Planning Public Events

Halton Hills Event Planning Process

Planning an event, large or small can be complex and even a little intimidating. To help steer you through the process, the Public Events Manual has been revised and updated to provide helpful information including procedures, contact information, tips, links and resources.

Download the Public Events Manual

Ready to get started! Please complete and submit the Public Events Application Form (.pdf). Ensure that your application as well as supporting documents are completed and submitted by the submission deadlines below for review by the Public Event Committee.

Confused about the process? View the Public Events flow chart (.pdf) on page 5 to see the process outlined step by step including deliverables, expectations and approvals.  A handy checklist has been developed to assist you through the process.

Will your event take place on a road allowance? If your event will take place on a road and/or sidewalk, please complete a Street and/or Sidewalk Event Request Form along with the Public Events Application Form

Do you require equipment for your public event?  The Town makes available limited quantities of equipment and materials for public events with our Loan of Town Equipment Program.

Looking for ways to make your event more inclusive and accessible? A booklet has been developed by the Province of Ontario called Planning Accessible Events that will provide quick tips and suggestions so guests with disabilities feel welcome at the event.

 

Public Event Planning Submission Deadlines

Public Event Date	Application Deadline
May - August 2018	March 2, 2018
September - December 2018	May 4, 2018
January – April 2019	October 4, 2018

*subject to change

 

Policy Statement

Banner installations are permitted for the promotion of civic, charitable or community-oriented events which are held to benefit the community at large, affiliated community groups, registered charities, or other similar not-for-profit groups.

Purpose

Banner installations are not intended to be used as commercial advertising devices. This policy provides specific criteria which must be met to ensure that banner installations meet the Town of Halton Hills expectations regarding the purpose and nature of the banner, and public safety.

Procedure

Community organizations interested in displaying a banner may apply for a banner permit with the Town through the Transportation and Public Works department. Applications will be processed on a first come, first served basis, and should be submitted at least six weeks prior to the installation.

Banner on Town Property Permit Application Form
Certificate of Insurance

Process

• Applicants can call the Town of Halton Hills Transportation and Public Works department at 905-873-2601 ext. 2436 to confirm the availability of the banner.
• Staff will review the banner scheduling calendar to confirm availability.
• If the banner is available, the applicant will complete and submit the Banner on Town Property Permit Application Form along with a Certificate of Insurance and $500 Refundable Security. The applicant should have their insurance company complete the Town’s Certificate of Insurance form.
• Once the application form, insurance and refundable security is received, a letter will be sent to the organization granting the approval to place the banner as stipulated on the application.

Banner Content

Banners which convey a religious or political message, promote a political party or election candidate, promote tobacco use, present demeaning or derogatory portrayals of individuals or groups or contain anything which, in light of generally prevailing community standards is likely to cause deep or widespread offence, will not be permitted.

Installation Requirements

All installations, maintenance and removals are the responsibility of the applicant.  Banner installations must not obstruct the view of any pedestrian or motor vehicle driver or interfere with vehicular movement to a degree as to endanger any person, and must not interfere with any traffic sign or signal. Banners are to be removed at the end of the permit period, failing which the Town of Halton Hills may remove the banner at the applicant’s expense. Damaged or deteriorating banners must be removed or replaced within two working days following notification from the Town of Halton Hills. If at any time a banner causes a safety hazard, the banner will be removed immediately by Town staff without notice at the applicant’s expense. Maximum three (3) banners at a time.

Permit Fees

There are no permit fees for applying for a banner on Town property.

Refundable Security

Applicant will be required to provide a $500 refundable security which would be released once the banner has been removed.

Compliance

Banners installed without a permit from the Town, and banner installations which fail to meet the requirements of this policy and procedures or any other stated requirements of the Town, will be removed immediately by Town staff without notice, at the applicant’s expense.

 

1. General Requirements: “Tent” refers to a temporary shelter that is used at an open-air event such as a fair or exhibition, and includes a canopy, marquee, sunshade, etc., subject to the following:

   1. A tent or a group of tents is exempt from the requirement to obtain a building permit provided that the tent or group of tents are:
      1. not more than 60 m² (646 ft²) in aggregate ground area,
      2. not attached to a building, and
      3. constructed more than 3 m from other structures.
         
         
   2. All other tents must conform to the requirements of the 2006 Building Code (OBC), Div B., Section 3.14. Tents and Air Supported Structures.Accordingly, tents which
      1. do not exceed 225 m² (2,420 ft²) in ground area, or, do not exceed 225m² in aggregate ground area when they are closer than 3 m (9'-10”) apart,
      2. do not contain bleachers, and
      3. are not enclosed with sidewalls
         
         
      need only comply with the requirements for Clearances to Other Structures and to Flammable Material, Flame Resistance and Provision for Fire Fighting (see sentences 2., 3. and 4., below). All other tents must comply with all of the following provisions (OBC, Div. B, s 3.14)
      
      
2. Clearances to Other Structures and to Flammable Material: Tents shall not be erected closer than 3 m (9'-10”) to the property line. The ground enclosed by the tent, and for a distance of 3 m (9'-10”) around the tent, shall be cleared of all flammable or combustible material or vegetation that will carry fire. Tents shall not be erected closer than 3 m (9'-10”) to other tents or structures on the same property except:
   1. tents not occupied by the public need not be separated from one another and are permitted to be erected less than 3 m (9'-10”) from other structures on the same property, where such closer spacing does not create a hazard to the public;
   2. tents located on fair grounds or similar open space need not be separated from one another provided such closer spacing does not create a hazard to the public.
      
      
3. Flame Resistance: Tent material must bear a label confirming compliance with the provisions of CAN/ULC S-109, Flame Tests of Flame-Resistant Fabrics and Films”, or NFPA 701, Fire Tests for Flame-Resistant Textiles and Films"
   
   
4. Provision for Fire Fighting: Access must be provided to all tents fire fighting proposes.
   
   
5. Means of Egress: Tents must conform to the requirements of OBC Section 3.3. Safety Requirements Within Floor Areas and Section 3.4. Requirements for Exits. Adequate exits and access to exits must be provided to ensure public safety in case of emergency.
   
   
6. Design of Framing and Support: The supporting framing structure and anchorage system for all tents (see conditions listed in General Requirements, above) must be designed and reviewed by a professional engineer, licensed to practice in the province of Ontario.
   
   
7. Bleachers: Where bleachers are provided in tents, they shall be designed in accordance with the provisions of the OBC, Div. B, (Articles 3.3.2.8., 3.3.2.10 and Subsection 4.1.5).
   
   
8. Sanitary Facilities: Subject to the conditions listed in the General Requirements above, sanitary facilities for tents must be determined in accordance with OBC, Div. B, Table 3.7.4.3.E. If portable privies are used, they must comply with the requirements of Div. B, Part 8 of the OBC.
   
   
9. Installation and Maintenance: It is the responsibility of the Applicant/Owner to ensure that the tent supporting structure and anchorage system are installed in accordance with the manufacturer's installation instructions; it is the ongoing responsibility of the Applicant/Owner to ensure that said supporting system and anchoring system are maintained accordingly.
   
   
10. Fire Department Requirements: Where required, provide portable fire extinguishers, exit signs, smoking prohibited signs, etc., to the satisfaction of the Halton Hills Fire Department.
    
    
11. Occupancy: Prior to allowing occupancy, the applicant must arrange for occupancy inspections by the Engineering, Public Works and Building Services Department and by the Fire Department, to review compliance with all applicable codes and standards.

Fire Services:	905-877-1133
Tent Permit Inquires:	905-873-2601 Ext. 2925

 

 

Why should I have a Neighbourhood Block Party?

1. The number one reason is to get to know your neighbours better!                      
2. Have fun of course! No excuses or reasons are needed to have a party
3. Increase the sense of belonging to a community
4. Make new friendships
5. Encourage pride in your neighbourhood
6. Meet some of the long-time neighbours and learn about your community history
7. Celebrate a special occasion such as Canada Day
8. Experience “Small Town Living at Its Best”

Step 1:

Review the following fun tips and ideas to host a Neighbourhood Block/Street Party. Which type of Neighbourhood Block Party will work best in your neighbourhood? Listed below are some examples:

• Barbecue — organizers purchase all of the supplies and neighbours donate  money
• Picnics — everyone brings their own meal
• Potluck — everyone brings one dish
• Catered — everyone shares the cost and the food is purchased. Perhaps a Meet and Greet afternoon social
• Holiday Celebration, e.g. Canada Day celebrations
• Hopscotch tournament
• Road Hockey tournament
• Book exchange
• Frisbee, soccer, baseball or football game
• Street or park cleanup
• Tree or flower planting (Town approval required on Town property)
• Fun fair
• Movie night
• Nature walk/hike
• Charity yard sale and barbecue
• Plant exchange
• Neighbourhood art project
• Capitalize on things already happening in the community. For example, a free swim at a community pool and have a get-together after the swim
• A Dog's Breakfast: send invitations to all the local dogs and their owners.  Breakfast is held in the driveway with cinnamon buns for the owners and biscuits for the dogs

Try not to go overboard; it can make people feel the event is too much work.
Keep it simple!

Step 2:

• Complete this form Neighbourhood Block Party Street Closure Request form and submit it to recreation@haltonhills.ca

Step 3:

Ideas to Get Started

• The idea of a neighbourhood block party is to bring neighbours together. It is a good idea to find 2 or 3 neighbours to help you plan and organize the event
• Be inclusive when inviting people to join your organizing group
• Deliver a flyer to the neighbourhood explaining what a Neighbourhood Block Party is and invite them to a meeting to start planning for the event
• It is important to include as many people as possible in the decisions about the event such as date and time of the event, size of the event, theme, activity suggestions, potential road closure, and options on food, it promotes buy-in and support
• Assign tasks to as many of your neighbours as possible. Possible tasks include: creating a promotional flyer, delivering the flyer, personally speaking to new residents, investigating a street closure permit and securing one if required, determining activities, organizing the food, getting the name stickers and/or setting up games for all age groups

 

Things to Keep in Mind

• Adjustments may need to be made if a neighbour already has an event of their own planned
• Have an alternate rainout day planned
• Keep in mind who lives in the neighbourhood when selecting the hours for the party. If young children or seniors are living near the party area plan to finish by early evening
• The Town’s Noise By-Law prohibits live entertainment or using amplified sound after 11 p.m.
• Neighbours should observe security precautions by keeping back doors locked and equipment in sight

 

Some Details to Consider

• Set up a sign-in book and collect emails to develop a contact list for the neighbourhood
• Name tags are important. Decide what you want neighbours to write on their name tags (e.g. first and last names, house numbers, years living on the street).
• Line-up tables for the food
• Place garbage cans, recycling boxes and GreenCarts close to the food tables and eating areas
• Decide whether you will coordinate or everyone will bring their own tables, chairs, plates, cutlery, cups and beverages. If people are bringing chairs, etc. be sure to have them affix their name to the furniture
• If using barbecues, who will bring them?
• Institute a bathroom policy “everyone to use his or her own”, so that home security is maintained
• Decide if pets are allowed
• Be ready to oversee the clean-up after the event
• You may wish to do an evaluation at the end of the event to collect any new ideas