HomeMy WebLinkAboutCS 09-23
Report to
Executive Committee
Report Number: CS 09-23
Date: May 1, 2023
From: Sarah Douglas-Murray
Director, Community Services
Subject: Community Festivals and Events Policy
-CUL 070 Community Festivals and Events Policy
-File: A-1440-001
Recommendation:
1.That Council endorse the revisions in CUL 070 Community Festivals and Events Policy,
as set out in Attachment 1 to this report, subject to minor revisions acceptable to the
Director, Community Services; and
2.That the appropriate City of Pickering officials be authorized to take the necessary
actions as indicated in this report.
Executive Summary: Staff have made revisions to update the policy to clarify definitions
of Partner Events in “Section 04.08 Partner Events” and added an exemption for “Section
04.11 Signature Parks” for commercial photography/filming in Signature Parks. This update will
allow for clearer language of the policy with updated definitions and clarity on the approval
process for commercial photography and filming in City parks and facilities. The purpose of this
report is to seek Council’s endorsement of this policy update.
Financial Implications: There are no financial implications.
Discussion: The Community Festivals and Events Policy originated in 2017. This policy
has been reviewed by staff and updated to reflect workflow efficiencies, provide better access
to public spaces and serve our community and event organizers in initiatives to animate
spaces within Pickering.
Staff have made the following changes:
•Added a definition for City-led events, clarifying the approval for City-led events are
approved by the Director, Community Services. This definition was added for clarity and
to ensure this policy provides clear direction on how City-led events are approved.
•Section 04.08 Partner Events has been updated to include a concise description to
provide clarity around approvals. The definition of partner events has been simplified to
include only events with fireworks, parades and events taking place in Esplanade Park.
Due to the central location, high degree of passive use of the park, and regular use of
CS 09-23 May 1, 2023
Subject: Community Festivals and Events Policy Page 2
the park for City-led events, use of Esplanade Park for events requires approval from
Council.
• Section 04.11 was updated to reference procedure CUL 070-001 which details the
specifications of each signature park including amenities and capacity, clarifying what
types of event usage is appropriate in each park.
• An addition has been made to Section 04.11 Signature Parks, allowing requests for use
of a Signature Park for commercial film, television, or still photography uses are subject
to the City’s policies and procedures for rental of municipal land to the film/photography
industry, and do not require Council approval.
• Removed Section 06.11 which stated that City parks will not be closed to the general
public during any permitted events. In consultation with event organizers, there is
increasing demand to run community festivals and events that are fenced to manage
access to the event. This would be used in the case of a ticketed event or to manage
event capacity or security.
• The addition of a new 06.11 which states that due to the risk of severe injury to patrons,
the use of inflatable amusement devices at events or activities held on City property are
prohibited if the device has an inflated floor or surface which patrons interact with, play
on or jump on (e.g., bouncy castles), utilizes bungee cords as a means to assist or
inhibit the movement of a patron or includes an inflated slide or roof.
An update to these sections will streamline processes for community events, align the policy
with recent practice and reduce the City’s risk of liability and potential insurance claims
associated with the use of inflatable amusement devices on City property.
At this time, staff are requesting Council approval of this Policy update.
Attachment:
1. Draft CUL070 Community Festivals and Events Policy – Clean Copy
2. Draft CUL070 Community Festivals and Events Policy – Track Changes
Prepared By:
Original Signed By:
Laura Gibbs
Division Head, Culture and Community
Programming
Approved/Endorsed By:
Original Signed By:
Sarah Douglas-Murray
Director, Community Services
CS 09-23 May 1, 2023
Subject: Community Festivals and Events Policy Page 3
Prepared By:
Original Signed By:
Krystal Roberts
Acting Supervisor, Cultural Services
LG:kr
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment #1 to Report CS 09-23
Policy
Procedure Title: Community Festivals and Events Policy Policy Number
CUL 070
Reference
Access to Recreation Policy CUL120
Res. 387/18
Date Originated
(m/d/y)
December 6, 2017
Date Revised
(m/d/y)
January 30, 2018
May 1, 2023
Pages
10
Approval: Chief Administrative Officer Point of Contact
Supervisor, Cultural Services
Policy Objective
The purpose of this document is to outline the criteria and process by which permit requests for
private and/or public events in City parks and facilities are considered and approved.
Community Events are key in developing community identity and pride and enhancing cultural
experiences within a community.
The objectives of this policy are:
•To establish clear and consistent methods for individuals/organizations to request space in
City parks for private and/or public events;
•To ensure that individuals/organizations interested in hosting an event in City parks are
aware of processes requirements and available resources;
•To define the City’s role in the support of community events;
•To identify event categories and the allocation of resources;
•To outline the financial implications so that events and fees can be planned/considered
accordingly;
•To enhance communication between applicants and the City of Pickering; and
•To ensure Festival and Event Permit Conditions and Regulations are followed during events
in City parks and facilities including applicable City policies, by-laws, health and safety
requirements, rental contract agreements and provincial regulations.
Index
01 Purpose
02 Scope
03 Application
04 Definitions
05 Delegation of Authority
06 Community Festivals and Events Approvals and Restrictions
07 Administrative Requirements
01 Purpose
The City of Pickering recognizes that community led public events significantly contribute
to the community’s sense of place and are an important form of public celebration.
Community events are an integral part of creating a vibrant and diverse City. This policy
provides a framework to support community led public events in parks and public open
spaces, and establishes objectives to ensure that events are compatible with the City’s
vision for a vibrant and sustainable community.
02 Scope
The Community Festivals and Events Policy is designed to:
•Establish the process for supporting, and/or administering events held within City parks,
utilizing Municipal facilities;
•Provide guidelines for fair, equitable, transparent and consistent decision making and
access;
•Establish uniform criteria and procedures for the use of parks for special events;
•Promote a diverse range of organized activities; and
•Ensure that the City’s parks and facilities are used for the benefit of the entire
community.
To ensure that events are compatible with the City’s vision for a vibrant, sustainable
community, the City supports and manages events in order to meet the following
objectives:
•Balance the needs of event participants, parks users and neighbours;
•Ensure that events are compatible with event venues;
•Ensure the protection of the natural environment;
•Promote a diverse range of activities and opportunities; and,
•Encourage participation and inclusion of all members of the community.
03 Application
This Policy applies to the operation of Community Festivals and Events in Pickering.
Policy Title: Community Festivals and Events Policy Page 2 of 10
Policy Number: CUL 070
04 Definitions
04.01 City-led Events are facilitated by the City of Pickering staff and can take place
on municipally owned property (facility, park, or permitted space), or road within
Pickering. The Director, Community Services will approve City-led events,
04.02 Community Events occur on City of Pickering property, are open to the public,
have an estimated attendance of 20 -999 guests per day and include one or
more of the following criteria: alcohol sales, staking, generators, industrial
cooking, raffles, amplified sound, carnival or fair, food vendors and may include
use of a Signature Park. Community Event organizers are required to submit a
Community Festivals & Events Application to the City. Event operation is
subject to approval of the Community Events Committee. Community Event
requests for Esplanade Park must be approved by Council.
04.03 Community Events Committee is responsible for the approval of Community
Festivals & Events and the development of community event guidelines. The
Committee is comprised of City staff representatives from Traffic, By-law,
Finance, Community Services, Planning, and Fire Services. The team meets
monthly to consider event requests, and upcoming events.
04.04 Community Festivals occur on City of Pickering property, are open to the
public, have an estimated attendance of 1,000 to 4,999 attendees per day, and
include one or more of the following criteria: alcohol sales, staking, generators,
electrical hook ups, industrial cooking, road closures, raffles, amplified sound,
carnival or fair, food vendors and may include use of a Signature Park.
Community Festival organizers are required to submit a Community Festivals &
Events Application to the City. Event operation is subject to approval of the
Community Events Committee, and the Director, Community Services.
Community Festival requests for Esplanade Park must be approved by Council.
04.05 Filming Event is filming, videotaping, photography, or any other form of visual
recording, except in a film studio or film laboratory, for a feature film; television
film, program or series; documentary; paid advertisement, including a
commercial, music video, educational film, be it pre-production and post-
production activities associated therewith, but does not include; news media
activities in the dissemination of information; press conferences; location
scouting; or recording personal movies or photographs or visual recordings for
personal purposes only.
04.06 Independent Events occur entirely on private property within Pickering.
Organizers of Independent Events are required to follow all applicable City by-
laws and gather applicable licenses, permits and insurances. Independent
events are not required to submit a Community Festivals & Events Application
to the City.
04.07 Non-commercial Photography is the professional or amateur collection of
images through photography for personal use, where the images will not be
Policy Title: Community Festivals and Events Policy Page 3 of 10
Policy Number: CUL 070
distributed or made available for sale/profit. Non-commercial photography can
be booked directly with the Assistant Coordinator, Parks & Facility Bookings.
04.08 Partner Events occur on City of Pickering property, are open to the public with
estimated attendance of 5,000 guests or more per day. A Partner Event has one
or more of the following criteria: takes place in Esplanade Park, includes
fireworks, is a parade. Partner Event organizers are required to submit a
Community Festivals & Events Application to the City. Event operation is subject
to approval of the Community Events Committee, the Director of Community
Services and CAO. Partner Event requests for Esplanade Park must be
approved by Council.
04.09 Private Events occur on public property in the City of Pickering, and have a
private guest list of under 1,000 guests. Organizers of Private Events are
required to follow all City By-laws and gather applicable licenses, permits and
insurances. A Community Festivals & Events Application is not required to be
submitted to the City for Private Events.
04.10 Road Races/Bike Rides event categories encompass runs, walks or biking
races on trails or roads that may include road closures and traffic disruptions.
Event attendance and permit requirements will determine the event scale and
application timelines.
04.11 Signature Parks are parks located within the City of Pickering that have a
special set of approval and booking criteria set out in Procedure CUL 070-001,
due to their profile and location. Signature Parks are Esplanade Park,
Millennium Square, Alex Robertson Park and Bruce Hanscombe Park. Event
requests for Esplanade Park must be approved by Council.
a)Requests for use of a Signature Park for commercial film, television, or still
photography uses are subject to the City’s policies and procedures for rental
of municipal land to the film/photography industry, and do not require Council
approval.
05 Delegation of Authority
05.01 Chief Administrative Officer to:
a)support the allocation of staff resources to coordinate the Community
Festivals and Events Policy; and
b)consider and approve, as appropriate, City staff recommendations to permit
Partner Event applications.
05.02 The Mayor and Members of Council to:
a)direct inquiries related to Community Festivals and Events to the appropriate
City staff; and,
Policy Title: Community Festivals and Events Policy Page 4 of 10
Policy Number: CUL 070
b) consider and approve, as appropriate, City staff reports to Council
recommending a permit be issued for Partner Events at Esplanade Park.
05.03 Directors & Division Heads to:
a) support the allocation of staff resources to participate in the Community
Events Committee;
b) to ensure their department meets the corporations obligations related to a
City issued park permit and/or event agreement; and
c) Director, Community Services to consider and approve, as appropriate, City
staff recommendations to permit Community Festival applications.
05.04 Managers & Supervisors to:
a) assign staff resources to coordinate Community Festivals & Events; and
b) oversee revenue accounts and conditions of the agreement/permit to ensure
that the obligations of all parties are being met.
05.05 The Community Events Committee to:
a) attend monthly meetings to consider event applications for City parks;
b) screen applications and provide timely responses;
c) recommend the approval or denial of an application, considering the
guidelines of this procedure, to the applicant, Director, CAO and/or Council,
as is applicable;
d) keep an up-to-date listing of all current and available permits and existing
agreements;
e) track and report on annual community use of City parks for public special
events;
f) ensure that all agreements safeguard the Corporation;
g) act as a liaison between department staff;
h) assist department staff in the tracking of program participants in support of
the program;
i) promote the park permitting programs;
Policy Title: Community Festivals and Events Policy Page 5 of 10
Policy Number: CUL 070
j) serve as a centralized resource for any park permitting activities throughout
the City; and
k) collect feedback from the community, partners, and City staff on initiatives to
maintain a positive program reputation, and enhance revenue outcomes.
05.06 Employees to:
a) Adhere to the guidelines as set out in Section 05.
a. Non-Compliance with Guidelines
Failure to comply with this Procedure may result in disciplinary action.
05.07 Please refer to all associated Procedures and Standard Operating Procedures,
if applicable, for detailed processes regarding this Policy.
06 Community Festivals and Event Approvals & Restrictions
06.01 A Community Festival and Event Application submitted to the City for approval
must meet certain criteria to be eligible for a permit, including compatibility with
the provisions of municipal, provincial and federal laws as well as in accordance
with rules and regulations administered by the City’s by-laws, Durham Regional
Police and Durham Region Public Health.
06.02 Applications will be evaluated by the Community Events Committee to ensure a
varied mix and range of activities and interests which reflect the community and
to ensure the request does not duplicate existing events.
06.03 To be considered for a permit, community festivals/events must provide a
meaningful benefit to the community and must have a direct impact on one or
more of the following areas:
• Arts and Culture;
• Environment;
• Culture;
• Diversity;
• Heritage Promotion;
• Environmental Benefit;
• Education;
• Health and Wellness;
• Physical Fitness;
• Enrich the character and identity of the City;
• Create unique or innovative experiences;
• Contribute to programming in slow seasons;
• Extend the overall range and mix of programming in the City; and
• Be openly accepting, inclusive and accessible of all community members.
Policy Title: Community Festivals and Events Policy Page 6 of 10
Policy Number: CUL 070
06.04 Event approvals will be granted in a fair and equitable manner. When requests
are submitted, the criteria used will be based on a number of different
considerations:
•Nature and type of activity;
•Nature and type of the user requesting t he event;
•Space/staff/equipment availability the date requested; and
•Benefit and/or enhancement of the community.
06.05 The City of Pickering will consider applications to host community
festivals/events based on the following criteria:
•There is a need within the community to host the event. Need is assessed
by the following factors: it supports the initiatives of an official plan, the City
does not offer similar programs/events and, the event model has a proven
track record for success and/or degree of community interest/engagement.
•That City resources are being allocated to a variety of event types,
representative of all cultural aspects.
•That the City has the resources to reasonably assign to the event without
impacting City operations.
•That organizers have the capacity and resources to execute the proposed
festival or event including human resources, financial stability, and a solid
plan for marketing, public safety, accessibility, traffic, and parking control.
06.06 The City of Pickering will decline Community Festival & Event requests if (but not
limited to):
•The proposed event will create a hardship for the City or the surrounding
community.
•Any event component is contrary to City of Pickering policies.
•The organizing group cannot provide surety of their ability to be responsible
for event operations, associated event costs and damages.
06.07 The City will not accept event applications from any individual/organization that
endorses views or ideas that promote discrimination, contempt or hatred. The
purposes, practices and event proposals of applicant groups must be consistent
with the Human Rights Code.
The following events or activities are not permitted in City parks or public open
spaces:
•Events that conflict with the City’s values or that are deemed to impact
negatively on the City’s identity as being family friendly.
•Events that contribute to the sale of tobacco, marijuana, pornography or
support the production, distribution, and sale of weapons and other life-
threatening products.
Policy Title: Community Festivals and Events Policy Page 7 of 10
Policy Number: CUL 070
•Events that endorse views and ideas that are likely to promote
discrimination, contempt or hatred for any person on the basis of race,
national or ethnic origin, citizenship, religion, age, gender, marital status,
family status, sexual orientation, disability, political affiliation, economic
status or level of literacy.
•Activities that exclude persons from participation in or enjoyment of the
event on the basis of race, national or ethnic origin, citizenship, religion,
gender, marital status, family status, sexual orientation, or disability.
06.08 The City will not permit events provided by organizations whose reputation could
prove detrimental to the City’s public image and/or whose main business is
derived from:
•The sale of tobacco or other addictive substances;
•Pornography; and,
•The support of, or involvement in the production, distribution, and sale of
weapons and other life-threatening products.
06.09 The City will not permit events which, either directly or through third party
arrangements (i.e. vendors, sponsors), that:
•Violate any City policy;
•Convey a negative religious message that might be deemed prejudicial to
religious groups;
•Promote alcohol and other addictive substances, at venues geared
primarily to children;
•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; or
•Is in direct competition with City of Pickering services, programs or
initiatives.
06.10 The City reserves the right to reject or revoke permits for public events and to
refuse to enter into agreements for partnership event or public event that
originally may have been openly solicited by the City.
06.11 Due to the risk of severe injury to patrons, the use of inflatable amusement
devices at events or activities held on City property are prohibited if any of the
following apply:
•the device has an inflated floor or surface which patrons interact with, play on,
or jump on (e.g., bouncy castles);
•the device utilizes bungee cords as a means to assist or inhibit the movement
of a patron; or
•the device includes an inflated slide or roof
Policy Title: Community Festivals and Events Policy Page 8 of 10
Policy Number: CUL 070
06.12 The City may, at its discretion, bring any proposals to Council for their approval
even if they do not meet the guidelines of this Policy.
07 Event Applications and Permitting
07.01 When applying to conduct an event, a Community Festivals and Events
Application must be completed in accordance with the guidelines set out in the
Community Festivals & Events Manual and submitted for consideration to the
Corporate Events Committee. To ensure availability of resources, the application
is to be completed in order to be considered.
• Approvals will take into consideration the size of event and what is being
requested; the availability of equipment and space; other event currently
scheduled for the day requested.
• The organizers will be held responsible to pay for all direct fees related to
the event including l icenses, permits, and City staff during ev ent
operations, rentals and any damage or replacement of equipment.
• The organizers will be responsible for picking up and returning equipment
borrowed (except for large items such as picnic tables and garbage
containers, barricades for road closures).
07.02 Resources and I n-Kind Services may be provided to support events upon
request. These services include:
• Event area inspection, grass cutting and prep, parking and traffic plans
and set-up, City promotions, or electrical access.
• In some cases for partner events, City staff will be present during event
operations to clean facility washrooms adjacent to Park, remove garbage,
assist with set-ups and respond to unanticipated requests from the event
promoters.
• Limited printing assistance.
• Staff assistance in an advisory capacity during the planning.
• For Community Festivals and Partner Events, a staff liaison may be
arranged:
o to assist with arrangements for City resources, e.g. equipment,
deliveries, etc.
o to confirm availability and assist with the booking of City facilities,
equipment and s ervices.
o to obtain s ite maps for road or park locations.
07.03 If approved, application will form the basis of a permit, referred to as a Parks or
Facility Permit. The permit provides permission for event organizers to conduct
their event. The applicant will be responsible for all costs associated with the
event.
Policy Title: Community Festivals and Events Policy Page 9 of 10
Policy Number: CUL 070
07.04 The permit includes the specific conditions for the use of the site, and the
required fees (refer to current City User Fees and Charges By-law, and
Conditions of Community Events Permit).
Policy Title: Community Festivals and Events Policy Page 10 of 10
Policy Number: CUL 070
Attachment #2 to Report CS 09-23
Policy
Procedure Title: Community Festivals and Events Policy Policy Number
CUL 070
Reference
Access to Recreation Policy CUL120
Res. 387/18
Date Originated
(m/d/y)
December 6, 2017
Date Revised
(m/d/y)
January 30, 2018
March 16May 1,
2023
Pages
910
Approval: Chief Administrative Officer Point of Contact
Supervisor, Cultural Services
Policy Objective
The purpose of this document is to outline the criteria and process by which permit requests for
private and/or public events in City pParks and facilities are considered and approved.
Community Events are key in developing community identity and pride and enhancing cultural
experiences within a community.
The objectives of this policy are:
To establish clear and consistent methods for individuals/organizations to request space in
City parks for private and/or public events;
To ensure that individuals/organizations interested in hosting an event in City pParks are
aware of processes requirements and available resources;
To define the City’s role in the support of community events;
To identify event categories and the allocation of resources;
To outline the financial implications so that events and fees can be planned/considered
accordingly;
To enhance communication between applicants and the Ci ty of Pickering; and
To ensure Festival and Event Permit Conditions and Regulations are followed during events
in City pParks and facilities including applicable City policies, by-laws, health and safety
requirements, rental contract agreements and provincial regulations.
Index
01 Purpose
02 Scope
03 Application
04 Definitions
05 Delegation of Authority
06 Community Festivals and Events Approvals and Restrictions
07 Administrative Requirements
01 Purpose
The City of Pickering recognizes that community led public events significantly contribute
to the community’s sense of place and are an important form of public celebration.
Community events are an integral part of creating a vibrant and diverse City. This policy
provides a framework to support community led public events in parks and public open
spaces, and establishes objectives to ensure that events are compatible with the City’s
vision for a vibrant and sustainable community.
02 Scope
The Community Festivals and Events Policy is designed to:
Establish the process for supporting, and/or administering events held within City
pParks, utilizing Municipal facilities;
Provide guidelines for fair, equitable, transparent and consistent decision making and
access;
Establish uniform criteria and procedures for the use of parks for special events;
Promote a d iverse range of organized activities; and
Ensure that the City’s parks and facilities are used for the benefit of the entire
community.
To ensure that events are compatible with the City’s vision for a vibrant, sustainable
community, the City supports and manages events in order to meet the following
objectives:
Balance the needs of event participants, parks users and neighbours;
Ensure that events are compatible with event venues;
Ensure the protection of the natural environment;
Promote a diverse range of activities and opportunities; and,
Encourage participation and inclusion of all members of the community.
03 Application
This Policy applies to the operation of Community Festivals and Events in Pickering.
Policy Title: Community Festivals and Events Policy Page 2 of 10
Policy Number: CUL 070
04 Definitions
04.01 City-led Events are facilitated by the City of Pickering staff and can take place
on municipally owned property (facility, park, or permitted space), or road within
Pickering. The Director, Community Services will approve City-led events,
04.0104.02 Community Events occur on City of Pickering property, are open to the
public, have an estimated attendance of 20 - 999 guests per day and include
one or more of the following criteria: alcohol sales, staking, generators,
industrial cooking, raffles, amplified sound, carnival or fair, food vendors and
may include use of a Signature Park. Community Event organizers are required
to submit a Community Festivals & Events Application to the City. Event
operation is subject to approval of the Community Events Committee.
Community Event requests for Esplanade Park must be approved by Council.
04.0204.03 Community Events Committee is responsible for the approval of
Community Festivals & Events and the development of community event
guidelines. The Committee is comprised of City staff representatives from
Traffic, By-law, Finance, Community Services, Planning, and Fire Services. The
team meets monthly to consider event requests, and upcoming events.
04.0304.04 Community Festivals occur on City of Pickering property, are open to
the public, have an estimated attendance of 1,000 to 4,999 attendees per day,
and include one or more of the following criteria: alcohol sales, staking,
generators, electrical hook ups, industrial cooking, road closures, raffles,
amplified sound, carnival or fair, food vendors and may include use of a
Signature Park. Community Festival organizers are required to submit a
Community Festivals & Events Application to the City. Event operation is
subject to approval of the Community Events Committee, and the Director,
Community Services. Community Festival requests for Esplanade Park must be
approved by Council.
04.05 Filming Event is filming, videotaping, photography, or any other form of visual
recording, except in a film studio or film laboratory, for a feature film; television
film, program or series; documentary; paid advertisement, including a
commercial, music video, educational film, be it pre-production and post-
production activities associated therewith, but does not include; news media
activities in the dissemination of information; press conferences; location
scouting; or recording personal movies or photographs or visual recordings for
personal purposes only.
04.0404.06 Independent Events occur entirely on private property within Pickering.
Organizers of Independent Events are required to follow all applicable City by-
laws and gather applicable licenses, permits and insurances. Independent
events are not required to submit a Community Festivals & Events Application
to the City.
Formatted: Font: Not Bold
Formatted: Font: Bold
Policy Title: Community Festivals and Events Policy Page 3 of 10
Policy Number: CUL 070
04.0504.07 Non-commercial Photography is the professional or amateur collection
of images through photography for personal use, where the images will not be
distributed or made available for sale/profit. Non-commercial photography can
be booked directly with the Assistant Coordinator, Parks & Facility Bookings.
04.0604.08 Partner Events occur on City of Pickering property, are open to the
public with , estimated attendance isof 5,000 guests or more per day. A Partner
Event has one or more of the following criteria:, and include one or more of the
following criteria:takes place in Esplanade Park, includes fireworks, is a parade.
alcohol sales, staking, generators, electrical hook ups, industrial cooking, road
closures, raffles, amplified sound, carnival or fair, food vendors, fireworks,
parade, and may include use of a Signature Park. Partner Event organizers are
required to submit a Community Festivals & Events Application to the City.
Event operation is subject to approval of the Community Events Committee, the
Director of Community Services and CAO. Partner Eevent requests for
Esplanade Park must be approved by Council.
04.0704.09 Private Events occur on public property in the City of Pickering, and
have a private guest list of under 1,000 guests. Organizers of Private Events
are required to follow all City By-laws and gather applicable licenses, permits
and insurances. A Community Festivals & Events Application is not required to
be submitted to the City for Private Events.
04.0804.10 Road Races/Bike Rides event categories encompass runs, walks or
biking races on trails or roads that may include road closures and traffic
disruptions. Event attendance and permit requirements will determine the event
scale and application timelines.
04.11 Signature Parks are parks located within the City of Pickering that have a
special set of approval and booking criteria set out in Procedure CUL 070-001,
due to theirits profile and location. Signature Parks are Esplanade Park,
Millennium Square, Alex Robertson Park and Bruce Hanscombe Park. Event
requests for Esplanade Park must be approved by Council.
04.09a) Requests for use of a Signature Park for commercial film,
television, or still photography uses are subject to the City’s policies and
procedures for rental of municipal land to the film/photography industry, and
do not require Council approval.
05 Delegation of Authority
05.01 Chief Administrative Officer to:
a) support the allocation of staff resources to coordinate the Community
Festivals and Events Policy; and
b) consider and approve, as appropriate, City staff recommendations to permit
Partner Event applications.
Formatted: Numbered + Level: 1 + Numbering Style: a, b, c,
… + Start at: 1 + Alignment: Left + Aligned at: 1" + Indent
at: 1.25", Tab stops: 1.31", Left
Policy Title: Community Festivals and Events Policy Page 4 of 10
Policy Number: CUL 070
05.02 The Mayor and Members of Council to:
a) direct inquiries related to Community Festivals and Events to the appropriate
City staff; and,
b) consider and approve, as appropriate, City staff reports to Council
recommending a permit be issued for Partner Events at Esplanade Park.
05.03 Directors & Division Heads to:
a) support the allocation of staff resources to participate in the Community
Events Committee;
b) to ensure their department meets the corporations obligations related to a
City issued park permit and/or event agreement; and
c) Director, Community Services to consider and approve, as appropriate, City
staff recommendations to permit Community Festival applications.
05.04 Managers & Supervisors to:
a) assign staff resources to coordinate Community Festivals & Events; and
b) oversee revenue accounts and conditions of the agreement/permit to ensure
that the obligations of all parties are being met.
05.05 The Community Events Committee to:
a) attend monthly meetings to consider event applications for City parks;
b) screen applications and provide timely responses;
c) recommend the approval or denial of an application, considering the
guidelines of this procedure, to the applicant, Director, CAO and/or Council,
as is applicable;
d) keep an up-to-date listing of all current and available permits and existing
agreements;
e) track and report on annual community use of City parks for public special
events;
f) ensure that all agreements safeguard the Corporation;
g) act as a liaison between department staff;
Policy Title: Community Festivals and Events Policy Page 5 of 10
Policy Number: CUL 070
h) assist department staff in the tracking of program participants in support of
the program;
i) promote the park permitting programs;
j) serve as a centralized resource for any park permitting activities throughout
the City; and
k) collect feedback from the community, partners, and City staff on initiatives to
maintain a positive program reputation, and enhance revenue outcomes.
05.06 Employees to:
a) Adhere to the guidelines as set out in Section 05.
a. Non-Compliance with Guidelines
Failure to comply with this Procedure may result in disciplinary action.
05.07 Please refer to all associated Procedures and Standard Operating Procedures,
if applicable, for detailed processes regarding this Policy.
06 Community Festivals and Event Approvals & Restrictions
06.01 A Community Festival and Event Application submitted to the City for approval
must meet certain criteria to be eligible for a permit, including compatibility with
the provisions of municipal, provincial and federal laws as well as in accordance
with rules and regulations administered by the City’s by-laws, Durham Regional
Police and Durham Region Public Health.
06.02 Applications will be evaluated by the Community Events Committee to ensure a
varied mix and range of activities and interests which reflect the community and
to ensure the request does not duplicate existing events.
06.03 To be considered for a permit, community festivals/events must provide a
meaningful benefit to the community and must have a direct impact on one or
more of the following areas:
Arts and Culture;
Environment;
Culture;
Diversity;
Heritage Promotion;
Environmental Benefit;
Education;
Health and Wellness;
Policy Title: Community Festivals and Events Policy Page 6 of 10
Policy Number: CUL 070
Physical Fitness;
Enrich the character and identity of the City;
Create unique or innovative experiences;
Contribute to programming in slow seasons;
Extend the overall range and mix of programming in the City; and
Be openly accepting, inclusive and accessible of all community members.
06.04 Event approvals will be granted in a fair and equitable manner. When requests
are submitted, the criteria used will be based on a number of different
considerations:
Nature and type of activity;
Nature and type of the user requesting the event;
Space/staff/equipment availability the date requested; and
Benefit and/or enhancement of the community.
06.05 The City of Pickering will consider applications to host community
festivals/events based on the following criteria:
There is a need within the community to host the event. Need is assessed
by the following factors: it supports the initiatives of an official plan, the City
does not offer similar programs/events and, the event model has a proven
track record for success and/or degree of community interest/engagement.
That City resources are being allocated to a variety of event types,
representative of all cultural aspects.
That the City has the resources to reasonably assign to the event without
impacting City operations.
That organizers have the capacity and resources to execute the proposed
festival or event including human resources, financial stability, and a solid
plan for marketing, public safety, accessibility, traffic, and parking control.
06.06 The City of Pickering will decline Community Festival & Event requests if (but not
limited to):
The proposed event will create a hardship for the City or the surrounding
community.
Any event component is contrary to City of Pickering policies.
The organizing group cannot provide surety of their ability to be responsible
for event operations, associated event costs and damages.
06.07 The City will not accept event applications from any individual/organization that
endorses views or ideas that promote discrimination, contempt or hatred. The
purposes, practices and event proposals of applicant groups must be consistent
with the Human Rights Code.
Policy Title: Community Festivals and Events Policy Page 7 of 10
Policy Number: CUL 070
The following events or activities are not permitted in City parks or public open
spaces:
Events that conflict with the City’s values or that are deemed to impact
negatively on the City’s identity as being family friendly.
Events that contribute to the sale of tobacco, marijuana, pornography or
support the production, distribution, and sale of weapons and other life-
threatening products.
Events th at endorse views and ideas that are likely to promote
discrimination, contempt or hatred for any person on the basis of race,
national or ethnic origin, citizenship, religion, age, gender, marital status,
family status, sexual orientation, disability, political affiliation, economic
status or level of literacy.
Activities that exclude persons from participation in or enjoyment of the
event on the basis of race, national or ethnic origin, citizenship, religion,
gender, marital status, family status, sexual orientation, or disability.
06.08 The City will not permit events provided by organizations whose reputation could
prove detrimental to the City’s public image and/or whose main business is
derived from:
The sale of tobacco or other addictive substances;
Pornography; and,
The support of, or involvement in the production, distribution, and sale of
weapons and other life-threatening products.
06.09 The City will not permit events which, either directly or through third party
arrangements (i.e. vendors, sponsors), that:
Violate any City policy;
Convey a negative religious message that might be deemed prejudicial to
religious groups;
Promote alcohol and other addictive substances, at venues geared
primarily to children;
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; or
Is in direct competition with City of Pickering services, programs or
initiatives.
06.10 The City reserves the right to reject or revoke permits for public events and to
refuse to enter into agreements for partnership event or public event that
originally may have been openly solicited by the City.
06.11 Due to the risk of severe injury to patrons, the use of inflatable amusement
devices at events or activities held on City property are prohibited if any of the
following apply:
Policy Title: Community Festivals and Events Policy Page 8 of 10
Policy Number: CUL 070
Formatted: Bulleted + Level: 1 + Aligned at: 0.94" + Indent
at: 1.19" the device has an inflated floor or surface which patrons interact with, play on,
or jump on (e.g., bouncy castles);
the device utilizes bungee cords as a means to assist or inhibit the movement
of a patron; or
the device includes an inflated slide or roof
06.11 City parks will not be closed to the general public during any permitted events.
06.1212 The City may, at its discretion, bring any proposals to Council for their approval
even if they do not meet the guidelines of this Policy.
07 Event Applications and Permitting
07.01 When applying to conduct an event, a Community Festivals and Events
Application must be completed in accordance with the guidelines set out in the
Community Festivals & Events Manual and submitted for consideration to the
Corporate Events Committee. To ensure availability of resources, the application
is to be completed in order to be considered.
Approvals will take into consideration the size of event and what is being
requested; the availability of equipment and space; other event currently
scheduled for the day requested.
The organizers will be held responsible to pay for all direct fees related to
the event including licenses, permits, City staff during event operations,
rentals and any damage or replacement of equipment.
The organizers will be responsible for picking up and returning equipment
borrowed (except for large items such as picnic tables and garbage
containers, barricades for road closures).
07.02 Resources and In-Kind Services may be provided to support events upon
request. These services include:
Event area inspection, grass cutting and prep, parking and traffic plans
and set-up, City promotions, or electrical access.
In some cases for partner events, City staff will be present during event
operations to clean facility washrooms adjacent to Park, remove garbage,
assist with set-ups and respond to unanticipated requests from the event
promoters.
Limited printing assistance.
Staff assistance in an advisory capacity during the planning.
For Community Festivals and Partner Events, a staff liaison may be
arranged:
o to assist with arrangements for City resources, e.g. equipment,
deliveries, etc.
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Policy Number: CUL 070
o to confirm availability and assist with the booking of City facilities,
equipment and services.
o to obtain site maps for road or park locations.
07.03 If approved, application will form the basis of a permit, referred to as a Parks or
Facility Permit. The permit provides permission for event organizers to conduct
their event. The applicant will be responsible for all costs associated with the
event.
07.04 The permit includes the specific conditions for the use of the site, and t he
required fees (refer to current City User Fees and Charges By-law, and
Conditions of Community Events Permit).
Policy Title: Community Festivals and Events Policy Page 10 of 10
Policy Number: CUL 070