All events must comply with the Accessibility for Ontarians with Disabilities Act (AODA). Make your event welcoming and accessible for everyone using provincial guides like the Planning Accessible Events Guide.
Special Event Planning Guide
Whether you're organizing a community festival, parade, or a public event, this page provides all the essential information to help you plan a safe and successful event.
Do I Need a Special Event Permit?
West Grey does not require a permit to host a special event. However, event organizers are responsible for ensuring their event complies with all relevant municipal, provincial, and federal regulations. This page provides essential resources to help navigate planning requirements and expectations.
What Qualifies as a Special Event?
An event may be considered a special event if it meets any of the following criteria:
- Is a one-time or occasional organized community event
- Significantly impacts municipal services (e.g., roads, emergency response)
- Is open to the public, either free or by ticket/admission
- Involves food sales or service to the public
- Includes alcohol consumption or sales
- Uses amplified sound or music
- Involves tents, stages, or platforms larger than 30m²
- Features amusement rides, inflatables, or animals
Key Planning Considerations
Alcohol and Insurance Requirements for Events
If your event includes alcohol:
- Follow West Grey’s Municipal Alcohol Policy
- Obtain a Special Occasion Permit from the AGCO
- Secure $5 million in liability insurance naming the Municipality as an additional insured
- Ensure Smart Serve certified staff are present
- Set up fenced/licensed areas for alcohol consumption
Additionally, event insurance is mandatory for any event requesting a Declaration of Municipal Significance, regardless of whether the event is held on municipal property or not.
You must have a tailored emergency plan including:
- First aid provisions
- Weather protocols
- Evacuation routes
- Contact with police/fire/EMS
Structures over 10m² or 600mm in height may require a building permit. Tents over 30m² must follow the Ontario Building Code and fire safety regulations.
Amusement Rides and Inflatables
Must comply with TSSA standards and be operated by insured, certified vendors.
Approval may be required from the Grey Bruce Public Health Unit. Note: Service animals are always permitted.
Additional Approvals
Depending on the nature and scope of your event, additional approvals may be required. These include:
Events Requiring Council Approval:
- Expected attendance over 1,000;
- Requires an exemption to existing bylaws, such as:
- Zoning bylaw;
- Noise bylaw exemption (amplified sound and/or within prohibited period of time);
- Road closure/sidewalk use;
Use of Municipal resources requested (barricades, snow fence, electrical/water hookup).
- Food Vendors must meet all Grey Bruce Public Health Unit guidelines and inspection requirements.
- Electrical Installations may need approval from the Electrical Safety Authority (ESA).
- Fireworks must be pre-approved by the West Grey Fire Department and handled by licensed professionals.
- Parades and Road Use require formal approval and submission of a detailed Parade Plan.
- Waste and Recycling management is the sole responsibility of the event organizer.
- Security planning must be coordinated with West Grey Police Services.
- Parking and Traffic Control plans must be submitted, including volunteer management and accessibility arrangements.
Looking for more details? Click below to view our Special Event Planning Guide and learn how to host an event in West Grey.
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