Festivals and Events Resource Manual - 2019 Community - Richmond Hill
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2019 Community
Festivals and Events
Resource Manual
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INTRODUCTION .........................................................................................................................4
TYPES OF FESTIVALS OR EVENTS ...........................................................................................5
Private Festivals or Events ..............................................................................................5
Local Festivals or Events .................................................................................................5
Major Festivals or Events ................................................................................................5
Signature Festivals or Events ..........................................................................................5
Mega Festivals or Events ................................................................................................5
PERMIT REQUIREMENTS ..........................................................................................................5
Facility Only .....................................................................................................................5
Outdoor Space Only ........................................................................................................5
Road Closure Only ..........................................................................................................5
FACILITY & OUTDOOR SPACE ..................................................................................................6
Facility or Outdoor Space with Road Closure ..................................................................6
HOW TO APPLY .........................................................................................................................6
APPLICATION DUE DATES ........................................................................................................7
Application Information for Returning Festivals & Events ................................................7
Insurance ........................................................................................................................7
Site Map ..........................................................................................................................7
Supporting Documentation .............................................................................................7
Payment ..........................................................................................................................7
Permit Time .....................................................................................................................8
Security Deposit .............................................................................................................. 8
Cancellation ....................................................................................................................8
FESTIVALS & EVENTS APPLICATION PROCESS.......................................................................9
FESTIVALS & EVENTS GUIDELINES ........................................................................................10
ACCESSIBILITY ........................................................................................................................10
ALCOHOLIC BEVERAGES & LIQUOR LICENSES ....................................................................10
AMUSEMENT RIDES / INFLATABLES ......................................................................................11
DAMAGES ................................................................................................................................12
DOGS / PETS / SERVICE ANIMALS .........................................................................................12
ELECTRICAL INSPECTION.......................................................................................................12
EMERGENCY / MEDICAL SERVICES / FIRE SERVICE REQUIREMENTS ................................ 12
EMERGENCY ACTION PLAN ...................................................................................................13
ENTERTAINMENT.....................................................................................................................13
Re:Sound ......................................................................................................................13
SOCAN .........................................................................................................................14
Standards ......................................................................................................................14
FILMING ...................................................................................................................................14
Drones...........................................................................................................................14
FIREWORKS / OPEN FIRES / OPEN AIR BURNING .................................................................15
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FIRST AID .................................................................................................................................15
FOOD AND PREPARATIONS - PUBLIC HEALTH .....................................................................16
FOOD AND PREPARATIONS - TSSA........................................................................................16
HOT AIR BALLOONS ................................................................................................................17
INCLEMENT WEATHER ............................................................................................................17
INFLATABLES...........................................................................................................................17
INSURANCE .............................................................................................................................17
LOTTERY / RAFFLES / BAZAARS / GAMES .............................................................................18
NOISE BY-LAW / RESTRICTIONS ............................................................................................18
ONTARIO SMOKE-FREE ACT ..................................................................................................19
OVERNIGHT STAYS IN PARKS ................................................................................................19
PARADES & TOURS .................................................................................................................19
PARKING / PARKING CONTROL / PARKING LOTS .................................................................19
Street Parking................................................................................................................20
Parking Control and Enforcement ..................................................................................20
Parking During Road Closures ......................................................................................20
Vehicles in Parks ...........................................................................................................20
PETTING ZOO / ANIMALS ........................................................................................................21
POLICE SERVICES - PAID DUTY / SECURITY .........................................................................21
PROMOTION / MARKETING.....................................................................................................22
PROTOCOLS ............................................................................................................................23
PUBLIC ACCESS TO PARKS ...................................................................................................23
RICHMOND HILL SERVICES AND EQUIPMENT ......................................................................24
ROAD OCCUPANCY (PARTIAL/FULL CLOSURES)—TEMPORARY ......................................... 24
SIGNAGE ..................................................................................................................................25
SITE MAP .................................................................................................................................25
STREET EVENTS ......................................................................................................................26
TENTS OR TEMPORARY STRUCTURES..................................................................................26
Tents & Stages ..............................................................................................................26
Temporary Structure......................................................................................................26
TRAFFIC MANAGEMENT PLAN ...............................................................................................27
UTILITY LOCATES / INSPECTIONS..........................................................................................27
VEHICLES IN PARKS ................................................................................................................28
VOLUNTEERS...........................................................................................................................28
WASHROOMS / HAND WASH STATIONS................................................................................28
WASTE MANAGEMENT PLAN..................................................................................................29
QUICK REFERENCE CHART ....................................................................................................30
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INTRODUCTION
Richmond Hill recognizes the impact and importance the Community Festivals and Events have on its
residents. They not only provide opportunity for community engagement, but also serve as a platform to
celebrate local culture, heritage, talent and achievements. As such, Richmond Hill is committed to supporting
Community Festivals and Events by providing Organizers with the resources and tools required to plan and
execute festivals and events in a safe way.
The purpose of the Community Festivals and Events Resource Manual is to help organizers identify the
provisions, permits and plans that must be in place in order to deliver a successful festival or event for the
community.
Organizers are highly encouraged to review the manual in its entirety as it will help to facilitate the completion
of the Community Festivals and Events Application (if applicable), and it contains important procedural
information, resources and tools. Referencing the Community Festivals and Events Resource Manual will
ensure that all necessary approvals are obtained in advance of any deadline dates.
Depending on the size and scope of the festival or event, Organizers may be required to complete the
Community Festivals and Events Application. This applies to events that are open to the public, whereby the
attendance is expected to exceed 1,000 or includes two or more of the following:
• Alcohol
• Amusement Rides and Inflatables
• Fireworks or Open Air Burning
• Food Preparation /Consumption
• Road Closures
• Sound Amplification
• Stages (More than 225 m2)
• Tents (Larger than 60 m2)
Given the complexity of these festivals and events, Richmond Hill has established a Special Events Advisory
Team (S.E.A.T.) which is comprised of Event Services staff from the Community Services Department,
Richmond Hill staff from various municipal divisions and representatives from external organizations and
agencies. S.E.A.T.’s mandate is to support festivals and events taking place on Richmond Hill property by
ensuring that all of the necessary permits, permissions and insurances are in place for the protection of the
Organizer(s), participants, residents and other key stakeholders.
In order to help Organizers navigate the planning process and ensure that S.E.A.T.’s requirements are met,
Organizers will be appointed a Community Event Liaison. It is imperative that the Community Event Liaison
be copied on all correspondence related to any supplementary permits or permissions.
While it is the obligation of the Organizer(s) to remit applications directly to any external organizations or
agencies as well as to the appropriate department within Richmond Hill as it applies to their jurisdiction
relating to the festival or event, keeping the Event Liaison apprised will help s/he to ensure that key deadlines
are being adhered to.
Please note that the submission of a Festivals & Events Application does not guarantee approval. A staff
member from the Event Services Team will be in touch should additional information be required as well as to
advise you on the status of your application once it is rev iewed by S.E.A.T.
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TYPES OF FESTIVALS OR EVENTS
Festivals and events can be classified into five different categories:
Private Festivals or Events
Private festivals or events are restricted to a limited, invited group of patrons.
Local Festivals or Events
A public festival or event that is geared to a specific neighbourhood or stakeholder group.
Major Festivals or Events
A public festival or event that originates from within the local community and often produced by local
residents. The event is typically promoted to the Community at large.
Signature Festivals or Events
A public one-time or recurring festival or event that possesses significance, tradition, attractiveness or
publicity that provides the host community with a competitive advantage.
Mega Festivals or Events
A public one-time or recurring festival or event that is distinguished by its focus on international participation and
visitation, level of public funding, infrastructure, legacy development and economic impact.
PERMIT REQUIREMENTS
The type of event as well as the permit requirements will determine which Department will process the permit
request.
Facility Only
Organizers hosting private or public festivals or events, with an anticipated attendance of less than 1,000)
must apply online for a facility permit.
Outdoor Space Only
Similarly, Organizers only requiring outdoor space for a private festival, event or picnic with less than 1,000 patrons
must apply online for a facility permit.
If the festival or event is open to the public, or expected to attract more than 1,000 patrons, the Organizer
must submit a Community Festivals and Events Application.
Road Closure Only
If there are no outdoor space or facility requirements, but a Road Closure is required, the Organizer must
submit a Community Festivals and Events Application. For more information, refer to pages 19 & 24.
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FACILITY & OUTDOOR SPACE
Festivals or events requiring both facility and outdoor space will be required to submit a Community Festivals and
Events Application. If the festival or event is open to the public and is expected to attract more than 1,000 patrons.
Facility or Outdoor Space with Road Closure
Festivals or events requiring a road closure as well as facility and/or outdoor space will be required to submit a
Community Festivals and Events Application as well as a Parades & Tours Application or Street Party &
Special Events Application. The specific application requirements will be reviewed in greater detail below.
The aforementioned permit booking procedures are guidelines only and are contingent on the impact of the
Community Festival or Event to Richmond Hill.
For more information, refer to the Community Festivals and Events Indoor and Outdoor Permit Booking
Reference Guide.
HOW TO APPLY
1. In order for a permit to be issued for local, major, signature or mega festivals or events, the Organizer must
complete a Community Festivals and Events Application.
2. The application must include a detailed description of the festival or event activities, general event
information and copies of the Site Map (refer to page 24) and Event Operating Budget (refer to the Budget
Template in the Community Festivals & Events Planning Toolkit) must be included.
3. Festival and event applications which include road closures must also remit a Traffic Management Plan
(refer to page 25 for more information) and applicable fees.
4. All Organizers whose festivals or events are taking place outdoors where there will be amplified sound,
must also remit a Noise Exemption application (refer to page 18 for more information).
5. A copy of the Road Occupancy Permit from the Region of York must be provided if Regional Roads are
affected.
6. There may be additional terms and conditions outlined which must be met before a permit is granted.
7. Community Festivals and Events applications completed online will be submitted directly to Event Services.
Applications may also be submitted by:
a. Email to events@richmondhill.ca;
b. Hand delivering the application to any Community Center;
c. Via fax to 905-771-2481;
Note: Applications must be addressed to Event Services.
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APPLICATION DUE DATES
Applications may be submitted by March 1 for festivals and events taking place July to December of the
same year and September 1 for festivals and events taking place January to June of the following year.
Applications may also be submitted outside of the intake period provided that the completed Festivals and
Events Application and all supplementary documents are provided a minimum of 90 days prior to the festival
or event date.
Festival and event application forms received after September 1 and March 1 respectively will be accepted
and processed on a first-come, first-served basis. Permits will be issued based on the availability of space, in
accordance with Richmond Hill’s Facility Allocation Process and at the discretion of the Town of Richmond
Hill’s Community Services Department.
Festivals and events will be booked by the following priority:
• Historical, annual or reoccurring festivals or events with the same date(s), time frame and location as the
previous year;
• Historical, annual or reoccurring festivals or events with a request for a new date or location;
• New festivals or events.
• Priority will also be given to Community Festivals and Events hosted by non-profit or
charitable organizations, open to the public and free of admission or gate fees
Please note: application fees and timelines are subject to change and the submission of a Festivals & Events
Application does not guarantee approval. Once the application is received, a staff member from the Event Services
Team will contact the Organizer to review the request.
Application Information for Returning Festivals & Events
Applications for returning festivals and events may be remitted immediately following the completion of the
most current one. If an application is not received by the intake deadline, the venue and date may no longer
be available as new requests will be considered and booked on a first-come, first served basis.
Insurance
Organizers utilizing Richmond Hill facilities or property must provide Richmond Hill with proof of Commercial
General Liability (CGL) insurance with a minimum value of $5 million per occurrence. Coverage must be
provided on the Corporation of the City of Richmond Hill’s General Liability Form and the Corporation of the City
of Richmond Hill is to be named as an additional insured.
The Insurance Company must be licensed to operate in Canada and the form must be signed and stamped by
the Underwriter. Additional insurance coverage may be required depending on the scope of the activities.
Refer to pages 16 & 17 for additional information.
Site Map
A proposed site map detailing the layout of the festival or event is required to be included with the Festivals &
Events Application form. Refer to page 24 for more information.
Supporting Documentation
All required supporting documentation, including proof of insurance(s), licenses, written approvals, etc. must
be submitted a minimum of 30 days prior to the festival or event in order for a permit to be granted. Any
additional permissions or documentation must also be remitted 30 days prior to the event.
Payment
In order to confirm a booking, organizers are required to sign and return the permit(s) with full payment. Full
payment must be received a minimum of 30 days prior to the event start date.
c 7Permit Time
Event permits cannot be issued to with a start time earlier than 7 a.m. It is the obligation of the event organizer
to ensure that the their event permit is valid for the entire duration of their festival or event including the event
load-in and event strike.
The event organizer is responsible for any charges related to extended use of the facility or park premises
beyond the permitted hours.
Security Deposit
A security deposit may be required to cover any potential damage to Richmond Hill property and/or additional
staffing charge. The deposit will be refunded after a successful site audit. The security deposit will be retained
and additional charges may be incurred if the festival or event extends beyond the permitted time frame.
Cancellation
Richmond Hill has the right to control all facility rentals and use of Richmond Hill owned facilities/parks.
After a permit is signed, cancellations will be allowed only if initiated by the permit holder and under the
following conditions:
• Minimum of ten business day’s written notice is provided to Event Services.
• Payment of a cancellation fee of 25% of permit amount will be applied.
• Less than ten business day’s notification of cancellation, a refund will not be issued.
8FESTIVALS & EVENTS APPLICATION PROCESS
The following chart outlines the application and approval process. All timelines, payment
information and requirements for submitting supporting documentation must be adhered to
in order for a permit to be issued. It is important that organizers review the manual in its
entirety to insure that the application is in compliance with the application process.
Submit Event Application
Complete and submit a Festivals & Events Application to Event Services by
the posted intake dates.
Application Check
Event Services will review applications for accuracy and compliance before
it is moved to S.E.A.T. for review.
Application Review
S.E.A.T. will review the festival and event application, and if necessary,
S.E.A.T. may request a meeting with the organizers part of this process.
A presentation of the festival or event plan may be required.
Confirmation
Once approved by S.E.A.T., an approval letter will be sent to the organizer
outlining the terms and conditions, along with a permit. At this time, proof of
insurance and payment are to be remitted.
Terms and Conditions
Additional permits, permissions or plans may be required. Event Services
and other Richmond Hill staff will work with the organizer(s) to ensure all
necessary requirements as specified by S.E.A.T. are obtained and will serve
as a resource throughout the approval and planning process. This includes
a mandatory pre-event meeting and site visit which will be scheduled within
two weeks of the event date.
. Event Debrief
A meeting with the festival or event organizer post-event may be required to
review and discuss any feedback requiring attention.
9FESTIVALS & EVENTS GUIDELINES
Richmond Hill recommends all event organizers observe and integrate the following event guidelines into
the planning and delivery of their festivals or events.
To facilitate the application and planning process, a Community Festivals & Events Planning Toolkit is
available on Richmond Hill’s website and includes links to helpful resources and templates.
ACCESSIBILITY
Richmond Hill recognizes the diverse needs of all its residents/visitors including people with disabilities.
Organizers of public festivals or events must provide a “Barrier Free” environment for visitors. This would
include well-placed and clearly-signed disabled persons parking spaces, entertainment viewing areas and
washrooms that are located on paved pathways for ease of access for those with physical challenges. In
addition, signage indicating these areas should be prominently displayed.
For more information about how to make your festival or event more accessible, please refer to the “Guide to
Accessible Festivals & Outdoor Events” which includes a handy Accessible Festival Planning Checklist or
contact:
Accessibility Directorate of Ontario Tourism Industry Association of Canada
Phone: 1-866-515-2025 Phone: 416-483-1691
Email: accessibility@ontario.ca Email: info@tiaontario.ca
ALCOHOLIC BEVERAGES & LIQUOR LICENSES
There are provincial and municipal regulations pertaining to serving alcoholic beverages at festivals and
events.
In order to maintain the safety and security of individuals on Richmond Hill property, Richmond Hill has a Municipal
Alcohol Policy which must be adhered to. In addition to abiding by the municipal policy, Organizers must also
observe all regulations mandated by the Alcohol and Gaming Commission of Ontario (AGCO).
The AGCO is responsible for overseeing the administration of Special Occasion Permits (SOPs). If there
are plans to serve or sell alcoholic beverages, organizers must apply for a Special Occasions Permit (SOP)
from the Liquor Control Board of Canada (LCBO) at least 30 days before the festival or event takes place via
iAGCO.
In order for a SOP to be issued for festivals and events, the ACGO may require a Letter of Municipal
Resolution. The letter is typically required by groups that are not affiliated with a charitable organization or non-
profit entity. This document, which must be requested through the Office of the Clerk, is signed by a delegated
municipal authority and confirms that the festival or event is deemed to be “municipally significant”.
Festivals and events involving alcoholic beverages must provide proof of general liability insurance in the
amount of $5 million per occurrence and must name the Corporation of the City of Richmond Hill as an
additional insured. Please refer to pages 16 & 17 for more information.
The SOP permit holder must notify York Regional Police, York Region Community and Health Department,
and Richmond Hill Fire & Emergency Services in writing a minimum of 30 days prior to the festival or event.
Richmond Hill’s Planning and Regulatory Services Department must be notified if a tent, marquee, pavilion or
tiered seating is used.
The SOP certificate must be visibly posted and the permit area clearly defined and separated from the area(s)
where the SOP does not apply by a minimum 36” (0.9 meters) high partition. All beverage handlers must be
Smart Serve trained and copies of their certification must be provided to Richmond Hill.
10In addition, the organizer must comply with Bill 43, Sandy’s Law, which indicates that signage cautioning
pregnant women that the consumption of alcohol while pregnant is the cause of Fetal Alcohol Spectrum
Disorder (FASD). The signs must be at least 8 by 10 inches and must be prominently displayed in all locations
where alcoholic beverages are sold and/or being consumed.
For more information regarding the municipal requirements, contact:
Office of the Clerk
Phone: 905-771-8800
Email: clerks@richmondhill.ca
For more information regarding the provincial requirements, contact:
Alcohol and Gaming Commission of Ontario
Phone: 416-326-8700
Email: licensing@agco.ca
AMUSEMENT RIDES / INFLATABLES
The use of inflatable amusement devices such as bouncers, bouncy castles and similar devices will be
considered by S.E.A.T. on a case-by-case basis. In order to be considered, organizers must ensure that
stringent risk management measures are in place.
It is imperative that the contractor is in compliance with the Technical Standards & Safety Authority (TSSA)
regulations and that any operator(s) are properly trained. More information regarding the safety regulations is
available through the TSSA website under the amusement devices section. This section of the TSSA website
outlines which inflatable devices are deemed to be an amusement device and by law require a permit to
operate.
Contracting the installation and operation of the inflatable amusement devices to a reputable company is
recommended. Organizers and any designated contractors will be required to adhere to the TSSA procedures
relating to inflatable amusements and devices. This includes, but is not limited to, an electrical inspection.
Refer to page 12 for additional information regarding Electrical Safety Authority requirements.
If the installation of the amusement ride or inflatable requires any object to penetrate the ground, a locate
finding must be booked at least 30 days in advance of the festival or event, and the findings must be
submitted to Event Services. Refer to page 26 for more information regarding locate findings.
Given the inherent risks with amusement riders and/or inflatables, organizers must provide proof of general
liability insurance with a minimum of $5 million per occurrence. In addition, the contractor hired to provide the
amusement rides and/or inflatables must also provide proof of coverage not less than $5,000,000 and must
include the “Corporation of the City of Richmond Hill” as an additional insured as well as severability and
cross liability clause. Refer to pages 16 & 17 for additional information regarding the City’s insurance
requirements.
If approved, it is recommended that organizers obtain copies of the T.S.S.A. inspection certificates from the
contractor in advance of the festival or event.
For more information regarding locate findings contact:
Ontario One Call
Phone: 1-800-400-2255
For more information regarding TSSA regulations contact:
Technical Standards and Safety Authority
Phone: 1-877-682-TSSA (8772)
Email: customerservices@tssa.org
11DAMAGES
It is the organizer’s responsibility to ensure that municipal property is protected from vandalism or damage.
The cost to repair damages to any park, facility, street or sidewalk, etc. is the responsibility of the organizer.
Depending on the nature of the event, a damage deposit may be required. The amount of the deposit will be
indicated on the permit. Repair costs will be evaluated and communicated to the organizer by Richmond Hill
staff as soon as possible after the event is completed. In order to mitigate any damages, organizers may be
asked to provide an inclement weather site map. Refer to page 16 for more information regarding inclement
weather and page 24 for information on site maps.
DOGS / PETS / SERVICE ANIMALS
Dogs are permitted in Richmond Hill parks, but must be on leash at all times unless the park has been
designated as an Off-Leash Dog Park. This does not apply to service animals – which are permitted at all
times.
It is recommended that organizers of public festivals and events provide rest areas for service animals and
ensure that volunteers and/or signage are in place to direct patrons accordingly.
ELECTRICAL INSPECTION
The Electrical Safety Authority (ESA) requires that an application for inspection be filed within 48 hours of any
electrical activity being deployed on a festival or event site. This is to comply with the Ontario Electrical Safety
Code (Rule 2-004 – Inspection & 44-100 – Travelling shows), which specifies that a wiring notification permit be
obtained when any temporary wiring distribution is set-up.
Permits may be obtained by visiting the ESA Customer Service Centre or by calling 1-877-ESA SAFE or
877-372-7233. Copies of the permit must be provided to Richmond Hill upon approval and the permit must
be displayed in the vicinity of the power distribution point where it will be easily accessible to the Electrical
Inspector and/or Richmond Hill inspectors.
ESA inspections are also required if generators are being utilized.
For more information contact:
Electrical Safety Authority
Phone: 1-877-ESA SAFE or 1-877-372-7233
EMERGENCY / MEDICAL SERVICES / FIRE SERVICE REQUIREMENTS
Depending on the size and scope of the festival or event, confirmation that emergency services (Police, Fire
and Ambulance) have been contacted and will be on-site for the duration of the festival or event may be
required.
York Regional Police Service will determine whether and how many Paid Duty Police required. Organizers are
responsible for the cost of Paid Duty Police and all arrangements and payments must be made directly with the
York Regional Police Service.
Richmond Hill Fire Chief (or designate) will determine the level of fire protection to be provided. The cost of
supplemental protection, if applicable, is to be covered by the organizer(s). This reimbursement is to be made
directly to Richmond Hill Fire & Emergency Services.
12EMERGENCY ACTION PLAN
The safety and security of festival and event patrons, the community and Richmond Hill residents must be
top priority. Organizers seeking to permit festivals or events in Richmond Hill facilities or on Richmond Hill
property must identify methods for mitigating and managing risks.
Depending on the size and scope of the festival or event, organizers may be asked to submit an Emergency Action
Plan (EAP) for review by S.E.A.T.
The Emergency Action Plan (EAP) should include:
• Two event contact personnel, including their cell phone numbers and how they will be contacted in case
of an emergency
• Evacuation area with an evacuation route
• Procedures to be followed in the case of an emergency or disaster
• Emergency services that are required in case of an emergency or disaster
• Communication procedures made with the necessary authorities
• Details of how volunteers and organizational staff have been prepared to handle a disaster or emergency
situation; and details of how security will be contacted and respond to an emergency or disaster during the
festival or eventSite map outlining the location of the following:
• Emergency Access Route
• Event Information Booth/Incident Centre
• Lost person/reunification areas
• First Aid Posts
• Security Post
• Potential Hazards (propane, generators, open flame, etc.)
• Public Access Points/Exits
An Emergency Action Plan template is available in the Community Festivals & Events Planning Toolkit.
ENTERTAINMENT
Re:Sound
Re:Sound is the Canadian not-for-profit music licensing company dedicated to obtaining fair compensation for
artists and record companies for their performance rights. Re:Sound licenses recorded music for public
performance, broadcast and new media.
Richmond Hill maintains a Re:Sound license. As part of the terms of this license, Richmond Hill requires that
all festivals or events using Richmond Hill property and featuring recorded music pay a Re:Sound tariff.
Richmond Hill will calculate the necessary Re:Sound tariff for the event and this fee will appear on and be
payable under the event permit.
For more information, contact:
Re:Sound
Phone: 416-968-8870
Email info@resound.ca
13SOCAN
The Society of Composers, Authors and Music Publishers of Canada (SOCAN), is a not-for-profit organization that
represents the Canadian performing rights of millions of Canadian and international music creators and publishers.
Through licenses, SOCAN gives businesses that use music, the freedom to legally and ethically use music.
Richmond Hill maintains a SOCAN license. As part of the terms of this license, Richmond Hill requires that
all organizers using Richmond Hill property and featuring live music pay a SOCAN tariff. SOCAN tariffs are
based on the number of attendees (paid or free) and the amount paid to the performer(s).
Richmond Hill will calculate the necessary SOCAN tariff for the event and this fee will appear on and be
payable under the event permit.
For more information contact:
SOCAN
Phone: 416-445-8700
Email licence@socan.ca
Standards
Any entertainment associated with a festival or event that is open to the public and on Richmond Hill property
must be of a positive nature and for the enjoyment of both adults and children. Rude or foul language, nudity
or any form of profanity in verbal form or gesture will not be tolerated.
FILMING
Richmond Hill is a film-friendly community and is committed to assisting and accommodating the film industry
in any way possible. In order to film in Richmond Hill, a completed Filming Application form and Proof of
insurance must be submitted to Richmond Hill’s Planning & Regulatory Services Department a minimum of 30
days prior to filming.
Drones
The Commissioner of Community Services has the authority to grant written approval for the use of a drone on
Richmond Hill property. If you would like to request approval to film with a drone on Richmond Hill property,
please submit a written request scoping out the planned use of the drone, along with the drone specifications.
If approval is granted, you will be responsible for meeting all Transport Canada rules that pertain to the use of
your drone, and you will need to obtain the proper authorization as outlined by Transport Canada. These rules
also apply to any requests to use a drone on private property.
https://www.tc.gc.ca/en/services/aviation/drone-safety/flying-drone-safely-legally.html
https://www.tc.gc.ca/en/services/aviation/drone-safety/getting-permission-fly-drone.html
For information pertaining to film permits, contact:
Facility Booking
Phone: 905-771-8800, ext. 5486
Email: chris.gillard@richmondhill.ca
For information regarding film locations in Richmond Hill, contact:
Economic Development Division
Phone: 905-771-5483
Email: ecdev@richmondhill.ca
14FIREWORKS / OPEN FIRES / OPEN AIR BURNING
A permit is required for all fireworks displays. Permission from the property owner is required and should be
obtained prior to applying for a fireworks permit. To obtain a fireworks permit, an application must be completed at
Richmond Hill Fire & Emergency Services Headquarters located at 1200 Elgin Mills Road East. The permit
issued is subject to compliance with the conditions specified in By-law No. 77-10, which regulates the sale and
vending of fireworks and the discharge of fireworks for special occasions. Fireworks can only be discharged
under the provisions of the By-law which sets out conditions and safety regulations. Further information is
available by contacting the Fire Prevention Division or visiting the City’s website searching for By-Law 77-10.
The Open Air Burning By-law states that no person shall set a fire in the open air within the boundaries of the
municipality or allow a fire to burn without first having obtained a permit from the Chief Fire Official. This does
not include open air fires, which may be set without having obtained a permit when such burning consists of a
small, confined fire, supervised at all times and used to cook food on a grill or a barbecue.
Permission from the property owner is required and should be obtained prior to applying for a permit for open
air burning. To obtain a permit, an application must be completed and returned to Richmond Hill Fire &
Emergency Services Headquarters.
For further information contact:
Fire Prevention Division
Phone: 905-883-5444
Email: fireprevention@richmondhill.ca
FIRST AID
Organizers must confirm in writing that a certified first-aid provider will be onsite during the operational hours of all
festivals and events and confirmation must be received no later than 30 days prior to the festival or event.
15FOOD AND PREPARATIONS - PUBLIC HEALTH
York Region Community and Health Services must be informed about festivals, events, farmers’ markets or
wild game dinners that include food vendors, food preparation, personal services and/or a petting zoo. This is
to ensure compliance with Ontario’s Health Protection and Promotion Act, its regulations and guidelines.
Organizers are required to complete an Organizer Application Event Form and submit it to York Region
Community and Health Services 30 days prior to the festival or event and a copy of the application must be
sent to Event Services for reference.
Organizers are also responsible for ensuring all vendors complete the Vendor Application Event Form and
submit it to York Region Community and Health Services 10 days before the festival or event. Copies of the
vendor applications should also be sent to Event Services.
A public health inspector will be in contact with the organizer(s) before the festival or event.
During the festival or event, Public Health Inspectors may inspect food vendors to ensure proper food handling
and to prevent any health hazards that might result in food poisoning. Often during the inspection, immediate
corrective action may be required. This includes, but is not limited to providing accurate indicating
thermometers, maintaining hot and cold holding temperatures of food, providing adequate supplies of potable
water for cooking and hand-washing.
For more information contact:
York Region Community and Health Services
Phone: 905-895-1231
Email: HCinspectors@york.ca
The Ontario Food Premises Regulation 493/17 requires all food service premises to have a certified food
handler onsite at all times. A food service premises is any food premises where meals or meal portions are
prepared for immediate consumption or sold or served in a form that will permit immediate consumption on
the premises or elsewhere. Special event vendors are considered to be food service premises and each
booth/truck/temporary vendor would be required to have at least one certified food handler onsite at all times
during events.
For more information contact:
Health Connection
Phone: 1-800-361-5653
FOOD AND PREPARATIONS - TSSA
Food vendors are only permitted to use commercial grade propane appliances and a copy of the owner’s
manual (specific to the make and model of the appliance). The appliance must comply with Directors order
FS-056-06 and have been inspected by a TSSA-registered contractor with a certified gas fitter, G1 or G2
designation and a copy of the completed the TSSA checklist (#MFSE-002) must be provided. The equipment
must have a rating plate with the information and bearing the certification marking of an accredited testing
agency or a TSSA Field Approval Label. The appliance must have the manufactures name, BTU input, type of
gas, serial and model number.
For more information contact:
TSSA Customer Service
Phone: 1-877-682-8772
Email: fuels_technical_ services@tssa.org
16HOT AIR BALLOONS
The use of hot air balloons as a ride or attraction will be considered by S.E.A.T. on a case-by-case basis and stringent
risk management measures must be place.
INCLEMENT WEATHER
Organizers are responsible for tracking and communicating extreme weather conditions to participants and
attendees before and during the festival or event. Hot temperatures, high winds, heavy rain, snow and
sleet can all pose safety risks. The details of the Inclement Weather Protocol for tracking and responding to
extreme weather and its effects must be included in the Emergency Action Plan.
Weather conditions leading up to the festival or event date may impact ground conditions. In order to mitigate
any damages to turf and equipment, parking vehicles or placing any equipment on any fields or grass is
strictly prohibited. In addition, an Inclement Weather Site Map outlining the revised layout in case a
contingency may be required.
INFLATABLES
See Amusement Rides/Inflatables (see page 16)
INSURANCE
A standard requirement of hosting an event is obtaining general liability insurance coverage. Event organizers
are required to provide a Certificate of General Liability Insurance with a minimum of $2 million coverage per
occurrence. If the event includes alcohol, amusement rides or inflatables, fireworks or open air burning, or
requires a road closure, proof of coverage for a minimum of $5 million per occurrence is required.
Proof of coverage must be provided on The Corporation of the Town of Richmond Hill General Liability Form
and must list the “Corporation of the Town of Richmond Hill” as an “Additional Insured” and must be received by
S.E.A.T. no later than 30 days prior to the first day of the scheduled event.
The form must also contain the following:
• Name and Address of Insured. The “Named Insured” on the certificate must be the same as the
organization that is listed as the organizer on the event application;
• Description of event and activities to be insured (i.e. festival / event);
• Dates and times of event (include set-up and tear-down dates);
• Policy number;
• Term of Policy;
• Type of Policy: General Liability Policy;
• Limit of Policy: $2 million or $5 million per claim or occurrence basic/if an aggregate is provided, it must
be double the primary limit;
• Corporation of the City of Richmond Hill is added as an “Additional Insured”;
• Name, address and telephone number of Insurance Broker;
• The Signature of the Agent/Underwriter (not the broker); and
• Name, address and telephone number of Insurer (the insurance company).
17If the event is to include vehicles, the event organizer will also be required to complete The Corporation of the City
of Richmond Hill Certificate of Automobile Insurance Form evidencing a coverage limit of no less than
$2 million.
Event organizers enlisting the services of vendors, suppliers and contractors for activities that are deemed
high-risk will be obligated to provide a Certificate of General Liability Insurance in the amount of $5 million on
behalf of the vendor, supplier or contractor on the City’s form a minimum of 30 days prior to the event.
It is highly recommended that the organizers obtain a Certificate of General Liability Insurance in the amount
of $2 million from all other third-party sponsors, suppliers, vendors and contractors that they have invited to
participate in the event.
Events will not be permitted to take place on Richmond Hill property without acceptable proof of insurance.
For further information contact the Insurance and Risk Management section of the City’s Corporate & Financial
Services Department at 905-771-2543.
LOTTERY / RAFFLES / BAZAARS / GAMES
Richmond Hill’s Lottery Licensing Officer, through the Office of the Clerk, issues lottery licenses in
accordance with the regulations set out by the Alcohol and Gaming Commission of Ontario (AGCO) and
Richmond Hill policies and procedures. Requests for lotteries include bingos, raffles, break open tickets and
bazaars. All supporting documents are examined to ensure compliance with various lottery terms and
conditions.
For more information on obtaining a Lottery License, contact:
Office of the Clerk
Phone: 905-771-5514
Email: clerks@richmondhill.ca
For information regarding the provincial requirements, contact:
AGCO
Phone: 416-326-8100
Email: customer.service@agco.ca
NOISE BY-LAW / RESTRICTIONS
Noise By-law #159-82, Code Chapter 1055, exists to regulate amplified sound and music. In Richmond Hill,
amplification is prohibited at all times.
A “Noise By-Law Exemption” is required for all festivals and events with amplified sound. The Noise
Exemption Application must be remitted directly to the By-law Department.
Richmond Hill provides notification to York Regional Police Service, 2 District Station and once the Exemption
has been granted. The festival or event organizer is required to provide notification to the area businesses and
residences within a 200 meter radius of the site of the work or function where the noise is emitted with the exact
dates and times of the amplified sound activities.
A Noise Exemption Permit Application is available online through the Community Festivals and Events Toolkit
and must be remitted directly to the By-law Department.
For further information contact:
By-Law
Phone: 905-771-0198
Email: bylaw@richmondhill.ca
18ONTARIO SMOKE-FREE ACT
The Province of Ontario prohibits smoking and vaping of tobacco, cannabis and e-cigarettes on and within 20
meters of all publicly owned playgrounds, splash pads, sports fields, tennis courts and basketball courts as well
as within 9 meters of facility entrances.
Organizers are asked to enforce this policy and ensure event patrons refrain from smoking while attending
their festival or event. York Region Tobacco Control Officers conduct inspections to ensure all enclosed
workplaces and public places are smoke-free.
More legislation information can be found on the Ontario website or by calling 416-327-4282.
OVERNIGHT STAYS IN PARKS
As outlined in Parks By-law 942.3.30, remaining overnight in Richmond Hill parks or Richmond Hill property is
not allowed. Richmond Hill may approve overnight parking in special circumstances, on a limited basis.
For further information contact:
By-Law
Phone: 905-771-0198
Email: bylaw@richmondhill.ca
PARADES & TOURS
A Community Festivals and Events Application must be remitted to Event Services, a minimum of 30 days prior
to the proposed parade along with the allocation fee, for festivals or events that take place on Richmond Hill
streets and involve or impact the operation of Richmond Hill parks or facilities.
Richmond Hill staff will determine whether a Traffic Management Plan is required (please refer to page 25 for
further details).
Paid Duty Officer(s) may be necessary if deemed as a requirement by the Richmond Hill staff. A Road
Occupancy Permit from the Region of York is required, if regional roads are affected.
For more information regarding Regional road closure requirements contact:
Regional Municipality of York
Phone: 905-830-4444
Email: permits@york.ca
PARKING / PARKING CONTROL / PARKING LOTS
Organizers are responsible for ensuring that there is sufficient parking for festival or event patrons. If an
festival or event is going to impact Richmond Hill parking facilities (both on and off Richmond Hill streets), it
is advised that the organizer prepare a “Parking Plan” that reviews how these impacts will be managed. A
Parking Plan must be provided for all festivals and events with street closures. The plan should include:
• A review/identification of the applicable Fire Access Routes and Designated Disabled Parking spaces
• The availability of surrounding streets and lots where parking may be allowed
• The provision of organization volunteers on-site (in the parking, and non-parking areas) to provide event
attendees with appropriate parking information/direction related to the festival or event; and
• Where “Parking” signs on the date(s) of the event will be located to alert drivers where parking is
available. Note: A Sign Permit must be obtained through the Building Division in order for parking signs
to be postedConsideration must also be given to the following:
• Additional off-site parking needs to be arranged if on-site parking is insufficient
• All event attendees should be made aware of parking arrangements and enforcement policies for the
event
• Attendees parking in municipal parking lots shall ensure their vehicle is parked in a designated parking
space
• Shuttle service(s) should be arranged if off-site parking is required. Parking on the grass, pathways, in
driving lanes, in fire routes, outside of designated parking spaces (i.e. at the end of an isle of marked
parking), and in designated accessible parking spaces without a valid permit on display is prohibited
19Street Parking
Organizers relying on access to on-street parking must ensure all event attendees are advised to arrive in
advance of the festival or event so that they have sufficient time to park properly, and extend consideration
to the accessibility of residents in the neighborhood. Municipal Code 1116.3 defines the on-street parking
regulations, including locational and durational limitations. Vehicles in violations of these regulations may be
subject to fines or penalties. Unless otherwise arranged, all on-street parking regulations are observed at all
times.
Parking Control and Enforcement
Concerns regarding illegal parking or requests for parking control and enforcement services must be reported to
Richmond Hill’s Parking Control Section.
Parking During Road Closures
Any festival or event that has been granted a road closure permit requires all vehicles to be removed from the
permitted street(s) before the festival or event begins. Vehicles not removed prior to the road closure taking
effect may result in vehicles being ticketed and towed from the road at the vehicle owner’s expense.
Residents who may be affected by identified parking restrictions as part of road closures shall be notified by
the organizer(s) in advance of the event upon the approval of traffic management plans.
Vehicles in Parks
Vehicular access on Richmond Hill property must be limited to the festival and event set-up and strike and is
restricted to designated areas as approved by Event Services staff. The designated access points must be
controlled and monitored during the operating hours of the festival or event by an adult volunteer or
committee member as it is the responsibility of the organizer to ensure that all vehicle operators comply with
the Richmond Hill’s regulations.
If a vehicle is being operated in a manner that is deemed to be unsafe to the public, the vehicle will be
immediately banned from the premise and if necessary, will have to load in or load out from a location outside of
the park.
Organizers must also ensure:
• Access and entry for emergency vehicles shall be permitted at any time.
• All requests for vehicle access on park grounds must be for the purpose of festival or event set up and
take down only.
• Requests for vehicles to remain on the premises must be submitted in writing with the Festivals & Events
Application Form. The site map must also include the location of these vehicles.
• All reversing vehicles must have a minimum of one flag-person outside and to the rear of the vehicle to
assist the driver with spotting and safety during the reverse manoeuver.
• Designated service vehicles such as golf carts may be approved for use during festival or event hours for
purposes including the transportation of supplies or garbage.
• Organizers shall ensure that any granted vehicle access into the park is controlled and supervised at all
times, and access occurs only at designated access points.
20• Organizer shall ensure that the operation of motorized vehicles in the park will not occur less than 30
minutes prior to the commencement of the festival or event and will not occur less than 30 minutes
following the festival or event, in order to allow pedestrian traffic to clear.
• Unauthorized vehicles will not be allowed on municipal property except in designated parking areas.
Permission to allow vehicle access to park property is contingent on the following:
• A damage deposit may be required depending on the nature of the festival or event.
• Access will be restricted to designated areas as approved by Richmond Hill’s Parks Department.
• Any costs to repair damages to the park or facility as the result of vehicular access will be the
responsibility of the organizer.
• Repair costs will be evaluated and communicated to the organizer within 72 hours of the festival or strike.
• Vehicle approval will be granted subject to weather and/or ground conditions.
PETTING ZOO / ANIMALS
Festival & Event Applications that include a petting zoo or animal shows as an attraction must have stringent
risk management measures in order to be considered for approval. S.E.A.T. will consider requests on a case-
by-case basis.
Petting zoos/animal shows must comply with Petting Zoo guidelines as outlined by York Region Community and
Health Services.
For more information contact:
York Region Community and Health Services
Phone: 905-895-1231
Email: accessyork@york.ca
POLICE SERVICES - PAID DUTY / SECURITY
In the event that large crowds are anticipated and/or security is needed, and/or where a beer garden is
offered, organizers may be required to provide police officers or security guards for security, crowd control
and/or traffic control at their expense. A confirmation letter in this regard may need to be provided in advance
of the event to Event Services.
A Paid-Duty Officer is an off-duty police officer performing policing duties for an individual or organization
other than York Regional Police (YRP). The YRP Paid Duty Coordinator will determine the total number of
police officers required. Request for police assistance requires at least 4 weeks’ notice or longer for large or
summer festivals and events. A Paid Duty Request Form must be completed, signed and submitted to York
Regional Police Service.
For further information contact:
York Regional Police
Phone: 1-866-876-5423
Email: info@yrp.ca
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