LEISURE SERVICES DIVISION
SPECIAL EVENT APPLICATION
Application # ____________
This is an application/request to book use of a City owned and/or operated
property to hold a Special Event and does not guarantee permission will be
granted.
ORGANIZATION NAME: _______________________________________
Contact: ______________
Mailing Address: ___________________
Home #: ______________
City: ____________________________
Work #: _______________
Postal Code: ______________________
Cell #: ________________
E-Mail: ___________________________
Fax #: ________________
Is your organization registered non-profit? ______ YES ______ NO
Event name and purpose: ________________________________________
_____________________________________________________________
______________________________________________________
______________________________________________________
Date ________________
*Signature__________________________
*Signature implies you have read the application including its terms and
conditions and are bound by them.
Is your event one of the following?
____ a) Special event (concert, circus, large public gathering)
____ b) Picnic or like event (wedding, procession, gathering under 50)
____ c) Athletic / sporting event (tournament, training or coaching session)
____ d) Other (if a walk or procession please continue next page)
Expected Number of:
Participants: ______ Spectators: ______ Vehicles: ______
Special Events Application
Revised November 6, 2008
Page 2
If the event is a walk, run or procession, please indicate:
Assembly area: _____________________________________________
Dispersal area: _____________________________________________

Route Map Required
Description of event: _________________________________________
_________________________________________________________________
Facility Required
FACILITY
DATE(S)
TIME(S)
What services will you require from the Leisure Services Division?
1. ________________________________________________________
2. ________________________________________________________
3. ________________________________________________________
4. ________________________________________________________
5. ________________________________________________________
Special Events Application
Revised November 6, 2008
Page 3
Will your event include any of the following:
Activity
Food Preparation
Food Sales
Sales other than food
Amplified Sound
Alcoholic Beverages
Temporary Structures
Entertainment
Amusement Rides
Admission Fee
Banners / Signage
Vehicle Parking
Fireworks
Road Closure
Telephone Services
Electrical Services
Other (Amusements)
Response
Yes(x)
No (x)
Specify
Special Events Application
Revised November 6, 2008
Page 4
For office use only:
Application # _______________
Event Manager to Supply
Required
Yes (x) No (x)
Special Event Application
Set up / take down schedule
Insurance Certificate
Garbage / Litter Collection
Security Plan (if required)
First Aid on Site
Street Closure
Liquor License
Burning Permit
Electrical Requirements
Telephone Requirements
Vendor List
Site Plan
Portable Toilet(s)
SOCAN Registration
Fireworks Permit
Signage Requirements
Other
Submitted
Yes (x)
No (x)
Date
Special Events Application
Revised November 6, 2008
Page 5
For office use only:
Application # _______________
Application sent for review to the following Divisions
Division
Date
Fire Department
Municipal Enforcement
City Clerk’s Office
Community Services
Works Division
Engineering Division
Leisure Services Division to Supply
Date
Service / Materials
Total Invoice
HST
Total
Billing
Special Events Application
Revised November 6, 2008
Page 6
Application Fees and Charges
Item
Attendants
Electric Service
Cost
Note
$16/hr – weekday
Sport leagues have a
$24/hr - weekend
separate agreement
Direct Recovery
(service extension)
Water
Direct Recovery
Approximately $100.00
Direct Recovery
Delivery
(hydrant hook-up)
Bleachers
(labor & trucking)
Picnic Tables
Direct Recovery
Delivery
(labor & trucking)
Trucks (1/2 ton)
Electricity (Majestic Sq,
$5/hr
$10/day
Bowater Park Stage)
Major Special Events
$50
(concert, circus or like
Administration Fee
(Application fee)
event)
Picnic (over 50)
$20
Administration Fee
(Application fee)
Picnic (under 50)
$5
Administration Fee
(Application fee)
All Sport Tournaments
$20
Administration Fee
(Application fee)
Turf and Site Repairs
Direct Recovery
Labor Equipment and
Materials
Special Events Application
Revised November 6, 2008
Page 7
For office use only
Property Damage Form
Application #: ____________________________________________________
Organization Name: _______________________________________________
Contact: _______________
Mailing Address: _______________________
Home #: _______________
City: _________________________________
Work #: ________________
Postal Code: __________________________
Cell #: _________________
E-Mail: _______________________________
Fax #: _________________
Property Damage
Site Name: _______________________________________________________
Site Location: _____________________________________________________
Event Name: _____________________________________________________
Event Organizer: __________________________________________________
Date: ___________________________________________________________
Indicate by checking the appropriate space(s) for damage:
_____ Turf (sodded areas)
_____ Benches
_____ Tree Roots
_____ Picnic Tables
_____ Tree Trunk
_____ Play Equipment
_____ Tree Canopy
_____ Building Interior
_____ Walkways
_____ Building Exterior
_____ Site Amenities
_____ Building Amenities
_____ Parking Lot
_____ Electrical Service
_____ Stage
_____ Other
Special Events Application
Revised November 6, 2008
Page 8
(Property Damage Continued)
Describe in detail the nature, extent and cause of damage.
Was the site damage inspected by Leisure Services Division?
_____ YES
_____ NO
Action to be taken:
______________________
_________________________
Event Organizer
Leisure Services Representative
Special Events Application
Revised November 6, 2008
Page 9
LEISURE SERVICES DIVISION
SPECIAL EVENT APPLICATION
TERMS AND CONDITIONS
1.
The Event Organizer is responsible for ensuring the chosen site is
appropriate for the planned activity/event. The activity/event will be
safe, orderly and restricted to assigned areas.
2.
Property damage resulting from event, set up activities and/or take
down activities, is the responsibility of the Event Organizer. Damage
to City property will be reported to the Leisure Services Division
immediately for assessment using the Special Events Property
Damage form (see attached). Repair and/or replacement costs will be
billed to the Event Organizer.
3.
The Event Organizer must have an adequate monitoring and
supervision system in place from the beginning of set up to the end of
the take down to ensure compliance with all Leisure Services
Division’s Terms and Conditions.
4.
The Event Organizer will leave the event/activity area (s) clean and
litter free any may be billed for subsequent clean up costs.
5.
Event Organizers will include a description of the method of garbage
and litter collection. Barrels and other receptacles may be place
throughout the use area. However, dumpsters are restricted to hard
surfaces and are prohibited from grassed and other high use sections
of the site.
6.
Event Organizers are responsible for trash collection of any and/or all
vendors and will be responsible for communicating the garbage/litter
collection process to them.
7.
Recycling is required during Special Events.
8.
Event Organizers will provide and maintain the appropriate number
and placement of portable toilets for event patrons. Portable toilets will
be located on hardscape and will not impede pedestrian traffic flow or
accessibility of the site by emergency vehicles.
9.
Event Organizers are responsible for arranging for any restrictive traffic
flow or the closure of any City thoroughfare by contracting the
Community Services Department.
Special Events Application
Revised November 6, 2008
Page 10
10.
Only paper/plastic cups will be used for beverages. Glass containers
are prohibited for safety reasons.
11.
Barbeques (propane and/or briquettes) may be used provided they are
in safe working condition and are not positioned as to cause damage
to grassed/treed areas, asphalt, concrete, picnic tables or other site
amenities. All used and unused briquettes will be removed from the
event site in a safe manner. Barbequing may be restricted or
disallowed depending upon the site and/or planned activity.
12.
Sport leagues and other users of City sport fields will use only
approved lining material preferably lime or latex paint.
13.
If a large vehicle or tractor trailer is required for the delivery of
materials or stage set up, the Event Organizer will provide adequate
turf protection. In the same manner, trees and their roots must be
protected from any damage. Any and/or all resultant damage will be
reported immediately to the Leisure Services Division for assessment.
Repair and/or replacement costs will be billed directly to the Event
Organizer.
14.
Currently there is one stage with electrical hook up at Margaret
Bowater Park and a Gazebo with electrical hook up at Majestic Square
on West Street. The provision for alternate or additional staging is the
responsibility of the Event Organizer.
15.
Electrical services beyond what is currently available at the event site,
is the responsibility of the Event Organizer. Upon approval of the
Leisure Services Division the Event Organizer may plan, arrange for
installation and dismantle additional electrical service(s) using certified
Electricians.
16.
Use of festive tree lights, beyond the Festive Tree Light Policy, by
Event Organizers will be through written request to the Leisure
Services Division.
17.
Public telephone service is unavailable at event sites. The provision of
public telephone services is the responsibility of the Event Organizer
with permission of the Leisure Services Division.
18.
Organizers of Concerts will be responsible for the registration and
payment of SOCAN (Society of Composers, Authors & Music
Publishers of Canada) fees as legislated by the Government of
Canada. Proof of registration will be submitted with the Special Events
Special Events Application
Revised November 6, 2008
Page 11
Application. SOCAN representatives can be contacted by telephoning
1-800-707-6226.
19.
No personal tents or canopies are permitted in undesignated Public
Parks, open spaces, or playgrounds. Overnight camping is prohibited.
20.
Roller blades, skateboards, bicycles and other like modes of
transportation are not permitted in special event areas with the
exception of those bicycles used for patrols by the Royal
Newfoundland Constabulary and other security service providers.
21.
The Event Organizer will designate one specific individual to serve as
the liaison between the Leisure Services Division and the organizing
committee/organization. The role of this individual will be to work with
the City of Corner Brook’s Leisure Services Division, or other
designated
City
Departments
or
Divisions
and
event
personnel/volunteers to ensure compliance with all special event
guidelines and to prevent damage to the chosen site(s).
22.
Organizers will comply with all Federal and Provincial Laws, Statutes
and Regulations in the implementation of a special event including all
Municipal By-Laws.
23.
The City of Corner Brook reserves the right to cancel or postpone a
special event/activity for any reason and will not be responsible for any
associated costs or damaged accrued to the Event Organizer.
24.
The Event Organizer of a special event will submit the following before
permission s granted to hold their event.
a)
b)
c)
d)
e)
Special Event Application
A map and/or site plan clearly indicating the requested use areas.
The site plan will indicate areas of use such as toilet locations,
vendor areas, attractions, etc.
The Event Organizer must obtain comprehensive general liability
insurance protecting the City of Corner Brook against liability for
bodily injury, death and property damage arising out of the event.
The minimum limit will be per occurrence and have a cross
liability clause. A copy of your insurance certificate must be
submitted.
Copy of the current budget if an entry fee is charged.
Copies of all licenses/permits obtained from other Government
agencies related to food/beverage sales, toilet requirements, etc
(if applicable).
Special Events Application
Revised November 6, 2008
Page 12
f)
g)
h)
Copy of SOCAN registration (if applicable).
List of all vendors.
Description of the method of garbage and litter collection.