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Event Planning

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Thank you for your interest in hosting an event within the City of Orillia.

Festival and Events are recognized as an important component of community development and the City of Orillia is committed to supporting its local festival and event community as outlined in the Parks, Recreation, and Culture Master Plan and Tourism Strategic Action Plan.  

Special events provide a wide range of socio-economic benefits to both residents and visitors by encouraging tourism, culture and recreation, as well as by increasing traffic to local business. In an effort to support and streamline the event planning process, the City of Orillia has compiled relevant information into this handy "toolkit." It contains an overview of important information such as municipal procedures, policies, by-laws, contact information, etc. from other webpages and websites to help organizers find what they need to host a successful event. This list is by no means exhaustive, and will be added to as information changes or becomes relevant.  

Accessibility

The City of Orillia is committed to increasing and enhancing accessibility to its programs, services, and facilities.  The City has moved steadily towards providing a higher level of accessibility to its services, programs, and infrastructure.  Commitments from Council, City staff and the Accessibility Advisory Committee are leading the City towards ensuring its services and infrastructure is accessible to all residents and visitors, regardless of their ability.  The goal is to incorporate accessibility as part of everyday life and maintain it as a core element to City services. 

In order for your event to be as accessible as possible, it is important to ensure you welcome all people, and have considered various people’s specific access needs.

Access means identifying, understanding and removing any real or perceived barriers to participation in your event.
Key Contacts
For further information, please see the Government of Ontario’s Planning Accessible Events guide.
Process
Things to consider about event accessibility:
  • Writing an access statement for your organization.
  • Allocate resources (money and staff) to ensuring equality.
  • Take time with your team to consider practical barriers to participation that could be easily addressed.
  • Go on a site tour and consider any physical barriers your attendees may face.
  • Consider having large print versions of your materials on hand.
  • Ensure there is accessible parking and transportation to and from your event.
  • Can you change the lighting or acoustics to suit people who may have a tough time hearing or seeing?
  • Never assume – the simplest way to help is to ask people “may I help you.”  
  • Put a plan in place to ensure that everyone in your municipality knows about, and feels welcome at your event.
Reference Materials
The Government of Ontario’s Planning Accessible Events guide and the City of Orillia’s Accessibility Site. 
Alcohol 

The City of Orillia owns and manages facilities where alcohol consumption is prohibited; however, some facilities may permit alcohol consumption under the authority of a Special Occasion Permit (SOP).

If you are having alcohol at your event, there are a number of resources both through the City of Orillia, and the Alcohol and Gaming Commission (AGCO) you can use.

Ensuring alcohol is served in a respectful and responsible manner will help maintain the health and safety of both your personnel and attendees. 

Key Contacts
For further information please contact the AGCO via their website.
Process
To decide whether or not you need an SOP for your event, please refer to the AGCO’s - When Is A Special Occasion Permit Required.  As of April 1, 2018 all SOPs can be purchased via the AGCO website, and will no longer be available for purchase through the LCBO.

The AGCO (Alcohol and Gaming Commission) often provide workshops, and are available to give advice/consultation if you will be having alcohol at your event.  
Timelines
As a rule, for events smaller than 5000 people per day, SOPs should be applied for 30 days prior to the event; for 5000 people or more, SOPs should be applied for at least 60 days in advance of the event.
Fees and Costs 

SOP Costs:
No Sale: $35.00 per each day of event
Sale: $150.00 per each day of event

This applies to all event types.

Reference Materials 
See above process section for further guidelines with regards to events with alcohol.
Associated Areas 

Insurance
Tents
Food Vendors 

Amusement Rides 

Amusement Rides are governed by the Technical Standards and Safety Association (TSSA) who administer and enforce public safety laws in the Province of Ontario. In order to have an amusement ride at a special event/festival you must have the appropriate TSSA Certification and Insurance.

Venues and facilities may also have restrictions and policies governing the use of rides.  To determine the requirements if you are using a City of Orillia property please refer to the below information.  

Key Contacts
To find out more information on Certification requirements to be an operator of an Amusement Device contact:


Technical Standards and Safety Association (TSSA)

Phone: 1-877-682-TSSA (8772)
Email: customerservices@tssa.org
Website: TSSA Regulated Amusement Devices

To determine the requirements for City of Orillia property please contact the Recreation Policy and Permitting Supervisor.  

Process
To use amusement rides at your special event please contact the Booking and Facility Coordinator to ensure amusement rides are allowed.

You will need to retain an operator licensed by the TSSA (see above) to operate the amusement equipment. Producing a copy of this licence, and having a site inspection of the equipment may be requirements of the permit. You will need to produce a copy of each amusement ride's certification for the Recreation Policy and Permitting Supervisor.    

$5 million in liability insurance coverage will be required from the event organizer to cover the operation of the midway.
Fees and Costs 
For any applicable TSSA fees, please see the TSSA Application, Forms and Fees site.
Reference Materials
TSSA Operating an Amusement Device in Ontario
Associated Areas 

Insurance 

Renting City Property 

Arts and Culture Events 

There are often festivals and concerts held in our parks both in partnership with the City of Orillia, and privately. For a list of events you may want to connect with or attend, please visit the Festival and Events section of our city website.

Do you have an event you want to advertise? 

Consider adding your event to the Festival and Events Calendar - for more, see the below Festival and Event Calendar area. 
Key Contacts
For more information on, or ways to get involved in arts and culture events, please contact Allie Bradford, Culture Coordinator.
Associated Areas
Festival and Events Calendar 
Grant Opportunities 
Budget

Budget planning will help ensure your event is a success and is also necessary for grant applications. Feel free to download this template to help you get started and can be edited based on your event requirements.

Budget Template

Cultural Festival and Event Grants

The City of Orillia recognizes that festivals and events are valuable to the economic and social fabric of the City, building strong partnerships between the not-for-profit business and cultural sectors.  The City of Orillia supports investment in community events and festivals as a means of advancing the City’s economic, cultural and community objectives.  Festivals and events are key to raising the profile of the City, creating opportunities for people to come together to celebrate and enjoy our community’s rich natural, cultural and human assets.  

Key Contacts
For further details on cultural festival and event grants please contact Allie Bradford, Culture Coordinator.
Timelines 
Applications must be submitted to the Grants Committee, care of the City Clerk, by October 15 at 4 p.m.
Reference Material

The below is a list of other forms of funding you may want to consider.  This is not an exhaustive list but for your reference:

RT07

Simcoe County

Celebrate Ontario

Government of Ontario

Ontario Arts Council

Canadian Heritage

Canada Council for the Arts

Community Foundation - Orillia

 Associated Areas
Arts and Culture Events
Event Safety & Covid-19

The WHO has put together checklists for event organizers to help identify and mitigate risk in light of Covid.  These include:

  • Generic Risk Assessment and Mitigation Checklist
  • Q&A: Mass gatherings and COVID-19
  • Sports addendum risk assessment and mitigation checklist
  • Religious addendum risk assessment and mitigation checklist
  • Practical considerations for religious leaders and faith-based communities
  • Considerations for mass gatherings in the context of COVID-19

The checklists are available on their website and the paper on key planning recommendations for mass gatherings in the context of the current COVID-19 outbreak can be found by CLICKING HERE.

 

The Event Safety Alliance Reopening Guide is another helpful resource developed by the Event Safety Alliance to address health and sanitary issues that event and venue professionals need to consider in order to protect both patrons and workers.  Since there is still insufficient testing, no contact tracing, and no vaccine against COVID-19, this guidance is particularly detailed.

The first edition is tailored to be especially useful for event professionals reopening the smallest events with the fewest resources available to mitigate their risks, since in every municipal reopening plan these will be allowed to reopen first. Details on the Event Safety Alliance can be found at www.esacanada.ca. 

 Emergency Services

Public safety is an important element of planning your event. As part of the planning and permitting process, the City may require organizers develop a risk management plan, have emergency service personnel on-site, and/or secure liability insurance.

 Key Contacts
Orillia OPP Detachment Administration/Enquiries 705-326-3536
Orillia Fire Department Enquiries 705-325-5201
Process 
The Orillia Detachment of the Ontario Provincial Police can help you to determine what the required level of police supervision is for the size of your event.

The City of Orillia Fire Chief (or designate) will determine the level of fire protection required. The cost of supplemental protection, if applicable, is to be covered by the event organizer as well.

The event organizer should determine the level of emergency services needed for the event with the help of the above, and provide contact details for someone who will be on-site throughout the entire of event operations, from set-up to tear-down, to both groups.

An Emergency Plan should be in place in the event of a medical emergency or otherwise, and this should be a part of all personnel training.
Process 
For paid duty police officers there is no timeline for when you need to apply; with Orillia being a city with multiple events, especially during the busy summer months, applications should be submitted as soon as possible.
Fees and Costs  
The cost of any paid duty police officers that may be required for your event, will be the responsibility of the event organizers, and is to be organized with the OPP.  
 Associated Areas
First Aid
Parades
Insurance
Event Resources
 The following is a list of resources that may help you plan your event.  
 Orillia Resources
  • Recreation and Youth Services Department – assists with planning and events in parks, recreation, and cultural facilities.
  • Orillia Economic Development Office – assists with tourism, marketing, and business investment.
  • Orillia Chamber of Commerce – assists with tourism, marketing, and local commerce.
  • Information Orillia – oversees information network and volunteer database.
  • Community Development Corp (Orillia CDC) – professional development opportunities and information resource on local organizations, events, business etc.
  • Orillia & Lake Country Tourism – regional destination marketing organization.
  • Downtown Orillia Management Board – BIA assists with downtown events.
Regional/Provincial Resources 
  • RT07 – Provincial tourism development body, assists with planning, customer service training, and grants.
  • Simcoe County Tourism Partner Resources – Offers funding, workshops, marketing opportunities and partnerships for tourism initiatives in Simcoe County. 
  • Ontario Ministry of Tourism Culture and Sport – Provincial ministry providing leadership within the arts and culture community, provide funding support and advice.   
National Resources 
  • Creative Cities Network Canada - a national non-profit organization made up of municipalities, arts organizations and individuals who work to support cultural development in their communities. CCNC facilitates knowledge sharing professional development in the field of local cultural policy, planning and research.
  • Event Safety Alliance - its mission is to provide high quality health and safety learning opportunities to Canadian arts, entertainment and live event communities; share expertise, solutions and reasonable practices based on Canadian needs and legislation; with the goal of helping events prevent injuries and incidents, and protect both people and events.
Festival and Events Calendar 
The City of Orillia is a bustling hub of activity throughout the year – with multiple events happening weekly. One way to advertise your event is by including it on the City’s Festival and Events Calendar.  
Key Contacts

For assistance please contact Allie Bradford, Culture Coordinator.

Process 

To upload your event, you will need to create an account.  Visit the Festival and Events Calendar page, click “submit an event” and follow the instructions.

Events will be reviewed by a calendar administrator before appearing on the website.   

Timelines 
Events can be uploaded at any point during your event planning process.
Fees and Costs  
There are no fees or costs associated with including your event in this calendar.
Associated Areas  
Arts and Culture Events
Fireworks 

It is illegal at all times to detonate any fireworks within a residential area or quiet zone, or from a location where the sound will travel to these areas.  In order to have fireworks at an event on municipal property, there are certain bylaws and provincial regulations you must follow.

Key Contacts
If your fireworks will be in a City of Orillia park you must contact the Recreation Policy and Permit Supervisor.  

In order to have your fireworks display approved and monitored please contact the Orillia Fire Department 705-325-5201 
Process 

The following is an excerpt from the City of Orillia Policy Manual 6.1.2.1:  
 

“THAT all firework displays within the City of Orillia adhere to the following conditions:

  1. A qualified fireworks supervisor shall make application to the Orillia Fire Department that is to include:

    a)      Name of the supervisor, associated firework certificate number (including expiry date), and level of qualification

    b)      Event sponsor, including name, address and contact information

    c)      Proposed location, date and time of display

    d)      Site plan, and

    e)      Proof of insurance

  2. All aspects of the fireworks display shall be approved and monitored by the Fire Chief or his designate(s).
  3. Individuals responsible for the set-up, operation, dismantling, clean up, storage and transportation of display fireworks for an approved event shall be certified in conformance with the latest edition of the Display Fire Works Manual.
  4. The operation of the display shall be in conformance with Chapter 3 of the most current edition of the Display Fire Works Manual.
  5. All other activities associated with a fireworks display shall be in conformance with the most current edition of the Display Fire Works Manual.”

    For more, see the City of Orillia Policy Manual
Reference Material
Display Fire Works Manual 
Associated Areas 
Emergency Services
First Aid  
Emergency medical care is an important aspect in planning a special event.

It is the responsibility of the event organizer to provide certified first-aid service on-site during the operating hours of the event; dependent on the size of the event this may involve a qualified agency such as St. John Ambulance. 
Process 

Ensure you have multiple, well stocked first aid kits on-site, and keep a thorough log of anything that is used.

Let people know which  staff and volunteers are first-aid certified, and to have copies of their first aid certificates saved in a personnel binder. 

Your event’s first aid may vary from a simple desk or tent for a small event, to an on-site ambulance or first aid station in the field for large events.

Timelines  
St. John Ambulance requests a minimum of 2 months notice when requesting their services.
Fees and Costs 

Dependent on your event size, there may be costs associated with First Aid.  

Reference Material 

For more information or to book St. John Ambulance visit their website. 

  • Opioids toolkit

  • Drug Use During Festival Season 

Associated Areas
Emergency Services 
Food and Beverage (Non-Alcoholic) 

If your event will be run at a City owned facility, there are certain regulations regarding food, the sale of food, and bringing your own food in that you must adhere to, depending on your group, event and the venue.  

Key Contacts

For more information or assistance with regards to food and beverage permits please contact the Recreation Policy and Permitting Supervisor or call 705-325-2035.

Process
Please indicate within your rental application that you wish to bring in food and beverage as part of your event. Those approved by the Parks, Recreation and Culture Department to give or sell food and/or beverage items to the general public must obtain a permit from the Simcoe Muskoka District Health Unit using their online application form.
Timelines 

The recommended timeline for obtaining proper approval for your event is as follows: 

Receipt of written request at least one month in advance of the event.  

Vending fee payment received by the Parks, Recreation & Culture Department a minimum of one week in advance of the event.

 

The Simcoe Muskoka District Health Unit also requires that their application be submitted 30 days prior to the event.

Fees and Costs 

The City of Orillia's vendor fee is $140.56 per day, per location.

Reference Materials

 Simcoe Muskoka District Health Unit - Food Safety for Special Events

Associated Areas 
Alcohol 
Renting City Properties 
 

Government Letters of Greeting, Proclamations and Flag Raisings 

The Office of the Mayor provides a number of official services to its citizens, such as letters and proclamations.  These are a great way to mark the start of an event, the opening of a business, or a special occasion or milestone. 

Key Contact 

Mayor and Council Enquiries can be directed to mayor@orillia.ca or by calling 705-326-1177.

Process

For a full list of requests that can be made visit the Office of Mayor Services webpage.  This page includes links to:

-       Request a certificate

-       Request a proclamation

-       Request Tag Days and

-       Send an email directly to the Mayor’s office to request a message.

Forms can be filled out directly on the website to request any of the above.

 

Insurance 

Insurance coverage is essential to protect event planners, volunteers, and their audiences. Insurance covers festival and event organizers and volunteers for liability claims made by another person related to injury to that person and/or damage to their property.  Property owned by the volunteer or personal injury to a volunteer is not covered.  There are a number of riders with various degrees of coverage available to you for purchase.

Process

Certificates of Insurance - must be provided to the appropriate City of Orillia department and the venue designate (Manage of Culture, Facility Permit Supervisor, DOMB staff, etc) 30 days prior to the issuance of any Festival or Event Permit.  The limit of Commercial General Liability required is no less than two million dollars ($2,000,000) and depending on the nature of the festival or event (including special effects) is subject to review as deemed necessary by the City of Orillia.

The festival or event organizer must provide an original copy of a Certificate of Insurance completed only by the insurer or its authorized representative.

The festival or event organizer will be asked to confirm that all activity providers to the festival or event have appropriate and adequate insurance coverage to meet the requirements as determined by the City.

Volunteers should ensure that they have adequate property insurance as well as insurance for disabilities either through their employment or otherwise if self-employed.

Volunteer drivers must be insured by an insurance company of their choice and must carry a minimum of one million dollars in Third Party Liability Insurance in order to transport passengers and/or equipment.   

Timelines

Certificates must be given to the City of Orillia for your event permit to be approved no less than 30 days prior to your event.  Ensure you are aware of the length of time it will take to obtain a certificate from your insurer.    

Fees and Costs

There is no cost to be paid to the City of Orillia however there will be a cost associated with the insurance provider.

Locates 

If you are erecting a building, structure or tent for your event you will need locates. Before you dig, think about what services might be buried in the ground. There could be gas pipelines, electrical services, telephone, and cable TV, as well as water and sewer connections. Damaging underground services can have serious consequences. It takes just one call to get a locate - and it's free of charge.

Failure to obtain locates leading to subsequent utility damages could carry multiple fines, fees to repair damaged utilities, and more. However, the most important reason to get locates is to put safety first!

Key Contacts

Visit the One Call website for more information or call 1-800-400-2255. 

If you are staking ground on municipal property discuss locates with the appropriate contact such as the Building Permit Supervisor or Facility Permit Supervisor at City Hall.

Process 

The City of Orillia is a member of Ontario One Call which is a private, not-for-profit corporation that has a large call centre which takes down the necessary information regarding any excavation work - large or small - and notifies its members with underground facilities in the area.

Ontario One Call can be contacted online (www.on1call.com) or by telephone (1-800-400-2255) to advise of a project you are planning that involves any digging.  This is a free service and there is no charge to you to have your services located and marked.

Once they have obtained all relevant information, they will call and notify their member companies of your project. Members then determine if their buried network is near the site you plan to dig and, if necessary, will locate and mark their facilities before you dig.

For more details please visit the City of Orillia Locates webpage.  

Fees and Costs
There are no fees or costs associated with receiving locates.
Associated Areas
Temporary Buildings, Structures and Tents 
Lottery License
Municipalities and the AGCO are responsible for issuing lottery licences to eligible charitable and religious organizations. Eligible charitable and religious organizations may raise funds through provincially or municipally licensed lottery events.
 Key Contact

Donna Cardinell, Deputy Lottery Licensing Officer

City of Orillia - Council Services Division
50 Andrew Street South, Suite 300, Orillia, ON L3V 7T5
T. 705-558-9543
Email: dcardinell@orillia.ca

 Process

Applicants must meet the eligibility requirements of the specific lottery license. There are four types of licenses: raffle, break-open ticket, Nevada, and Bazaar Lotteries. Each are detailed on the Lottery Licensing Webpage.

 Timelines

It normally takes 2 to 3 weeks to process an application and issue a license, provided it contains all of the required documentation.

Noise Bylaws

Noise exemption permits for municipal property can be requested for a number of reasons, including special events that extend beyond permitted hours.

Key Contact

For more information or assistance in obtaining a noise exemption permit please contact the Council Services Division or call 705-325-2313.  

Process 

Exemptions may be approved under Chapter 938 of the Municipal Code - Noise for special events on municipal property.

Review Chapter 938 - Noise for more information. 

Renting City Properties 
The City of Orillia has modern, accessible recreation facilities to meet the needs of everyone and most events. In addition to the many community recreation facilities we have, we also have many parks, open spaces, and trails in Orillia.  The City of Orillia is proud to showcase its inventory of public parkland - from tranquil waterfront spaces to exciting playgrounds, to beautifully manicured lawns, these public spaces are designed to enhance and complement the natural beauty of our community.

There are many different meeting rooms, venues, and outdoor spaces that can be utilized throughout the City for your event.  For a full list of rentable spaces please visit the Book a Facility or Park page. 
Key Contact
For questions or more details, please email the Recreation Policy and Permitting Supervisor or call 705-325-2035.  
Process

Event permits are required for all bookings on municipal property. Depending on the scope and size of your event, there may also be additional requirements. 

To book a facility or park, a written request must be submitted using the rental request form or by emailing the Permitting Clerk. 

This written request must include your full name, address with postal code, a day-time and evening telephone number, and the date, times and facility/park being requested.

Once your request has been received, if available, a permit will be created in our booking system. You will be contacted by the Department when your permit is ready to be signed. If you would like, the permit can be emailed, faxed, mailed or left for pick up (depending on the timeline of your booking). 

Payment will be due immediately at the time of signing of the permit. This will be discussed with you after your request has been received.

Fees and Costs
There are various fees and costs associated with renting a City of Orillia property; for a list of the most up-to-date information please refer to the Booking a Facility of Park page of our website.  
Road Closures  
If your event is downtown a road closure would be coordinated through the Downtown Orillia Management Board, and provided to Council in January.



 Key Contacts

Downtown Orillia Events:
Downtown Orillia Management Board
705-325-3261

Orillia Events:
Communication with Council
705-325-2313

Process

Please follow the guidelines above as to whether your road closure is outside of, or within the downtown.

Once your road closure is accepted, the Environment and Infrastructure Services Department  will need to be informed, and the closure would be approved by the Director, and then a fee associated with barriers, delivery, etc. may be applied.

Some road closures may require police assistance. Please contact the Orillia O.P.P Detachment for information regarding Paid Duty officers at 705-326-3536.

You will also want to alert both the Orillia Fire Department at (705) 325-5201, and the Simcoe County Ambulance Services at 705‑726‑9300 of the date, time and length of your closure.  

Timelines

It may take two or more months to have your deputation accepted; therefore, it is imperative that your request for deputation be submitted as soon as possible in advance of your event.

If a deputation request is granted, all presentation materials must be submitted to the Clerk's Office by 12:00 Noon on the Wednesday prior to the Council meeting date.

Fees and Costs

There are no fees associated with deputations to Council. However, if the road closure request is granted fees may be associated with barriers, deliveries, and staff costs regarding the specific road closure.

Reference Materials

Deputation Request Form

Temporary Building, Structures and Tents 

A building permit is required if a tent or temporary structure (such as a garden centre) is more than 60 square metres (646 square feet) in size.

Tents that are staked into the ground must receive locates from Ontario ONE prior to being built. 

Key Contact
For more details on whether or not you need a permit, or for help with your application please contact the Building Division at the City of Orillia at 705-329-7258 or email the Permits Clerk Technician.  
Process

In order to construct a tent you will need to fill out two separate forms: the Permit Application Procedure for Tents, and the Application to Construct or Demolish. 

If alcohol is served in the tent, you will require fire extinguishers and a fire safety plan.  Click here for an example of a fire safety plan.

Timelines 

While there are no set timelines for applications, it is a good rule of thumb to submit your permit 30 days prior to your event particularly during busier periods such as the summer months.  

Fees and Costs 
For all building permit fees please refer to the building fees chart.
Associated Areas 
Locates

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