bag checks) effectively. Excessivedelays may cause people to surge towards the gates or climb over barriers, leadingto overcrowding problems in other areas.

• Ensure that the maximum capacity of the venue and individual event spaces areestablishedo Consider the following factors when determining capacity:

1. time it takes to get into the site and during entrance phase of different areas(e.g.: if there are multiple stages)

• capacity of areas where crowds will form – crowd density while waiting toenter, within queue lines, screening areas and within the event space

2. time it takes to exit the site

• crowds typically have staggered arrival but want to leave quickly at thesame time, so the crowd density and dynamic in different areas changes

3. emergency evacuation time

• number of emergency exits, available evacuation routes and how theroutes will be activated affect evacuation time (e.g.: unlocking gates,removing barriers, etc.)

4. occupant load (see page 6 for calculating for spaces licensed for alcohol)

Note: The safe capacity is the lowest of the four

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o When calculating capacity, ensure that allowance is made for areas taken up byinstallations such as food vendors, stages and merchandise stalls, as peoplecannot use these areas

o Assess the impact of these factors and event programming along access andegress routes to ensure crowd flow capacity is not compromised

• Have a system in place for restricting the number of people who arrive to / enter thevenue if there is a possibility that arrivals will exceed capacity

• Plan your transportation management arrangements well in advance for, and notrestricted to, arrival, departure, and emergency egress

Crowd management resources:

Health and Safety Executive (United Kingdom) – Managing crowds safely (PDF guide for event organizers)

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Section 8: Greening your eventHere are a few tips for event organizers to consider before, during, and after when planning a greener, environment-friendly event!

Before the event:• Dedicate planning time to set green targets such as amount of waste recycled or

composted, visitors travelling by sustainable transportation, or energy saved

• Select an event venue that has access to public transportation, cycling and walkingroutes

• Where possible, use electronic advertising, promotion and invitations• Promote environment-friendly travel options - walk, bike, bus, or car pool• Encourage guests to bring reusable water bottles

• Confirm how recycling and waste material will be leaving your event. Wastecollection is the responsibility of the event organizer.

• Consider the use of tap water with water fountains, water trucks or water bars andencourage event goers to bring their own water bottles

• Train event staff and volunteers on your ‘green’ initiatives

During the event:• Provide safe and secure bike parking• Ensure food packaging is returnable, compostable, or recyclable

• Locate recycling stations in busy areas that are within close distance to wherewaste is generated

• Have volunteers posted at each recycling station as green ambassadors to helpguests deposit waste appropriately

• Clearly display signage as to where guests can recycle, compost, or dispose ofwaste and fill their reusable water bottles

After the event:• Ensure all litter and event waste has been gathered, sorted, and disposed of correctly• Save unused materials for future events• Track and share your success! Brag about how eco-friendly your event was to inspire

guests and other event planners!

Green event resources:

City of Vancouver – Green Event Guide (PDF 2MB)

The Rockefeller Foundation – Toolkit for Food Waste-Free Events (PDF 4MB)

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Section 9: AccessibilityThe Accessibility for Ontarians with Disabilities Act (AODA) makes it possible for people of all disabilities to be a part of their communities every day. The City of Ottawa encourages all event organizers to make their events as accessible as possible to all members of the public.

A person with a disability can be someone who:

• Has low or no hearing• Has low or no vision• Lives with a mental health issue• Uses a cane, wheelchair or other mobility device to get around

Please consider the following items when planning your event:

• Include contact information for accessibility requests on invitations and promotions

• Are people able to move about the event spaces without barriers or limits to theirmovements? Are all attractions, food services and essential services accessible?

• If your event is on the street, are all businesses, restaurants, vendors, etc.accessible to all attendees at all times?

• If you are holding a walk, run or race, are people with mobility devices able toparticipate fully?

• Is there a designated accessible or protected area to view live performances in aseated or standing position?

• Have allowances been made for accessible parking and washroom facilities?• Has a Para Transpo drop-off / pick-up area been identified?• Are directional signs clear and easily read in all light conditions?• Are there quiet spaces / rest areas available for patrons and/or service animals?• Can service animals go to all areas that the public is normally allowed to go?

• Have staff and volunteers been trained on accessibility laws and the event’saccessibility features?

• Has a volunteer been assigned to resolving accessibility barriers during the event?

• Does your emergency plan speak to accommodating / communicating to peoplewith disabilities during emergency situations?

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If your festival/event organization has one or more employees, your organization has legal requirements to meet on accessibility. To find out if your organization is required to comply with the AODA, visit ontario.ca/accessibility.

Accessibility resources:

Province of Ontario – Planning Accessible Events (PDF 2MB)

Province of Ontario – Guide to Accessible Festivals & Outdoor Events

Ontario Municipal Social Services Association – Guide to Accessible Public Engagement (PDF 5MB)

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Annex A: Site and route plansA draft site and/or route plan is required to consider a permit application package complete. SEAT members will review the site and/or route plan and contact the event organizer if there are any clarifications or corrections required.

Technical guidelines These guidelines should be followed when producing a site/route plan:

Produced in a clear and legible format and all details are clearly viewable:

• Should be as close to scale as possible• When using an online mapping site, use “plain” or “road” views as the base to

create the map• Use satellite views as the base for the primary site only if showing details such as

grass, pathways or site elements is necessary

Site boundaries

• North should always be at the top of the page• Include the names of streets that are part of or adjacent to the event• Include auxiliary parking and production areas• All fencing and barriers must be included with dimensions/distances• Event entrances and exits must be identified with dimensions

o If applicable, indicate the different arrival/service routes for vendors andsuppliers, staff and volunteers, and patrons

• Emergency access and egress points must be clearly identified with dimensions• If the site is open, without fencing, but has an alcohol area, the fencing or items

used for separating the area must be clearly identified with entrances/exits anddimensions

Tip: This map is also used for applying for a Special Occasion Permit

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• Beer gardens/alcohol zone• Restrooms and hand wash stations• Garbage/recycling containers and waste hoarding/dumpsters• Generators and other sources of electricity• Fuel storage and enclosures• Fire hydrants/fire department connections• Placement of vehicles and/or production trailers• Temporary structures with the dimensions• Tents, inflatables, stages, platforms, bleachers, viewing towers, rides, etc.• Arches at start/finish lines including dimensions• Indicate if inflatable or hard structure

Event operations

Site/route plans must include all operational elements identified in the Application for Special Events and supporting documents, including, but not limited to, the following:

• Food vendors including trailer/tent locations with dimensions• Merchandise vendors including tent dimensions• Hydration/water stations• Information booth and First Aid location• Emergency staging where emergency services report to on-site• Emergency route

o Six metres through the site to allow for emergency vehicles• Command post or Operations centre• Para Transpo drop-off and pick-up location• Parking for accessibility card holders• Shuttle stop areas• Taxi, limousine and private transportation company drop-off and pick-up locations

Event infrastructure

Site plans must include all infrastructure elements, including, but not limited to, the following:

• Fencing

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Sample site plan

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Sample route and road closure plan

Example of a turn-by-turn route description to accompany map (fictional run):

Start at Carleton Place Baptist Church (Bridge St)

• Northeast on Morphy St between Bridge St and Baines St

• Southeast on Baines St between Morphy St and William St

• Southwest on William St between Baines St and Bridge St

• Northwest on Bridge St between William St and Morphy St

• Finish at church

Example turn-by-turn route description for walk using sidewalks (fictional 2km walk):

Start at the Knox Presbyterian Church (120 Lisgar St)

• Westbound on Lisgar Ave (between the Knox Presbyterian – 120 Lisgar and

O’Connor) – using south sidewalk;

• Northbound on O’Connor between Lisgar and Wellington – using east sidewalk;

• Eastbound on Wellington between O’Connor and Elgin – using south sidewalk;

• Southbound on Elgin between Wellington and Lisgar – using west sidewalk;

• Eastbound on Lisgar between Elgin and the Knox Presbyterian (120 Lisgar St)

Annex B: Emergency plan templateThe following template may be used should you not already have an approved emergency plan. A fillable version of the template is available online at ottawa.ca/eventcentral or by contacting Event Central at 613-580-2424 ext. 14613.

Event details

Provide the event name, location/civic address, and date(s) and hours of operation.

Contact information

Provide main and secondary contacts who will be on site the day, or days of the event as the lead or incident commander. Depending on size or scope of the event, the organizer may need to provide contacts for section leads, or people with partial authority within the organization who will be on site, such as a safety officer, liaison officer, risk management officer, logistics chief or operations chief.

If the event spans multiple days, provide a schedule or a command chart identifying the appropriate contacts for each day, if they differ.

Media contacts that will be the designated lead for media enquiries also need to be provided.

Site information

Command post: Indicate where the on-site command post is located. This should also be included on the site plan.

Staging area: Identify the location where emergency responders should stage in the event of a general emergency (e.g.: where is the best location for an ambulance to arrive). Note that there is an expectation that the event organizer with full decision-making authority and full knowledge of the event/site will also respond to this location.

Emergency shelters: Identify the locations and capacity of possible emergency shelters. Note that approval should be received from the property owner to use their site for this purpose.

Access to event: Indicate the type of access that is available at the site and the location of access and egress points for the public and emergency vehicles. Also, indicate the route for emergency vehicles to reach the site.

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Tip: If your event is fenced/gated, indicate all access and egress points on the site map and how these will be controlled (security, volunteers, etc.) and marked.

Road closures and use: If applicable, identify which roads will be closed and the time of the closures. Indicate the number and type of people who will monitor barricades at all times (volunteers, staff, security, paid duty officers).

Communication plan

Indicate how you intend to communicate with the following groups during an emergency (e.g.: by radio, cell phone, PA system, social media, etc.):

• Employees/volunteers on site and/or those along a parade or race course;• Employees/volunteers still due to arrive;• Security staff;• Medical/First aid staff/volunteers;• General public on site and/or along the parade or race course;• General public still due to arrive or planning to attend;• Anyone with accessibility requirements:

o Indicate how accessible exits will be identifiedo How emergency information will be provided in alternative formatso What training staff/volunteers will receive about accessibility in an emergencyo See Section 9: Accessibility for guidelines on event accessibility features

Site support

Include contact details, number of staff, qualifications, and roles and responsibilities of medical/first aid prover and security provider. The information provided in this section is for the “day-of event” contacts. If the event spans multiple days, provide a schedule of contacts with specific dates and times as an appendix to the plan.

If the event uses paid duties from a City service (Police, Paramedic, Fire, By-law, Transit Law Enforcement) indicate what has been contracted.

Tip: The information provided in this section should match the security plan and medical coverage section of the Application for Special Events.

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Emergency procedures

Identify the procedures for the following emergency situations to the best of your ability. If you have questions related to emergency procedures, contact EventCentral@ottawa.ca.

Sudden severe weather: Situations include severe thunderstorm, high winds, extreme heat/cold, etc. List procedures for notifying attendees, evacuation, event cancellation or delay, safe place of refuge, etc. Indicate whose responsibility it is to direct and notify attendees.

Fire-related incident: Situations include fire, explosion, propane tank malfunction, structural collapse, etc. List procedures for notifying attendees, evacuation of area, event cancellation or delay, safe place of refuge, etc. Indicate whose responsibility it is to direct and notify attendees.

Medical incident: Situations include minor injuries, health emergencies, etc. If the event is a linear event (run, bike, parade, etc.) indicate procedures for the event site as well as situations that arise along the route.

Security incident: Situations include nuisances, disorderly/aggressive behaviour, etc. List procedures for handling such incidents. In some cases, security incidents may be escalated to police. Indicate whose responsibility it is to escalate to police.

Police incident: Situations include criminal offences, bomb threat, mass causalities, etc. List procedures for notifying attendees, evacuation, event cancellation or delay, safe place of refuge, etc. Indicate whose responsibility it is to direct and notify attendees.

Lost child/missing person: Indicate how and to whom lost children/missing persons are reported. Indicate if there is a set location where lost children are brought and procedures for reunification.

Crowd density/overcrowding: Indicate how attendance and site capacity is being monitored and controlled. Note that at some events there may be multiple event spaces each with their own capacities depending on size and intended use. It is the Organizer’s responsibility to maintain the capacity of each section as well as the site as a whole. See Section 7: Crowd Management for best practices.

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Annex C: Traffic control plan exampleExample Traffic Control Plan (TCP) for major intersection:

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Annex D: Transportation and parking plantemplateEVENT DETAILSEvent name: Organizers: Dates: Operational hours:

ON-SITE PARKINGNumber of available spots and type

OFF-SITE PARKING LOCATIONSList of locations and number of available spots and type [insert map]

SHUTTLE SERVICEProvider name Description of vehicle(s) being used – include capacity and accessibility Pick-up and drop-off location(s) and route(s) Hours of operation and frequency Lay-up arrangements for vehicles [insert map(s)]

PUBLIC TRANSITList the route(s) that service the event site

PARA TRANSPOIndicate the selected location for Para Transpo drop-off and pick-up [insert map]

TAXIS, LIMOUSINES and PRIVATE TRANSPORTATION COMPANIESIndicate the location(s) of taxi stands as well as designated drop-off and pick-up zones for limousines and Private Transportation Companies (UBER, Lyft, etc.) [insert map]

ROAD CLOSURES List the road closures and timings

COMMUNICATION PLAN Details on how and when shuttle service, public transit and parking locations are communicated to patrons and the public

Sample transportation and parking map

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Annex E: Noise mitigation plan templateEvent details

• Event name:• Date(s):• Hours of operation:

Sound reduction measures

• Process for measuring sound levels• Sound check procedures• Strategy for managing bass levels• Measures put in place to manage noise impacts during event

Sound equipment • List of equipment used and number of each (include images if appropriate)• Positions and orientation• Details on the location(s), direction and position of speakers

Tip: Include a site diagram that shows speaker locations and direction of sound. The map should be in context so that surrounding buildings are visible.

Community engagement • Detail how event organizer(s) will proactively engage with the surrounding

community to minimize impact – e.g.: fliers with event details and direct contactinfo

Tip: Providing a direct event contact to affected residents helps reduce the number and frequency of noise complaints filed with the City.

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Annex F: Tips for planning an eventHere are some recommendations when planning an outdoor special event.

• Start small – Grow the event from the ground up!• Keep it simple – Do not add too many components, keep it manageable!• Plan your work – Plan your work and work your plan is the best formula for a

successful event. It is important to have a strong focus on event documentation,such as emergency, site, route, and alcohol management plans, among others.

• Keep an active list of deliverable and dates – Event Central will provide an initiallist of licences/permits required and their associated deadlines. Add vendors,suppliers, sponsors, bookings, deliveries, signature deadlines, payment dates,etc. This should be the first page in your event binder.

• Have a cut off date- such as 20 business days prior to your event, as a “NoChange Date.” Meaning that at that point, all your elements are locked in, andchanges cannot be made.

• Create an emergency plan as a best practice to protect yourself and yourattendees. As your event grows, your emergency plan will grow too.

• Accessibility –Keep persons with a disability in mind during the early stages ofplanning your outdoor event. See Section 8: Accessibility for more information.

• Sustainability – There are many ways to reduce the environmental impact andincorporating sustainable standards within your event. See Section 7: Greeningyour event for more information.

• Consider making event signage in both official languages so that all attendeesfeel included.

• As an organizer, there are actions you can take to decrease health and safetyrisks at your event. See Section 6: Health, safety and wellness for more information.

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Annex G: Drone usage guidelinesThe current Transport Canada Guidelines for drone usage without an SFOC state that you must operate your 250 g to 35 kg drone:

• For recreational purposes• Below 90 m above the ground• More than 30 m (100ft) above bystanders, the general public and any vehicles (75

m if your drone weighs more than 1 kg) and not above groups of people• At least 5.5 km away from any base or area where aircraft takeoff and land (1.8 km

for bases and areas dedicated to helicopters)• Outside of controlled or restricted airspace (including the airspace surrounding

Parliament Hill, Rideau Hall, Connaught Range and the CANMET complex)• At least 9 km away from a natural hazard or disaster area• Away from areas where its use could interfere with police or first responders• During the day and in clear skies• Within your sight at all times and within 500 m of yourself• Only if clearly marked with your name, address and telephone number

If your drone use violates these guidelines in any way or if you are using your drone for any non-recreational purpose, you must apply for an SFOC or you may face fines of up to $25 000. An SFOC does not exempt you from all restrictions listed above, your SFOC will outline relevant limitations to your drone usage. Please follow applicable aviation guidelines at all times.

In very limited circumstances it may be possible to file for an exemption for non-recreational use without an SFOC. It is also possible to operate drones under 250g in most areas for recreational purpose without an SFOC and without many of the restraints listed above. Please refer to Transport Canada’s Getting Permission to Fly Your Drone page for more information.

Notice: For numerous reasons, the potential hazard of UAVs being flown near or over the general public and large crowds of people is significant. A security plan must be developed and adhered to in order to protect those people not involved with the UAV operation and to ensure that people do not interfere with the operation of the UAV.

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Photography

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Section 1 – Canadian Tulip Festival Section 2 – Summer Solstice Indigenous Festival Section 3 – Ottawa City Hall Section 4 – Canada Army Run Section 5 – Photo Credit: Leah Kelly, Pexels Section 6 – Bud Light Escapade Music Festival Section 7 – La Machine Section 8 – Ottawa Dragon Boat Festival Annexes – RBC Bluesfest

Credits

Andre Gagne Department of National Defence Escapade Music Festival OC Transpo Ottawa Bluesfest Ottawa Dragon Boat Festival Ottawa Tourism Sarah O’Neil

Last updated: July 2019