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HomeMy WebLinkAboutCS 30-25Report to Executive Committee Report Number: CS 30-25 Date: December 1, 2025 From: Laura Gibbs Director, Community Services Subject: 2026 Community Festivals, Events and Initiatives Authority to Execute Park Permits, Licenc e Agreements, and Funding Agreements File: A-1440-001 Recommendation: 1. That staff be authorized to issue a park permit for use of Bruce Hanscomb Memorial Park by Alkame Dragon Boat Services from Sunday, May 24, 2026, until Sunday , May 31, 2026 (inclusive), for the Pickering Dragon Boat Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Pickering Dragon Boat Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 2. That staff be authorized to issue a park permit for use of Esplanade Park by Durham Community Health Centre on Friday, June 12, 2026, for National Indigenous Peoples Day, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 3. That staff be authorized to issue a park permit for use of Esplanade Park by Rotary Club of Pickering from Tuesday, June 16, 2026, until Monday, June 22, 2026 (inclusive), for Pickering Rotary Ribfest, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Pickering Rotary Ribfest, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 4. That staff be authorized to issue a park permit for use of Esplanade Park by ISKCON Durham from Friday , July 17, 2026, until Saturday , July 18, 2026 (inclusive), for Chariot Fest – Ratha Yatra, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Chariot Fest – Ratha Yatra, for use of on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 5. That staff be authorized to issue a park permit for use of Esplanade Park by Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) on Saturday, July 25, 2026, for the A.F.I.Y.U. Enterprise, Movie on the Esplanade and Cultural Event, on terms and CS 30-25 December 1, 2025 Page 2 conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 6.That staff be authorized to issue a park permit for use of Esplanade Park by Canadian Food Truck Festivals from Thursday , August 6, 2026, until Monday, August 10, 2026 (inclusive), for the Pickering Food Truck Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk to execute the Licence Agreement for Pickering Food Truck Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 7.That staff be authorized to issue a park permit for use of Esplanade Park by Apostolic Pentecostal Church on Tuesday, August 11, 2026, for the APC Sing-a-long, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 8. That staff be authorized to issue a park permit for use of Esplanade Park by the Indo- Canadian Cultural Association of Durham on Saturday, August 22, 2026, for the Celebration of India’s Heritage, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 9. That the Director, Community Services, be authorized to enter into and execute Licence Agreement(s) with The Shops at Pickering City Centre for use of the parking lot and/or interior spaces for community engagement, on terms and conditions satisfactory to the Director, Community Services and Director, Corporate Services & City Solicitor ; 10. That the Mayor and City Clerk be authorized to enter into and execute a Licence Agreement with Ontario Power Generation (OPG) for use of Kinsmen Park, Alex Robertson Park, and other OPG lands, for use by the City for the annual Canada Day event on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 11.That the Director, C ommunity Services be authorized to execute funding agreements for Young Canada Works, Canada Summer Jobs, Summer Experience Fund, Celebrate Canada, and Experience Ontario for events, programs, and initiatives within Community Services, on terms and conditions satisfactory to the Director, Community Services, Director, Finance & Treasurer, Director, Corporate Services & City Solicitor and Chief Administrative Officer; and, 12.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is to seek Council approval to issue park permits for community events; enter into licence agreements to deliver events and cultural services; and, enter into funding agreements to secure grants to deliver community services with seasonal staff . CS 30-25 December 1, 2025 Page 3 The Community Festivals and Events Policy CUL 070 (the “Policy”) outlines the criteria, guidelines and processes by which requests to host private and/or public events in City parks are received and considered for approval. Prospective applicants are supported by the community events staff team and the Community Festivals & Events Manual which provides key information, timelines and required documentation to apply for events in City parks. A s per Sections 04.09 and 04.12, the permitting of Esplanade Park is subject to the Council approval. As per Section 4.07, Licenc e Agreements are required for Partner Events and must be signed by the Mayor and City Clerk. Therefore, the purpose of this report is to seek Council’s endorsement to issue park permits proposed to take place at Esplanade Park in 2026, as per the list below and grant the Mayor and City Clerk permission to execute the Licence Agreements for the Pickering Dragon Boat Festival, Pickering Rotary Ribfest, Chariot Fest – Ratha Yatra, and Pickering Food Truck Festival. This report seeks Council approval to grant the Director, Community Services the authority to execute Licence Agreements with The Shops at Pickering City Centre and to enter into funding agreements to deliver community services with seasonal staff . This report also seeks Council approval for the Mayor and City Clerk to execute a Licence Agreement with Ontario Power Generation for use of OPG lands for the annual Canada Day event. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Strengthen Existing & Build New Partnerships; and Foster an Engaged & Informed Community. Financial Implications: •Applicable City of Pickering park permit fees will be applied to all event organizers. •There is no cost to the City for entering Licence Agreements with Ontario Power Generation or The Shops at Pickering City Centre for use of their property. •Staff apply to provincial and federal grant programs annually to partially fund seasonal staff positions including Young Canada Works, Summer Experience Fund and Canada Summer Jobs. Anticipated grant revenues are included in the City’s c urrent budget. •S taff apply annually to the Experience Ontario Program to fund eligible City -led community festivals and the Celebrate Canada Program to fund the Canada Day event. Anticipated grant revenues are included in the City’s current budget. Discussion: The purpose of this report is to seek Council approval to issue park permits for community events; enter into licence agreements to deliver events and cultural services; and, enter into funding agreements to secure grants to deliver community services with seasonal staff. CS 30-25 December 1, 2025 Page 4 1.Park Permit Recommendations for Community Events As per the Community Festivals and Events Policy, Section 04.09 and Section 04.12, staff are required to seek Council approval for applicants requesting to operate in Esplanade Park in 2026. As per Section 4.07, Licence Agreements are required for Partner Events and must be signed by the Mayor and City Clerk. As such, staff have prepared this report that identifies the following community organizations which have requested to continue to operate their 2026 event in Esplanade Park. Furthermore, as per Section 4.07, Licence Agreements are required for Partner Events and must be signed by the Mayor and City Clerk, therefore, staff are seeking Council approval for the Mayor and City Clerk to execute the agreement. Event Applicant Proposed Date(s) (includes event set-up, operation, and takedown) Pickering Dragon Boat Festival Alkame Dragon Boat Services May 24, 2026 – May 31, 2026 National Indigenous Peoples Day Durham Community Health Centre June 12, 2026 Pickering Rotary Ribfest Rotary Club of Pickering June 16, 2026 – June 22, 2026 Chariot Fest – Ratha Yatra ISKCON Durham July 17, 2026 – July 18, 2026 A.F.I.Y.U. Enterprise Movie on the Esplanade and Cultural Event Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) July 25, 2026 Pickering Food Truck Festival Canadian Food Truck Festivals August 6, 2026 – August 10, 2026 APC Sing-a-long Apostolic Pentecostal Church August 11, 2026 Celebration of India’s Independence Indo-Canadian Cultural Association of Durham August 22, 2026 Rain Date: August 23, 2026 CS 30-25 December 1, 2025 Page 5 Event Details/ Description: 1. Event Details •Pickering Dragon Boat Festival brings 2,500 participants from across Canada to Bruce Hanscomb Memorial Park to compete annually. In 2026, the Pickering Dragon Boat Festival will be celebrating their 30th anniversary of event operation. •N ational Indigenous Peoples Day has operated successfully in Pickering since 2016, with different event names such as Big Drum Social and Aboriginal Celebration. The event includes booths, drumming, and dancing, and is open to local schools to attend and experience Indigenous culture. •Pickering Rotary Ribfest returned to Esplanade Park in 2024 under the sole direction of the Rotary Club of Pickering. In 2025, the event attracted over 40,000 attendees with world-class ribbers, food and artisan vendors, quality brewers, and local talent on the Gazebo stage. •Chariot Fest – Ratha Yatra is free family -friendly cultural festival hosted by ISKCON Durham proposed to occur in Esplanade Park in 2026. The event opens with a chariot parade through the park, and features live music, dance, and drama performances, as well as arts and crafts, storytelling, and cultural workshops. Attendees will receive a complimentary vegetarian meal, prasadam. •A.F.I.Y.U Enterprise first hosted a movie night in Esplanade Park in 2022 with great success. The organization is a service group dedicated to providing resources and mentorship to Jamaican, Caribbean and African-Canadian boys in Durham, ages 6-16 to equip them with life skills to become successful, contributing members of society. This event includes a movie highlighting black excellence, with informational booths, vendors, and giveaways. •The Canadian Food Truck Festival brings together some of the most sought-after mobile food eateries from across the Greater Toronto Area. The Canadian Food Truck Festival was established in 2013 and has grown across south central Ontario in past years expanding from one, to two, to now four locations. The Canadian Food Truck Festival has raised more than $325,000.00 in donations collected during the festival in support of the SickKids Foundation. •Apostolic Pentecostal Church is seeking to host three sing-a-long events in 2026, including one in the Gazebo of Esplanade Park. These events invite community members to join together in worship through song. •The Indo-Canadian Cultural Association has presented the annual Celebration of India’s Heritage in Esplanade Park since 2006, when Pickering became the first municipality in Durham Region to display a foreign flag at their City Hall. The 20th anniversary event will showcase Indian food vendors and artisan vendors throughout Park, as well as cultural CS 30-25 December 1, 2025 Page 6 performances on the Gazebo stage, and a procession from the Gazebo for an official flag raising in front of City Hall at 12:00 pm . 2.Licence agreements to deliver Community Events and Cultural Services A.Licence Agreement for Canada Day The City of Pickering’s annual Canada Day nighttime celebration will take place on July 1, 2026, from 7:00 pm to 10:00 pm at Kinsmen Park. The event will feature live entertainment, food vendors, and a pyro musical fireworks finale and is expected to draw approximately 5,000 to 6,000 attendees. The nighttime celebration follows the Canada Day daytime event, which will take place earlier in the day from 12:00 pm to 5:00 pm at Esplanade Park. OPG is the owner and operator of Kinsmen Park, located at 777 Brock Road, and 889 Brock Road. The City entered first into a Licence Agreement on June 27, 2013 for a non- exclusive licence to use Kinsmen Park for recreational and public park use. Since festivals are not identified as a permitted use in the Licence Agreement, a temporary Licence Agreement for the Canada Day celebration is required. Staff are seeking authority for the Mayor and City Clerk to enter and execute the Licence Agreement to use OPG lands for the Canada Day event. B.Licence Agreement, The Shops at Pickering City Centre In the past, the City was granted access to indoor space within the shopping centre through a Licence Agreement to facilitate public engagement for such initiatives as the Seaton Recreation Complex & Library and the Recreation & Parks Ten Year Plan. This central, high-traffic location enabled staff to connect with a diverse range of residents, gather meaningful feedback, and foster dialogue around the future of recreational infrastructure in Pickering. The accessible setting contributed to increased participation and helped ensure that community voices were well-represented in the planning process. In 2026, staff plan to facilitate public engagement for Community Services programs and services in the Shops at Pickering City Centre and a licence agreement is required. The Director, Community Services is seeking the authority to enter and execute the Licence Agreements to conduct these activities at the Shops at Pickering City Centre. 3. Funding Agreements The City of Pickering receives funding annually to support the delivery of events and programs through both the sponsorships and government grant programs, including Young Canada Works, Summer Experience Fund, Canada Summer Jobs, Celebrate Canada and Experience Ontario. Revenues from these programs are identified in the Current Budget. G rant programs, such as Young Canada Works, Summer Experience Fund, and Canada Summer Jobs, provide funding to offset the cost of seasonal staff that support events and programs annually. Annual funding programs like Experience Ontario and Celebrate Canada CS 30-25 December 1, 2025 Page 7 provide funding to support culture and recreation programs and events that align with their grant objectives. Grant applications and grant reporting are reviewed and approved by Finance staff before being submitted to funders and contracts are reviewed and approved by a City Solicitor before execution. As per Section 10 of the Financial Control Policy (FIN 030), the Director, Community Services is seeking the authority to enter into funding agreements for Young Canada Works, Summer Experience Fund, Canada Summer Jobs, Experience Ontario, and Celebrate Canada to support Community Services initiatives in 2026, on terms and conditions satisfactory to the Director, Finance & Treasurer . Attachments: 1.Licence Agreement – Pickering Dragon Boat Festival 2026 2.Licence Agreement – Pickering Rotary Ribfest 2026 3.Licence Agreement – Chariot Fest 2026 4.Licence Agreement – Pickering Food Truck Festival 2026 Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Krystal Roberts Laura Gibbs, MBA, MSc. Manager, Cultural Services Director, Community Services LG :im Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Pickering Dragon Boat Festival 2026 - Licence Agreement 1 Attachment 1 to Report CS 30-25 This Licence Agreement is made this Choose an item. day Month of , Choose an item.. Between: Alkame Dragon Boat Services hereafter known as (“the Licensee”) -and – The Corporation of the City of Pickering (the "City") Whereas the City owns the lands (the “Lands”) shown outlined in red on Schedule “A” which includes Bruce Hanscomb Memorial Park and; Whereas the Licensee wishes to use the Lands for the purpose of running a community festival called Pickering Dragon Boat Festival hereafter known as (the “Event”); Whereas the Event consists of dragon boat races, liquor sales, and concession services, and; Whereas the City is prepared to permit such use on the terms and subject to the conditions set out in this Licence. Now Therefore the City and the Licensee agree as follows: Licence 1.The City grants to the Licensee a non-exclusive licence to occupy and use the Lands for the purpose of running the event on the terms and subject to the conditions set out in this licence. 2.No agreements will be approved until previous outstanding balances to the City have been paid. Term 3.The term of this Licence shall be eight (8) days commencing Sunday, May 24, 2026, at 7:00 AM and ending Sunday, May 31, 2026, at 11:00 PM, unless terminated earlier in accordance with Section 3. 4.If at any time the Licensee is in default in the performance of any of the obligations under this Licence, the City shall have the right to terminate this Licence forthwith upon giving verbal notice of termination to the Licensee or one of its representatives and thereupon all the rights of the Licensee shall immediately cease and the City shall not be liable for payment to the Licensee of any moneys, damages or losses whatsoever by reason of such termination. Pickering Dragon Boat Festival 2026 - Licence Agreement 2 Fees 5. The Licensee shall not be required to pay to the City any fee for this Licence, but shall be responsible for payment of all applicable park permit, non-City permit, licence, staffing charges, and approval fees. Applicable Laws 6. The Licensee shall comply strictly with all applicable laws, by -laws, rules and regulations governing its use of the Lands for the Event purposes including the City’s Noise By-law, Traffic and Parking By -laws, the Ontario Building Code, and all applicable requirements of the Technical Standards & Safety Authority (“TSSA”). 7. The Licensee, where applicable, shall obtain all necessary permits, licenses and approvals that may be required in connection with its use of the Lands for the Event purposes including, but not limited to: (a)Liquor licence (City Clerk’s Office and Alcohol and Gaming Commission of Ontario); beverage service plan approval (Community Services Department); (b) Carnival licence (Municipal Law Enforcement Services); (c )Park permit, road occupancy permit, road and parking lot closure approvals, electrical safety approval and approvals/locates for any staking or subsurface work (Engineering Services); (d)Site plan approval (Corporate Events Team ); (e)Tents constructed must comply with permitting under the Building Code Act, Ontario Building Code (OBC) and the City’s Temporary Tent Standard Operating Procedure (City Development Department); (f ) Utility locates for staking & grounding will be provided by the event organizers or the operators and completed by a Certified Public Utility Locator with DPT accreditation (DTP – Damage Prevention Technician) such as Ontario One-Call. The proof of locates documentation must be provided and inspected by a designated City of Pickering representative prior to the event; (g)Parade permit through City of Pickering Municipal Law Enforcement Services, Durham Region Police Serv ice and when required Region of Durham . (h)Portable washroom facilities, hand wash sinks/stations, garbage disposal, and food safety (Durham Region Health Department); If the Licensee is going to confiscate attendees’ water/water bottles upon entry into the event then it shall provide and ensure that a free source of drinking water is continuously available and accessible to all attendees following their entry into the event; (i)Water hydrant permit (Durham Region Works Department); Pickering Dragon Boat Festival 2026 - Licence Agreement 3 (j)Sign permits (Municipal Law Enforcement Services, City of Pickering and Durham Region Works Department depending on sign location); (k )TSSA inspection and approval of all amusement rides; 8.In accordance with Regional Smoke Free By -law Number 28-2019, no-smoking and no-vaping signs shall be posted in a conspicuous manner at each entrance to the Event to indicate that smoking and vaping are prohibited. 9.The City of Pickering reserves the right to approve any use of the City of Pickering logo, prior to production or distribution. 10.As the park permit holder, the Licensee is entitled to designate the event as a pet free event. Events with the primary purpose of selling/consuming food must be pet free. Should the Event be designated as pet-free, the Licensee shall be responsible for prohibiting pets from accessing Esplanade Park during the Event, and shall promote and publicize the “no pets” policy prior to commencement of the Event. Vendors 11. The Licensee shall not be required to obtain a hawker and peddler licence from the City . 12.All vendors are subject to pre-approval by the City prior to being allowed on the Lands. 13. The Licensee shall supply to the City a complete list of all vendors and the products that they are selling 2 weeks in advance of the event. 14.Festival organizers will not solicit or accept vendors or advertising from companies whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from: •the sale of cigarettes, cigars or any tobacco product or material; •the sale of any cannabis product or material; •the sale of an e-substance, electronic cigarette or vapour product or material; •pornography •the support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products 15.The City has the right to pre-approve all vendors coming onto City Lands and will not allow vendors or advertising, either directly or through third party arrangements, that: •Violate any City policy or agreement •Convey a negative religious message that might be deemed prejudicial to religious groups. •Promote alcohol and other addictive substances, at venues / events 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. •Directly compete with City programs or services (this includes but is not limited to fitness, camps, ice rentals, banquet hall rentals, museums, municipalities.) Pickering Dragon Boat Festival 2026 - Licence Agreement 4 16.The City has the right to approve the placement of vendors throughout the park. A final site plan, including all vendors, must be provided for approval to the City to ensure layout considers clear site lines, walking paths, patron safety . Maximum event capacity will be determined based on the contents of the final approved site plan. Fire Safety 17.Prior to operation of the Event, the Licensee must schedule a fire inspection to be carried out by City of Pickering Fire Services for commercial cooking equipment. Inspections are not required for listed small portable cooking equipment (i.e. outdoor ovens, smokers, charcoal, electric or propane barbeques, etc.) that is located outdoors in an unenclosed area. If required, a schedule for subsequent site inspections will be determined by Fire Services, prior to which such equipment cannot be operated without the approval of Pickering Fire Services staff. 18. The Licensee shall maintain a clear and unobstructed 5 meter access route into the Event area to allow for responding emergency vehicles during the Event. This route is subject to preapproval by Fire Services as part of site plan review. 19. The Licensee shall ensure that a minimum unobstructed distance of 3 meters is marked and maintained in all directions from all fire hydrants. 20.O nly TSSA approved gaseous fuel burning appliances are to be used. Documentation of TSSA approval must be onsite and available for review. 21.Cylinders containing compressed gas shall be protected against mechanical damage, and stored to hold them securely in place. 22.Portable fire extinguishers (a)Portable fire extinguishers shall be present at each booth/vendor operating cooking equipment and any location serving alcoholic beverages. Extinguishers must be properly rated for the hazard present. Portable extinguishers shall be kept operable and fully charged. (b)Portable extinguishers shall be located so that they are easily seen and shall be accessible at all times. (c)Portable extinguishers in proximity to a fire hazard shall be located so as to be accessible without exposing the operator to undue risk. (d)Event staff must be familiar with the safe operation of portable fire extinguishers in their work area. 23.Bins containing solid fuel (e.g. wood) must be located a minimum of 1.2 meters from any heat producing appliance, such as a barbeque. Utilities 24. The Licensee and its employees, agents and contractors, including its electrical support group, is prohibited from altering City electrical infrastructure, and is only permitted to use existing outlets. If additional power is required, generators must be brought in at the expense of the Licensee. Should there be an electrical concern during an event, City electrical staff will call in the City’s contractor and repairs will be the City’s cost unless it is proven that the Licensee Pickering Dragon Boat Festival 2026 - Licence Agreement 5 altered, overloaded the City electrical system. Note: All outlets are a standard 15 amp GFI service. 25.The Licensee is required to engage the services of a licenced electrical contractor or may choose to engage the City’s contractor who shall obtain all the necessary Ontario Electrical Safety Association inspections and approvals. 26.Licensee shall be responsible for electrical work outside of City parks including, provision and installation of power supplies and for obtaining Ontario Electrical Safety Association inspections and approvals. Any required electrical work shall be at the expense of the Licensee. 27.The City assumes no responsibility to the Licensee for the temporary or unavoidable interruption of the supply of any public utility service due to any cause whatsoever . 28. The Licensee will ensure where staking of tents or equipment and/or grounding of electrical equipment requires underground utility locates to be obtained by the event organizers or service providers (i.e. Rides or Carnivals) that the proof of all utility locates (required paperwork) will be provided for inspection/verification, to the designated City representative 2 days in advance of the installation of the ride(s) or staking. 29. The Licensee is responsible for arranging access to a public water source through the Region of Durham. Hours of Operation 30.Subject to any other regulatory approval (e.g. liquor licence), the Licensee shall ensure public access to the Event is restricted to the following hours: Weekday/Month/Year Time Start Time End Saturday, May 30, 2026 6:00 am 6:00 pm Sunday, May 31, 2026 6:00 am 6:00 pm M aintenance 31.The Licensee shall maintain the Lands in the same clean, sanitary and attractive condition as they exist prior to at the start of the Event, and at the end of the Event shall repair or replace any damage to the Lands. The Licensee shall restore the Lands to their original condition prior to the end of the Event; with the exception of any flower beds. Any damage or clean-up left at the end of the event will be completed by the City’s designated contractor at the expense of the Festival/Events Partner. 32. The Licensee shall ensure all power cords have been covered to avoid tripping hazards. 33.In Esplanade Park , the event areas include the cenotaph. The Licensee will arrange to fence off the Cenotaph as applicable. Please note that fencing may be approved for removal during official ceremonies. In these cases, the fencing will be reconstructed in order to avoid damage and vandalism once the ceremony is complete. Pickering Dragon Boat Festival 2026 - Licence Agreement 6 Waste Management 34. The Licensee shall comply with the Sustainable Event Guidelines – Waste Management Plan, and provide recyclable containers wherever and whenever possible. 35.The City agrees to provide the Licensee with keys for permanent waste removal fixtures within the park , for the duration of the Event. 36. The Licensee will ensure that additional waste disposal bins are placed throughout the park for participants, designated by waste type, and arrange for timely pick -ups throughout the Event. 37. The Licensee is responsible for ensuring all vendors and participants are properly disposing their waste in the correct containers and bins. The Licensee shall provide vendors with a designated bin for convenient disposal. 38. The Licensee will include in their waste management plan the collection of waste throughout the event to remove from vendor and participant areas, and remove all waste from the site. Road and Sidewalk Closures 39.The City will make provisions to close roads, sidewalks and walkways as noted below . 40. The City will post notification and promote through service disruption the right of the Licensee event to block sidewalks as noted below. 41. The Licensee agrees to staff and maintain access points for emergency services, vendors, and the public during all hours of operation. The Licensee will provide staffing for any fire route gate deemed required by the City and ensure there is no parking in that space. Road Closures Parameters Date/time start Date/time end Sidewalk /Walkway Closures Parameters Date/time start Date/time end 42. The Licensee and the City will make provisions for Durham Regional Auxiliary Police assistance for a rolling closure during parades. The form -up will take place as noted in schedule B parade route, if applicable. Vehicular Access | Parking 43. The Licensee can allow event vendor vehicles and food trucks into City parks. All vehicles must be walked in by Festival/Event volunteer/staff person wearing a safety vest, to ensure public safety. Pickering Dragon Boat Festival 2026 - Licence Agreement 7 44.D amage caused by vehicles at the Event will be repaired by the City at the expense of the Licensee. 45.The City agrees to give exclusive access to portions of parking areas as shown in schedule A for the operation of the Event, as noted below . Permits will be issued following the receipt of all required insurances and payment of scheduled applicable fees. Parking Lot Portion Date start Time start Date end Time end Signage 46. The Licensee shall not exhibit or allow to be exhibited on the Lands any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 47.The City of Pickering reserves the right to approve any application or use of the City of Pickering Logo prior to production or distribution. 48.Promotional event signage must follow the City and Regional Sign bylaw and be submitted for approval to the City and Region of Durham as required. Approval must be received prior to installation. 49.When available the City will allocate City Sign resources to support partner events. Staffing 50. The Licensee shall provide and pay for all personnel and supplies required for its purposes, including City Bylaw Officers, paid police duty as deemed necessary by the Durham Regional Police Service. 51.When required, City Bylaw Officers will be paired by the Licensee with Pay Duty Police Officers, for the duration of their shift. 52. The Licensee shall ensure that all rules of the ACGO are strictly adhered to and that alcoholic beverage services are organized, led and served only by persons with Smart Serve Certification 53.N o roaming server(s) shall card or provide wristbands to patrons at any time during the Event. Roaming servers may only serve patrons until dusk. 54. The Licensee will assign Festival/Event staff or Licenced Security Guards with Smart Serve Certification to operate a designated ID carding and stamping/wristband area. 55. The Licensee organizing parades will assign a Parade Marshall in addition to the event lead. Parade Marshal to attend Parade planning meetings with the event lead, be on hand the day of the event to organize floats, and communicate with both City staff / Durham Regional Police Pickering Dragon Boat Festival 2026 - Licence Agreement 8 Auxiliary. The Licensee with City Staff will coordinate parade route and safety measures with City Staff and Durham Regional Police Auxiliary. A ccessibility 56. The Licensee shall ensure that all staff and volunteers have accessibility training, as per section 6 of Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act, 2005 : 6.(1) every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services with disabilities: 1.Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee agent, volunteer or otherwise. 2.Every person who participates in developing the provider’s policies, practices and procedures governing the provision of goods or services to members of the public or third parties. Serve-Ability Training Program must be completed by all involv ed in the ev ent. The Licensee must complete and submit a signed Training Ack nowledgement Form to confirm the completion of training; which shall be f orwarded to the designated City staff person one week prior to the event. Emergency Preparedness 57. The Licensee shall ensure that appropriate first aid equipment and appropriately trained first responders are present throughout the event. 58. The Licensee shall prepare emergency plans for approval by the City’s Community Services Department. 59. The Licensee shall comply with the City of Pickering’s Emergency Weather Standard Operations Procedure (SOP) during event operations. 60.C ity of Pickering reserves the right to cancel, delay and/or postpone the event due to severe weather conditions. Insurance 61. The Licensee, at its own expense, shall provide, (a)Comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, Pickering Dragon Boat Festival 2026 - Licence Agreement 9 non-owned automobile liability, death and property damage, on an occurrence basis with respect to the Licensee use and occupancy of the Lands, with coverage for any one occurrence or claim of not less than $5,000,000, which insurance shall protect the City in respect of claims by the Licensee as if the City was separately insured and which shall contain a cross liability clause; and (b)A certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the term. 62. The Licensee shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, The Licensee shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Lands, the Licensee shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the Licensee shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the Licensee. Liability and Indemnification 63.The City shall not be liable to the Licensee for any loss of or damage to any equipment or inventory used in connection with the Event, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence or willful misconduct of the City, its servants, agents or employees. 64.O nce any equipment is erected on the Lands, the Licensee shall provide overnight security and the Lands shall become the Licensee responsibility. 65. The Licensee shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of the Licensee use and occupation of the Lands. 66.The City, its servants, employees and agents shall not be liable or responsible in any way whatsoever for any personal injury or death that may be suffered by the Licensee, its servants or agents or any other person who may be on the Lands in connection with the use or purposes of the Licensee or for any loss or damage to property of any person unless the such loss was caused by the negligence or willful misconduct of the City, its servants, agents, employees or those person for whom the City is in law responsible. The Licensee shall defend and indemnify the City, its servants, employees, agents, and elected officials from all such claims. G eneral 67.The City shall have the right to enter the Lands at any time for any reason. 68. The Licensee agrees to ensure activities are limited to the details submitted in the Festival and Events application (see attached). Pickering Dragon Boat Festival 2026 - Licence Agreement 10 69. The Licensee shall not alter, add to or vary in any way any part of the Lands without the prior approval of the City. 70.This Licence shall not be assignable by the Licensee without the consent of the City, which consent may be arbitrarily refused. 71.This Licence shall to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 72.The recitals at the head of this Licence are true and accurate and form a part hereof. 73.N o amendment to this Licence shall be effective unless it is in writing and signed by both parties. 74.The Parties hereto acknowledge and agree that their relationship is restricted to that of Licensor and Licensee and nothing in this Agreement expands or changes the nature of that relationship. 75.This Agreement shall be governed by the law of the Province of Ontario. 76.This Agreement represents the entire agreement between the Parties. In Witness Whereof the City and the Licensee have signed this Licence. Alkame Dragon Boat Services First Name Last Name, Title I have the authority to bind the corporation The Corporation of the City of Pickering Kevin Ashe, Mayor Susan Cassel, City Clerk Pickering Rotary Ribfest 2026 - Licence Agreement 1 Attachment 2 to Report CS 30-25 This Licence Agreement is made this Choose an item. day Month of , Choose an item.. Between: Rotary Club of Pickering hereafter known as (“the Licensee”) -and – The Corporation of the City of Pickering (the "City") Whereas the City owns the lands (the “Lands”) shown outlined in red on Schedule “A” which includes The Esplanade Park, portions of The Esplanade South road allowances, and the Civic Complex Parking Lot and; Whereas the Licensee wishes to use the Lands for the purpose of running a community festival called Pickering Rotary Ribfest hereafter known as (the “Event”); Whereas the Event consists of ribbers, carnival, liquor service, vendors and live entertainment; and Whereas the City is prepared to permit such use on the terms and subject to the conditions set out in this Licence. Now Therefore the City and the Licensee agree as follows: Licence 1.The City grants to the Licensee a non-exclusive licence to occupy and use the Lands for the purpose of running the event on the terms and subject to the conditions set out in this licence. 2.No agreements will be approved until previous outstanding balances to the City have been paid. Term 3.The term of this Licence shall be seven (7) days commencing Tuesday, June 16, 2026, at 7:00 AM and ending Monday June 22, 2026, at 12:00 PM , unless terminated earlier in accordance with Section 3. Pickering Rotary Ribfest 2026 - Licence Agreement 2 4.If at any time the Licensee is in default in the performance of any of the obligations under this Licence, the City shall have the right to terminate this Licence forthwith upon giving verbal notice of termination to the Licensee or one of its representatives and thereupon all the rights of the Licensee shall immediately cease and the City shall not be liable for payment to the Licensee of any moneys, damages or losses whatsoever by reason of such termination. Fees 5. The Licensee shall not be required to pay to the City any fee for this Licence, but shall be responsible for payment of all applicable park permit, non-City permit, licence, staffing charges, and approval fees. Applicable Laws 6. The Licensee shall comply strictly with all applicable laws, by -laws, rules and regulations governing its use of the Lands for the Event purposes including the City’s Noise By-law, Traffic and Parking By -laws, the Ontario Building Code, and all applicable requirements of the Technical Standards & Safety Authority (“TSSA”). 7. The Licensee, where applicable, shall obtain all necessary permits, licenses and approvals that may be required in connection with its use of the Lands for the Event purposes including, but not limited to: (a)Liquor licence (City Clerk’s Office and Alcohol and Gaming Commission of Ontario); beverage service plan approval (Community Services Department); (b)Carnival licence (Municipal Law Enforcement Services); (c )Park permit, road occupancy permit, road and parking lot closure approvals, electrical safety approval and approvals/locates for any staking or subsurface work (Engineering Services); (d)Site plan approval (Corporate Events Team ); (e)Tents constructed must comply with permitting under the Building Code Act, Ontario Building Code (OBC) and the City’s Temporary Tent Standard Operating Procedure (City Development Department); (f ) Utility locates for staking & grounding will be provided by the event organizers or the operators and completed by a Certified Public Utility Locator with DPT accreditation (DTP – Damage Prevention Technician) such as Ontario One-Call. The proof of locates documentation must be provided and inspected by a designated City of Pickering representative prior to the event; (g)Parade permit through City of Pickering Municipal Law Enforcement Services, Durham Region Police Serv ice and when required Region of Durham . (h)Portable washroom facilities, hand wash sinks/stations, garbage disposal, and food safety (Durham Region Health Department); If the Licensee is going to confiscate Pickering Rotary Ribfest 2026 - Licence Agreement 3 attendees’ water/water bottles upon entry into the event then it shall provide and ensure that a free source of drinking water is continuously available and accessible to all attendees following their entry into the event; (i)Water hydrant permit (Durham Region Works Department); (j)Sign permits (Municipal Law Enforcement Services, City of Pickering and Durham Region Works Department depending on sign location); (k )TSSA inspection and approval of all amusement rides; 8.In accordance with Regional Smoke Free By -law Number 28-2019, no-smoking and no-vaping signs shall be posted in a conspicuous manner at each entrance to the Event to indicate that smoking and vaping are prohibited. 9.The City of Pickering reserves the right to approve any use of the City of Pickering logo, prior to production or distribution. 10.As the park permit holder, the Licensee is entitled to designate the event as a pet free event. Events with the primary purpose of selling/consuming food must be pet free. Should the Event be designated as pet-free, the Licensee shall be responsible for prohibiting pets from accessing Esplanade Park during the Event, and shall promote and publicize the “no pets” policy prior to commencement of the Event. Vendors 11. The Licensee shall not be required to obtain a hawker and peddler licence from the City . 12.All vendors are subject to pre-approval by the City prior to being allowed on the Lands. 13. The Licensee shall supply to the City a complete list of all vendors and the products that they are selling 2 weeks in advance of the event. 14.Festival organizers will not solicit or accept vendors or advertising from companies whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from: •the sale of cigarettes, cigars or any tobacco product or material; •the sale of any cannabis product or material; •the sale of an e-substance, electronic cigarette or vapour product or material; •pornography •the support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products 15.The City has the right to pre-approve all vendors coming onto City Lands and will not allow vendors or advertising, either directly or through third party arrangements, that: •Violate any City policy or agreement •Convey a negative religious message that might be deemed prejudicial to religious groups. •Promote alcohol and other addictive substances, at venues / events geared primarily to children. Pickering Rotary Ribfest 2026 - Licence Agreement 4 •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. •Directly compete with City programs or services (this includes but is not limited to fitness, camps, ice rentals, banquet hall rentals, museums, municipalities.) 16.The City has the right to approve the placement of vendors throughout the park. A final site plan, including all vendors, must be provided for approval to the City to ensure layout considers clear site lines, walking paths, patron safety . Maximum event capacity will be determined based on the contents of the final approved site plan. Fire Safety 17.Prior to operation of the Event, the Licensee must schedule a fire inspection to be carried out by City of Pickering Fire Services for commercial cooking equipment. Inspections are not required for listed small portable cooking equipment (i.e. outdoor ovens, smokers, charcoal, electric or propane barbeques, etc.) that is located outdoors in an unenclosed area. If required, a schedule for subsequent site inspections will be determined by Fire Services, prior to which such equipment cannot be operated without the approval of Pickering Fire Services staff. 18. The Licensee shall maintain a clear and unobstructed 5 meter access route into the Event area to allow for responding emergency vehicles during the Event. This route is subject to preapproval by Fire Services as part of site plan review. 19. The Licensee shall ensure that a minimum unobstructed distance of 3 meters is marked and maintained in all directions from all fire hydrants. 20.O nly TSSA approved gaseous fuel burning appliances are to be used. Documentation of TSSA approval must be onsite and available for review. 21.C ylinders containing compressed gas shall be protected against mechanical damage, and stored to hold them securely in place. 22.Portable fire extinguishers (a)Portable fire extinguishers shall be present at each booth/vendor operating cooking equipment and any location serving alcoholic beverages. Extinguishers must be properly rated for the hazard present. Portable extinguishers shall be kept operable and fully charged. (b)Portable extinguishers shall be located so that they are easily seen and shall be accessible at all times. (c)Portable extinguishers in proximity to a fire hazard shall be located so as to be accessible without exposing the operator to undue risk. (d)Event staff must be familiar with the safe operation of portable fire extinguishers in their work area. 23.Bins containing solid fuel (e.g. wood) must be located a minimum of 1.2 meters from any heat producing appliance, such as a barbeque. Pickering Rotary Ribfest 2026 - Licence Agreement 5 Utilities 24. The Licensee and its employees, agents and contractors, including its electrical support group, is prohibited from altering City electrical infrastructure, and is only permitted to use existing outlets. If additional power is required, generators must be brought in at the expense of the Licensee. Should there be an electrical concern during an event, City electrical staff will call in the City’s contractor and repairs will be the City’s cost unless it is proven that the Licensee altered, overloaded the City electrical system. Note: All outlets are a standard 15 amp GFI service. 25.The Licensee is required to engage the services of a licenced electrical contractor or may choose to engage the City’s contractor who shall obtain all the necessary Ontario Electrical Safety Association inspections and approvals. 26.The Licensee shall be responsible for electrical work outside of City parks including, provision and installation of power supplies and for obtaining Ontario Electrical Safety Association inspections and approvals. Any required electrical work shall be at the expense of the Licensee. 27.The City assumes no responsibility to the Licensee for the temporary or unavoidable interruption of the supply of any public utility service due to any cause whatsoever . 28. The Licensee will ensure where staking of tents or equipment and/or grounding of electrical equipment requires underground utility locates to be obtained by the event organizers or service providers (i.e. Rides or Carnivals) that the proof of all utility locates (required paperwork) will be provided for inspection/verification, to the designated City representative 2 days in advance of the installation of the ride(s) or staking. 29. The Licensee is responsible for arranging access to a public water source through the Region of Durham. Hours of Operation 30.Subject to any other regulatory approval (e.g. liquor licence), the Licensee shall ensure public access to the Event is restricted to the following hours: Weekday/Month/Year Time Start Time End Friday, June 19, 2026 11:00 am 10:00 pm (9:00 pm gate closure) Saturday, June 20, 2026 11:00 am 10:00 pm (9:00 pm gate closure) Sunday, June 21, 2026 11:00 am 8:00 pm (7:00 pm gate closure) M aintenance 31.The Licensee shall maintain the Lands in the same clean, sanitary and attractive condition as they exist prior to at the start of the Event, and at the end of the Event shall repair or replace any damage to the Lands. The Licensee shall restore the Lands to their original condition prior to the end of the Event; with the exception of any flower beds. Any damage or clean-up left at the end of the event will be completed by the City’s designated contractor at the expense of the Festival/Events Partner. Pickering Rotary Ribfest 2026 - Licence Agreement 6 32. The Licensee shall ensure all power cords have been covered to avoid tripping hazards. 33.In Esplanade Park , the event areas include the cenotaph. The Licensee will arrange to fence off the Cenotaph as applicable. Please note that fencing may be approved for removal during official ceremonies. In these cases, the fencing will be reconstructed in order to avoid damage and vandalism once the ceremony is complete. Waste Management 34. The Licensee shall comply with the Sustainable Event Guidelines – Waste Management Plan, and provide recyclable containers wherever and whenever possible. 35.The City agrees to provide the Licensee with keys for permanent waste removal fixtures within the park , for the duration of the Event. 36. The Licensee will ensure that additional waste disposal bins are placed throughout the park for participants, designated by waste type, and arrange for timely pick -ups throughout the Event. 37. The Licensee is responsible for ensuring all vendors and participants are properly disposing their waste in the correct containers and bins. The Licensee shall provide vendors with a designated bin for convenient disposal. 38. The Licensee will include in their waste management plan the collection of waste throughout the event to remove from vendor and participant areas, and remove all waste from the site. Road and Sidewalk Closures 39.The City will make provisions to close roads, sidewalks and walkways as noted below . 40. The City will post notification and promote through service disruption the right of the Licensee event to block sidewalks as noted below. 41. The Licensee agrees to staff and maintain access points for emergency services, vendors, and the public during all hours of operation. The Licensee will provide staffing for any fire route gate deemed required by the City and ensure there is no parking in that space. Road Closures Parameters Date/time start Date/time end Esplanade South Civic Complex Parking Lot to Valley Farm Road Thursday, June 18. 2026 7:00 am Monday, June 22, 2026 12:00 pm Sidewalk /Walkway Closures Parameters Date/time start Date/time end Esplanade South Valley Farm Road to Glenanna Road Thursday, June 18, 2026 7:00 am Monday, June 22, 2026 12:00 pm Esplanade Park Throughways Thursday, June 18, 2026 7:00 am Monday, June 22, 2026 12:00 pm Pickering Rotary Ribfest 2026 - Licence Agreement 7 42. The Licensee and the City will make provisions for Durham Regional Auxiliary Police assistance for a rolling closure during parades. The form -up will take place as noted in schedule B parade route, if applicable. Vehicular Access | Parking 43. The Licensee can allow event vendor vehicles and food trucks into City parks. All vehicles must be walked in by Festival/Event volunteer/staff person wearing a safety vest, to ensure public safety. 44.D amage caused by vehicles at the Event will be repaired by the City at the expense of the Licensee. 45.The City agrees to give exclusive access to portions of parking areas as shown in schedule A for the operation of the Event, as noted below . Permits will be issued following the receipt of all required insurances and payment of scheduled applicable fees. Parking Lot Portion Date start Time start Date end Time end Civic Complex Parking Lot Full Lot Tuesday, June 16, 2026 7:00 am to Monday, June 22, 2026 6:00 am Signage 46. The Licensee shall not exhibit or allow to be exhibited on the Lands any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 47.The City of Pickering reserves the right to approve any application or use of the City of Pickering Logo prior to production or distribution. 48.Promotional event signage must follow the City and Regional Sign bylaw and be submitted for approval to the City and Region of Durham as required. Approval must be received prior to installation. 49.When available the City will allocate City Sign resources to support partner events. Staffing 50. The Licensee shall provide and pay for all personnel and supplies required for its purposes, including City Bylaw Officers, paid police duty as deemed necessary by the Durham Regional Police Service. 51.When required, City Bylaw Officers will be paired by the Licensee with Pay Duty Police Officers, for the duration of their shift. 52. The Licensee shall ensure that all rules of the ACGO are strictly adhered to and that alcoholic beverage services are organized, led and served only by persons with Smart Serve Certification Pickering Rotary Ribfest 2026 - Licence Agreement 8 53.N o roaming server(s) shall card or provide wristbands to patrons at any time during the Event. Roaming servers may only serve patrons until dusk. 54. The Licensee will assign Festival/Event staff or Licenced Security Guards with Smart Serve Certification to operate a designated ID carding and stamping/wristband area. 55. The Licensee organizing parades will assign a Parade Marshall in addition to the event lead. Parade Marshal to attend Parade planning meetings with the event lead, be on hand the day of the event to organize floats, and communicate with both City staff / Durham Regional Police Auxiliary. The Licensee with City Staff will coordinate parade route and safety measures with City Staff and Durham Regional Police Auxiliary. A ccessibility 56. The Licensee shall ensure that all staff and volunteers have accessibility training, as per section 6 of Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act, 2005 : 6.(1) every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services with disabilities: 1.Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee agent, volunteer or otherwise. 2.Every person who participates in developing the provider’s policies, practices and procedures governing the provision of goods or services to members of the public or third parties. Serve-Ability Training Program must be completed by all involv ed in the ev ent. The Licensee must complete and submit a signed Training Ack nowledgement Form to confirm the completion of training; which shall be f orwarded to the designated City staff person one week prior to the event. Emergency Preparedness 57. The Licensee shall ensure that appropriate first aid equipment and appropriately trained first responders are present throughout the event. 58. The Licensee shall prepare emergency plans for approval by the City’s Community Services Department. 59. The Licensee shall comply with the City of Pickering’s Emergency Weather Standard Operations Procedure (SOP) during event operations. Pickering Rotary Ribfest 2026 - Licence Agreement 9 60.City of Pickering reserves the right to cancel, delay and/or postpone the event due to severe weather conditions. Insurance 61. The Licensee, at its own expense, shall provide, (a)Comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the Licensee use and occupancy of the Lands, with coverage for any one occurrence or claim of not less than $5,000,000, which insurance shall protect the City in respect of claims by the Licensee as if the City was separately insured and which shall contain a cross liability clause; and (b)A certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the term. 62. The Licensee shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, The Licensee shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Lands, the Licensee shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the Licensee shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the Licensee. Liability and Indemnification 63.The City shall not be liable to the Licensee for any loss of or damage to any equipment or inventory used in connection with the Event, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence or willful misconduct of the City, its servants, agents or employees. 64.O nce any equipment is erected on the Lands, the Licensee shall provide overnight security and the Lands shall become the Licensee responsibility. 65. The Licensee shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of the Licensee use and occupation of the Lands. 66.The City, its servants, employees and agents shall not be liable or responsible in any way whatsoever for any personal injury or death that may be suffered by the Licensee, its servants or agents or any other person who may be on the Lands in connection with the use or purposes of the Licensee or for any loss or damage to property of any person unless the such loss was caused by the negligence or willful misconduct of the City, its servants, agents, employees or those person for whom the City is in law responsible. The Licensee shall defend Pickering Rotary Ribfest 2026 - Licence Agreement 10 and indemnify the City, its servants, employees, agents, and elected officials from all such claims. G eneral 67.The City shall have the right to enter the Lands at any time for any reason. 68. The Licensee agrees to ensure activities are limited to the details submitted in the Festival and Events application (see attached). 69. The Licensee shall not alter, add to or vary in any way any part of the Lands without the prior approval of the City. 70.This Licence shall not be assignable by the Licensee without the consent of the City, which consent may be arbitrarily refused. 71.This Licence shall to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 72.The recitals at the head of this Licence are true and accurate and form a part hereof. 73.No amendment to this Licence shall be effective unless it is in writing and signed by both parties. 74.The Parties hereto acknowledge and agree that their relationship is restricted to that of Licensor and Licensee and nothing in this Agreement expands or changes the nature of that relationship. 75.This Agreement shall be governed by the law of the Province of Ontario. 76.This Agreement represents the entire agreement between the Parties. In Witness Whereof the City and the Licensee have signed this Licence. Rotary Club of Pickering First Name Last Name, Title I have the authority to bind the corporation Pickering Rotary Ribfest 2026 - Licence Agreement 11 The Corporation of the City of Pickering Kevin Ashe, Mayor Susan Cassel, City Clerk Chariot Fest 2026 - Licence Agreement 1 Attachment 3 to Report CS 30-25 This Licence Agreement is made this Choose an item. day Month of , Choose an item.. Between: International Society for Krishna Consciousness (ISKCON Durham) hereafter known as (“the Licensee”) -and – The Corporation of the City of Pickering (the "City") Whereas the City owns the lands (the “Lands”) shown outlined in red on Schedule “A” which includes The Esplanade Park and portions of The Esplanade South road allowances and; Whereas the Licensee wishes to use the Lands for the purpose of running a community festival called Chariot Fest hereafter known as (the “Event”); Whereas the Event consists of chariot procession, live entertainment, prasadam, and vendors; and Whereas the City is prepared to permit such use on the terms and subject to the conditions set out in this Licence. Now Therefore the City and the Licensee agree as follows: Licence 1.The City grants to the Licensee a non-exclusive licence to occupy and use the Lands for the purpose of running the event on the terms and subject to the conditions set out in this licence. 2.No agreements will be approved until previous outstanding balances to the City have been paid. Term 3.The term of this Licence shall be two (2) days commencing Friday, July 17, 2026, at 7:00 AM and ending Saturday July 18, 2026, at 11:00 PM , unless terminated earlier in accordance with Section 3. 4.If at any time the Licensee is in default in the performance of any of the obligations under this Licence, the City shall have the right to terminate this Licence forthwith upon giving verbal notice of termination to the Licensee or one of its representatives and thereupon all the rights of the Licensee shall immediately cease and the City shall not be liable for payment to the Licensee of any moneys, damages or losses whatsoever by reason of such termination. Chariot Fest 2026 - Licence Agreement 2 Fees 5. The Licensee shall not be required to pay to the City any fee for this Licence, but shall be responsible for payment of all applicable park permit, non-City permit, licence, staffing charges, and approval fees. Applicable Laws 6. The Licensee shall comply strictly with all applicable laws, by -laws, rules and regulations governing its use of the Lands for the Event purposes including the City’s Noise By-law, Traffic and Parking By -laws, the Ontario Building Code, and all applicable requirements of the Technical Standards & Safety Authority (“TSSA”). 7. The Licensee, where applicable, shall obtain all necessary permits, licenses and approvals that may be required in connection with its use of the Lands for the Event purposes including, but not limited to: (a)Liquor licence (City Clerk’s Office and Alcohol and Gaming Commission of Ontario); beverage service plan approval (Community Services Department); (b)Carnival licence (Municipal Law Enforcement Services); (c )Park permit, road occupancy permit, road and parking lot closure approvals, electrical safety approval and approvals/locates for any staking or subsurface work (Engineering Services); (d)Site plan approval (Corporate Events Team ); (e)Tents constructed must comply with permitting under the Building Code Act, Ontario Building Code (OBC) and the City’s Temporary Tent Standard Operating Procedure (City Development Department); (f ) Utility locates for staking & grounding will be provided by the event organizers or the operators and completed by a Certified Public Utility Locator with DPT accreditation (DTP – Damage Prevention Technician) such as Ontario One-Call. The proof of locates documentation must be provided and inspected by a designated City of Pickering representative prior to the event; (g)Parade permit through City of Pickering Municipal Law Enforcement Services, Durham Region Police Serv ice and when required Region of Durham . (h)Portable washroom facilities, hand wash sinks/stations, garbage disposal, and food safety (Durham Region Health Department); If the Licensee is going to confiscate attendees’ water/water bottles upon entry into the event then it shall provide and ensure that a free source of drinking water is continuously available and accessible to all attendees following their entry into the event; (i)Water hydrant permit (Durham Region Works Department); Chariot Fest 2026 - Licence Agreement 3 (j)Sign permits (Municipal Law Enforcement Services, City of Pickering and Durham Region Works Department depending on sign location); (k )TSSA inspection and approval of all amusement rides; 8.In accordance with Regional Smoke Free By -law Number 28-2019, no-smoking and no-vaping signs shall be posted in a conspicuous manner at each entrance to the Event to indicate that smoking and vaping are prohibited. 9.The City of Pickering reserves the right to approve any use of the City of Pickering logo, prior to production or distribution. 10.As the park permit holder, the Licensee is entitled to designate the event as a pet free event. Events with the primary purpose of selling/consuming food must be pet free. Should the Event be designated as pet-free, the Licensee shall be responsible for prohibiting pets from accessing Esplanade Park during the Event, and shall promote and publicize the “no pets” policy prior to commencement of the Event. Vendors 11. The Licensee shall not be required to obtain a hawker and peddler licence from the City . 12.All vendors are subject to pre-approval by the City prior to being allowed on the Lands. 13. The Licensee shall supply to the City a complete list of all vendors and the products that they are selling 2 weeks in advance of the event. 14.Festival organizers will not solicit or accept vendors or advertising from companies whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from: •the sale of cigarettes, cigars or any tobacco product or material; •the sale of any cannabis product or material; •the sale of an e-substance, electronic cigarette or vapour product or material; •pornography •the support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products 15.The City has the right to pre-approve all vendors coming onto City Lands and will not allow vendors or advertising, either directly or through third party arrangements, that: •Violate any City policy or agreement •Convey a negative religious message that might be deemed prejudicial to religious groups. •Promote alcohol and other addictive substances, at venues / events 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. Chariot Fest 2026 - Licence Agreement 4 •Directly compete with City programs or services (this includes but is not limited to fitness, camps, ice rentals, banquet hall rentals, museums, municipalities.) 16.The City has the right to approve the placement of vendors throughout the park. A final site plan, including all vendors, must be provided for approval to the City to ensure layout considers clear site lines, walking paths, patron safety . Maximum event capacity will be determined based on the contents of the final approved site plan. Fire Safety 17.Prior to operation of the Event, the Licensee must schedule a fire inspection to be carried out by City of Pickering Fire Services for commercial cooking equipment. Inspections are not required for listed small portable cooking equipment (i.e. outdoor ovens, smokers, charcoal, electric or propane barbeques, etc.) that is located outdoors in an unenclosed area. If required, a schedule for subsequent site inspections will be determined by Fire Services, prior to which such equipment cannot be operated without the approval of Pickering Fire Services staf f. 18. The Licensee shall maintain a clear and unobstructed 5 meter access route into the Event area to allow for responding emergency vehicles during the Event. This route is subject to preapproval by Fire Services as part of site plan review. 19. The Licensee shall ensure that a minimum unobstructed distance of 3 meters is marked and maintained in all directions from all fire hydrants. 20.O nly TSSA approved gaseous fuel burning appliances are to be used. Documentation of TSSA approval must be onsite and available for review. 21.Cylinders containing compressed gas shall be protected against mechanical damage, and stored to hold them securely in place. 22.Portable fire extinguishers (a)Portable fire extinguishers shall be present at each booth/vendor operating cooking equipment and any location serving alcoholic beverages. Extinguishers must be properly rated for the hazard present. Portable extinguishers shall be kept operable and fully charged. (b)Portable extinguishers shall be located so that they are easily seen and shall be accessible at all times. (c)Portable extinguishers in proximity to a fire hazard shall be located so as to be accessible without exposing the operator to undue risk. (d)Event staff must be familiar with the safe operation of portable fire extinguishers in their work area. 23.Bins containing solid fuel (e.g. wood) must be located a minimum of 1.2 meters from any heat producing appliance, such as a barbeque. Chariot Fest 2026 - Licence Agreement 5 Utilities 24. The Licensee and its employees, agents and contractors, including its electrical support group, is prohibited from altering City electrical infrastructure, and is only permitted to use existing outlets. If additional power is required, generators must be brought in at the expense of the Licensee. Should there be an electrical concern during an event, City electrical staff will call in the City’s contractor and repairs will be the City’s cost unless it is proven that the Licensee altered, overloaded the City electrical system. Note: All outlets are a standard 15 amp GFI service. 25.The Licensee is required to engage the services of a licenced electrical contractor or may choose to engage the City’s contractor who shall obtain all the necessary Ontario Electrical Safety Association inspections and approvals. 26.The Licensee shall be responsible for electrical work outside of City parks including, provision and installation of power supplies and for obtaining Ontario Electrical Safety Association inspections and approvals. Any required electrical work shall be at the expense of the Licensee. 27.The City assumes no responsibility to the Licensee for the temporary or unavoidable interruption of the supply of any public utility service due to any cause whatsoever . 28. The Licensee will ensure where staking of tents or equipment and/or grounding of electrical equipment requires underground utility locates to be obtained by the event organizers or service providers (i.e. Rides or Carnivals) that the proof of all utility locates (required paperwork) will be provided for inspection/verification, to the designated City representative 2 days in advance of the installation of the ride(s) or staking. 29. The Licensee is responsible for arranging access to a public water source through the Region of Durham. Hours of Operation 30.Subject to any other regulatory approval (e.g. liquor licence), the Licensee shall ensure public access to the Event is restricted to the following hours: Weekday/Month/Year Time Start Time End Saturday, July 18, 2026 11:00 am 6:00 pm M aintenance 31.The Licensee shall maintain the Lands in the same clean, sanitary and attractive condition as they exist prior to at the start of the Event, and at the end of the Event shall repair or replace any damage to the Lands. The Licensee shall restore the Lands to their original condition prior to the end of the Event; with the exception of any flower beds. Any damage or clean-up left at the end of the event will be completed by the City’s designated contractor at the expense of the Festival/Events Partner. Chariot Fest 2026 - Licence Agreement 6 32. The Licensee shall ensure all power cords have been covered to avoid tripping hazards. 33.In Esplanade Park , the event areas include the cenotaph. The Licensee will arrange to fence off the Cenotaph as applicable. Please note that fencing may be approved for removal during official ceremonies. In these cases, the fencing will be reconstructed in order to avoid damage and vandalism once the ceremony is complete. Waste Management 34. The Licensee shall comply with the Sustainable Event Guidelines – Waste Management Plan, and provide recyclable containers wherever and whenever possible. 35.The City agrees to provide the Licensee with keys for permanent waste removal fixtures within the park , for the duration of the Event. 36. The Licensee will ensure that additional waste disposal bins are placed throughout the park for participants, designated by waste type, and arrange for timely pick -ups throughout the Event. 37. The Licensee is responsible for ensuring all vendors and participants are properly disposing their waste in the correct containers and bins. The Licensee shall provide vendors with a designated bin for convenient disposal. 38. The Licensee will include in their waste management plan the collection of waste throughout the event to remove from vendor and participant areas, and remove all waste from the site. Road and Sidewalk Closures 39.The City will make provisions to close roads, sidewalks and walkways as noted below . 40. The City will post notification and promote through service disruption the right of the Licensee event to block sidewalks as noted below. 41. The Licensee agrees to staff and maintain access points for emergency services, vendors, and the public during all hours of operation. The Licensee will provide staffing for any fire route gate deemed required by the City and ensure there is no parking in that space. Road Closures Parameters Date/time start Date/time end Esplanade South Civic Complex Parking Lot to Valley Farm Road Saturday, July 18, 2026 9:00 am Saturday, July 18, 2026 12:00 pm Sidewalk /Walkway Closures Parameters Date/time start Date/time end 42. The Licensee and the City will make provisions for Durham Regional Auxiliary Police assistance for a rolling closure during parades. The form -up will take place as noted in schedule B parade route, if applicable. Chariot Fest 2026 - Licence Agreement 7 Vehicular Access | Parking 43. The Licensee can allow event vendor vehicles and food trucks into City parks. All vehicles must be walked in by Festival/Event volunteer/staff person wearing a safety vest, to ensure public safety. 44.D amage caused by vehicles at the Event will be repaired by the City at the expense of the Licensee. 45.The City agrees to give exclusive access to portions of parking areas as shown in schedule A for the operation of the Event, as noted below . Permits will be issued following the receipt of all required insurances and payment of scheduled applicable fees. Parking Lot Portion Date start Time start Date end Time end Signage 46. The Licensee shall not exhibit or allow to be exhibited on the Lands any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 47.The City of Pickering reserves the right to approve any application or use of the City of Pickering Logo prior to production or distribution. 48.Promotional event signage must follow the City and Regional Sign bylaw and be submitted for approval to the City and Region of Durham as required. Approval must be received prior to installation. 49.When available the City will allocate City Sign resources to support partner events. Staffing 50. The Licensee shall provide and pay for all personnel and supplies required for its purposes, including City Bylaw Officers, paid police duty as deemed necessary by the Durham Regional Police Service. 51.When required, City Bylaw Officers will be paired by the Licensee with Pay Duty Police Officers, for the duration of their shift. 52. The Licensee shall ensure that all rules of the ACGO are strictly adhered to and that alcoholic beverage services are organized, led and served only by persons with Smart Serve Certification 53.N o roaming server(s) shall card or provide wristbands to patrons at any time during the Event. Roaming servers may only serve patrons until dusk. Chariot Fest 2026 - Licence Agreement 8 54. The Licensee will assign Festival/Event staff or Licenced Security Guards with Smart Serve Certification to operate a designated ID carding and stamping/wristband area. 55. The Licensee organizing parades will assign a Parade Marshall in addition to the event lead. Parade Marshal to attend Parade planning meetings with the event lead, be on hand the day of the event to organize floats, and communicate with both City staff / Durham Regional Police Auxiliary. The Licensee with City Staff will coordinate parade route and safety measures with City Staff and Durham Regional Police Auxiliary. A ccessibility 56. The Licensee shall ensure that all staff and volunteers have accessibility training, as per section 6 of Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act, 2005 : 6.(1) every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services with disabilities: 1.Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee agent, volunteer or otherwise. 2.Every person who participates in developing the provider’s policies, practices and procedures governing the provision of goods or services to members of the public or third parties. Serve-Ability Training Program must be completed by all involv ed in the ev ent. The Licensee must complete and submit a signed Training Ack nowledgement Form to confirm the completion of training; which shall be f orwarded to the designated City staff person one week prior to the event. Emergency Preparedness 57. The Licensee shall ensure that appropriate first aid equipment and appropriately trained first responders are present throughout the event. 58. The Licensee shall prepare emergency plans for approval by the City’s Community Services Department. 59. The Licensee shall comply with the City of Pickering’s Emergency Weather Standard Operations Procedure (SOP) during event operations. 60.C ity of Pickering reserves the right to cancel, delay and/or postpone the event due to severe weather conditions. Chariot Fest 2026 - Licence Agreement 9 Insurance 61. The Licensee, at its own expense, shall provide, (a)Comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the Licensee use and occupancy of the Lands, with coverage for any one occurrence or claim of not less than $5,000,000, which insurance shall protect the City in respect of claims by the Licensee as if the City was separately insured and which shall contain a cross liability clause; and (b)A certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the term. 62. The Licensee shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, The Licensee shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Lands, the Licensee shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the Licensee shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the Licensee. Liability and Indemnification 63.The City shall not be liable to the Licensee for any loss of or damage to any equipment or inventory used in connection with the Event, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence or willful misconduct of the City, its servants, agents or employees. 64.O nce any equipment is erected on the Lands, the Licensee shall provide overnight security and the Lands shall become the Licensee responsibility. 65. The Licensee shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of the Licensee use and occupation of the Lands. 66.The City, its servants, employees and agents shall not be liable or responsible in any way whatsoever for any personal injury or death that may be suffered by the Licensee, its servants or agents or any other person who may be on the Lands in connection with the use or purposes of the Licensee or for any loss or damage to property of any person unless the such loss was caused by the negligence or willful misconduct of the City, its servants, agents, employees or those person for whom the City is in law responsible. The Licensee shall defend and indemnify the City, its servants, employees, agents, and elected officials from all such claims. Chariot Fest 2026 - Licence Agreement 10 General 67.The City shall have the right to enter the Lands at any time for any reason. 68. The Licensee agrees to ensure activities are limited to the details submitted in the Festival and Events application (see attached). 69. The Licensee shall not alter, add to or vary in any way any part of the Lands without the prior approval of the City. 70.This Licence shall not be assignable by the Licensee without the consent of the City, which consent may be arbitrarily refused. 71.This Licence shall to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 72.The recitals at the head of this Licence are true and accurate and form a part hereof. 73.No amendment to this Licence shall be effective unless it is in writing and signed by both parties. 74.The Parties hereto acknowledge and agree that their relationship is restricted to that of Licensor and Licensee and nothing in this Agreement expands or changes the nature of that relationship. 75.This Agreement shall be governed by the law of the Province of Ontario. 76.This Agreement represents the entire agreement between the Parties. In Witness Whereof the City and the Licensee have signed this Licence. International Society for Krishna Consciousness (ISKCON Durham) First Name Last Name, Title I have the authority to bind the corporation Chariot Fest 2026 - Licence Agreement 11 The Corporation of the City of Pickering Kevin Ashe, Mayor Susan Cassel, City Clerk Pickering Food Truck Festival 2026 - Licence Agreement 1 Attachment 4 to Report CS 30-25 This Licence Agreement is made this Choose an item. day Month of , Choose an item.. Between: Canadian Food Truck Festival hereafter known as (“the Licensee”) -and – The Corporation of the City of Pickering (the "City") Whereas the City owns the lands (the “Lands”) shown outlined in red on Schedule “A” which includes The Esplanade Park and portions of The Esplanade North and South road allowances; Whereas the Licensee wishes to use the Lands for the purpose of running a community festival called Pickering Food Truck Festival hereafter known as (the “Event”); Whereas the Event consists of an annual culinary arts and culture festival featuring emerging Canadian musical artists, fenced beer area, and an assortment of food trucks and vendors; and; Whereas the City is prepared to permit such use on the terms and subject to the conditions set out in this Licence. Now Therefore the City and the Licensee agree as follows: Licence 1.The City grants to the Licensee a non-exclusive licence to occupy and use the Lands for the purpose of running the event on the terms and subject to the conditions set out in this licence. 2.No agreements will be approved until previous outstanding balances to the City have been paid. Term 3.The term of this Licence shall be four (4) days commencing Thursday, August 6, 2026, at 7:00 AM and ending Monday August 10, 2026, at 7:00 PM, unless terminated earlier in accordance with Section 3. 4.If at any time the Licensee is in default in the performance of any of the obligations under this Licence, the City shall have the right to terminate this Licence forthwith upon giving verbal notice of termination to the Licensee or one of its representatives and thereupon all the rights Pickering Food Truck Festival 2026 - Licence Agreement 2 of Licensee shall immediately cease and the City shall not be liable for payment to Licensee of any moneys, damages or losses whatsoever by reason of such termination. Fees 5. The Licensee shall not be required to pay to the City any fee for this Licence, but shall be responsible for payment of all applicable park permit, non-City permit, licence, staffing charges, and approval fees. Applicable Laws 6. The Licensee shall comply strictly with all applicable laws, by -laws, rules and regulations governing its use of the Lands for the Event purposes including the City’s Noise By-law, Traffic and Parking By -laws, the Ontario Building Code, and all applicable requirements of the Technical Standards & Safety Authority (“TSSA”). 7. The Licensee, where applicable, shall obtain all necessary permits, licenses and approvals that may be required in connection with its use of the Lands for the Event purposes including, but not limited to: (a)Liquor licence (City Clerk’s Office and Alcohol and Gaming Commission of Ontario); beverage service plan approval (Community Services Department); (b)Carnival licence (Municipal Law Enforcement Services); (c )Park permit, road occupancy permit, road and parking lot closure approvals, electrical safety approval and approvals/locates for any staking or subsurface work (Engineering Services); (d)Site plan approval (Corporate Events Team ); (e)Tents constructed must comply with permitting under the Building Code Act, Ontario Building Code (OBC) and the City’s Temporary Tent Standard Operating Procedure (City Development Department); (f ) Utility locates for staking & grounding will be provided by the event organizers or the operators and completed by a Certified Public Utility Locator with DPT accreditation (DTP – Damage Prevention Technician) such as Ontario One-Call. The proof of locates documentation must be provided and inspected by a designated City of Pickering representative prior to the event; (g)Parade permit through City of Pickering Municipal Law Enforcement Services, Durham Region Police Serv ice and when required Region of Durham . (h)Portable washroom facilities, hand wash sinks/stations, garbage disposal, and food safety (Durham Region Health Department); If the Licensee is going to confiscate attendees’ water/water bottles upon entry into the event then it shall provide and ensure that a free source of drinking water is continuously available and accessible to all attendees following their entry into the event; Pickering Food Truck Festival 2026 - Licence Agreement 3 (i)Water hydrant permit (Durham Region Works Department); (j)Sign permits (Municipal Law Enforcement Services, City of Pickering and Durham Region Works Department depending on sign location); (k )TSSA inspection and approval of all amusement rides; 8.In accordance with Regional Smoke Free By -law Number 28-2019, no-smoking and no-vaping signs shall be posted in a conspicuous manner at each entrance to the Event to indicate that smoking and vaping are prohibited. 9.The City of Pickering reserves the right to approve any use of the City of Pickering logo, prior to production or distribution. 10.As the park permit holder, the Licensee is entitled to designate the event as a pet free event. Events with the primary purpose of selling/consuming food must be pet free. Should the Event be designated as pet-free, the Licensee shall be responsible for prohibiting pets from accessing Esplanade Park during the Event, and shall promote and publicize the “no pets” policy prior to commencement of the Event. Vendors 11. The Licensee shall not be required to obtain a hawker and peddler licence from the City . 12.All vendors are subject to pre-approval by the City prior to being allowed on the Lands. 13. The Licensee shall supply to the City a complete list of all vendors and the products that they are selling 2 weeks in advance of the event. 14.Festival organizers will not solicit or accept vendors or advertising from companies whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from: •the sale of cigarettes, cigars or any tobacco product or material; •the sale of any cannabis product or material; •the sale of an e-substance, electronic cigarette or vapour product or material; •pornography •the support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products 15.The City has the right to pre-approve all vendors coming onto City Lands and will not allow vendors or advertising, either directly or through third party arrangements, that: •Violate any City policy or agreement •Convey a negative religious message that might be deemed prejudicial to religious groups. •Promote alcohol and other addictive substances, at venues / events geared primarily to children. Pickering Food Truck Festival 2026 - Licence Agreement 4 •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. •Directly compete with City programs or services (this includes but is not limited to fitness, camps, ice rentals, banquet hall rentals, museums, municipalities.) 16.The City has the right to approve the placement of vendors throughout the park. A final site plan, including all vendors, must be provided for approval to the City to ensure layout considers clear site lines, walking paths, patron safety . Maximum event capacity will be determined based on the contents of the final approved site plan. Fire Safety 17.Prior to operation of the Event, the Licensee must schedule a fire inspection to be carried out by City of Pickering Fire Services for commercial cooking equipment. Inspections are not required for listed small portable cooking equipment (i.e. outdoor ovens, smokers, charcoal, electric or propane barbeques, etc.) that is located outdoors in an unenclosed area. If required, a schedule for subsequent site inspections will be determined by Fire Services, prior to which such equipment cannot be operated without the approval of Pickering Fire Services staf f. 18. The Licensee shall maintain a clear and unobstructed 5 meter access route into the Event area to allow for responding emergency vehicles during the Event. This route is subject to preapproval by Fire Services as part of site plan review. 19. The Licensee shall ensure that a minimum unobstructed distance of 3 meters is marked and maintained in all directions from all fire hydrants. 20.O nly TSSA approved gaseous fuel burning appliances are to be used. Documentation of TSSA approval must be onsite and available for review. 21.Cylinders containing compressed gas shall be protected against mechanical damage, and stored to hold them securely in place. 22.Portable fire extinguishers (a)Portable fire extinguishers shall be present at each booth/vendor operating cooking equipment and any location serving alcoholic beverages. Extinguishers must be properly rated for the hazard present. Portable extinguishers shall be kept operable and fully charged. (b)Portable extinguishers shall be located so that they are easily seen and shall be accessible at all times. (c)Portable extinguishers in proximity to a fire hazard shall be located so as to be accessible without exposing the operator to undue risk. (d)Event staff must be familiar with the safe operation of portable fire extinguishers in their work area. 23.Bins containing solid fuel (e.g. wood) must be located a minimum of 1.2 meters from any heat producing appliance, such as a barbeque. Pickering Food Truck Festival 2026 - Licence Agreement 5 Utilities 24. The Licensee and its employees, agents and contractors, including its electrical support group, is prohibited from altering City electrical infrastructure, and is only permitted to use existing outlets. If additional power is required, generators must be brought in at the expense of the Licensee. Should there be an electrical concern during an event, City electrical staff will call in the City’s contractor and repairs will be the City’s cost unless it is proven that the Licensee altered, overloaded the City electrical system. Note: All outlets are a standard 15 amp GFI service. 25.The Licensee is required to engage the services of a licenced electrical contractor or may choose to engage the City’s contractor who shall obtain all the necessary Ontario Electrical Safety Association inspections and approvals. 26.The Licensee shall be responsible for electrical work outside of City parks including, provision and installation of power supplies and for obtaining Ontario Electrical Safety Association inspections and approvals. Any required electrical work shall be at the expense of the Licensee. 27.The City assumes no responsibility to the Licensee for the temporary or unavoidable interruption of the supply of any public utility service due to any cause whatsoever . 28. The Licensee will ensure where staking of tents or equipment and/or grounding of electrical equipment requires underground utility locates to be obtained by the event organizers or service providers (i.e. Rides or Carnivals) that the proof of all utility locates (required paperwork) will be provided for inspection/verification, to the designated City representative 2 days in advance of the installation of the ride(s) or staking. 29. The Licensee is responsible for arranging access to a public water source through the Region of Durham. Hours of Operation 30.Subject to any other regulatory approval (e.g. liquor licence), the Licensee shall ensure public access to the Event is restricted to the following hours: Weekday/Month/Year Time Start Time End Friday, August 7, 2026 5:00 pm 9:00 pm Saturday, August 8, 2026 12:00 pm 9:00 pm Sunday, August 9, 2026 12:00 pm 8:00 pm M aintenance 31.The Licensee shall maintain the Lands in the same clean, sanitary and attractive condition as they exist prior to at the start of the Event, and at the end of the Event shall repair or replace any damage to the Lands. The Licensee shall restore the Lands to their original condition prior to the end of the Event; with the exception of any flower beds. Any damage or clean-up left at the end of the event will be completed by the City’s designated contractor at the expense of the Festival/Events Partner. Pickering Food Truck Festival 2026 - Licence Agreement 6 32. The Licensee shall ensure all power cords have been covered to avoid tripping hazards. 33.In Esplanade Park , the event areas include the cenotaph. The Licensee will arrange to fence off the Cenotaph as applicable. Please note that fencing may be approved for removal during official ceremonies. In these cases, the fencing will be reconstructed in order to avoid damage and vandalism once the ceremony is complete. Waste Management 34. The Licensee shall comply with the Sustainable Event Guidelines – Waste Management Plan, and provide recyclable containers wherever and whenever possible. 35.The City agrees to provide the Licensee with keys for permanent waste removal fixtures within the park , for the duration of the Event. 36. The Licensee will ensure that additional waste disposal bins are placed throughout the park for participants, designated by waste type, and arrange for timely pick -ups throughout the Event. 37. The Licensee is responsible for ensuring all vendors and participants are properly disposing their waste in the correct containers and bins. The Licensee shall provide vendors with a designated bin for convenient disposal. 38. The Licensee will include in their waste management plan the collection of waste throughout the event to remove from vendor and participant areas, and remove all waste from the site. Road and Sidewalk Closures 39.The City will make provisions to close roads, sidewalks and walkways as noted below . 40. The City will post notification and promote through service disruption the right of the Licensee event to block sidewalks as noted below. 41. The Licensee agrees to staff and maintain access points for emergency services, vendors, and the public during all hours of operation. The Licensee will provide staffing for any fire route gate deemed required by the City and ensure there is no parking in that space. Road Closures Parameters Date/time start Date/time end Esplanade South Civic Complex Parking Lot to Valley Farm Road Thursday, August 6, 2026 7:00 am Monday, August 10, 2026 7:00 am Sidewalk /Walkway Closures Parameters Date/time start Date/time end Esplanade South North and South sidewalks from Civic Complex Parking Lot to Valley Farm Road Thursday, August 6, 2026 7:00 am Monday, August 10, 2026 7:00 am Pickering Food Truck Festival 2026 - Licence Agreement 7 Esplanade Park Throughways Thursday, August 6, 2026 7:00 am Monday, August 10, 2026 7:00 am 42. The Licensee and the City will make provisions for Durham Regional Auxiliary Police assistance for a rolling closure during parades. The form -up will take place as noted in schedule B parade route, if applicable. Vehicular Access | Parking 43. The Licensee can allow event vendor vehicles and food trucks into City parks. All vehicles must be walked in by Festival/Event volunteer/staff person wearing a safety vest, to ensure public safety. 44.D amage caused by vehicles at the Event will be repaired by the City at the expense of the Licensee. 45.The City agrees to give exclusive access to portions of parking areas as shown in schedule A for the operation of the Event, as noted below . Permits will be issued following the receipt of all required insurances and payment of scheduled applicable fees. Parking Lot Portion Date start Time start Date end Time end Civic Complex Full Lot Friday, August 7, 2026 5:00 pm to Sunday, August 9, 2026 11:00 pm Signage 46. The Licensee shall not exhibit or allow to be exhibited on the Lands any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 47.The City of Pickering reserves the right to approve any application or use of the City of Pickering Logo prior to production or distribution. 48.Promotional event signage must follow the City and Regional Sign bylaw and be submitted for approval to the City and Region of Durham as required. Approval must be received prior to installation. 49.When available the City will allocate City Sign resources to support partner events. Staffing 50. The Licensee shall provide and pay for all personnel and supplies required for its purposes, including City Bylaw Officers, paid police duty as deemed necessary by the Durham Regional Police Service. Pickering Food Truck Festival 2026 - Licence Agreement 8 51.When required, City Bylaw Officers will be paired by the Licensee with Pay Duty Police Officers, for the duration of their shift. 52. The Licensee shall ensure that all rules of the ACGO are strictly adhered to and that alcoholic beverage services are organized, led and served only by persons with Smart Serve Certification 53.N o roaming server(s) shall card or provide wristbands to patrons at any time during the Event. Roaming servers may only serve patrons until dusk. 54. The Licensee will assign Festival/Event staff or Licenced Security Guards with Smart Serve Certification to operate a designated ID carding and stamping/wristband area. 55. The Licensee organizing parades will assign a Parade Marshall in addition to the event lead. Parade Marshal to attend Parade planning meetings with the event lead, be on hand the day of the event to organize floats, and communicate with both City staff / Durham Regional Police Auxiliary. The Licensee with City Staff will coordinate parade route and safety measures with City Staff and Durham Regional Police Auxiliary. A ccessibility 56. The Licensee shall ensure that all staff and volunteers have accessibility training, as per section 6 of Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act, 2005 : 6.(1) every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services with disabilities: 1.Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee agent, volunteer or otherwise. 2.Every person who participates in developing the provider’s policies, practices and procedures governing the provision of goods or services to members of the public or third parties. Serve-Ability Training Program must be completed by all involv ed in the ev ent. The Licensee must complete and submit a signed Training Ack nowledgement Form to confirm the completion of training; which shall be f orwarded to the designated City staff person one week prior to the event. Emergency Preparedness 57. The Licensee shall ensure that appropriate first aid equipment and appropriately trained first responders are present throughout the event. Pickering Food Truck Festival 2026 - Licence Agreement 9 58. The Licensee shall prepare emergency plans for approval by the City’s Community Services Department. 59. The Licensee shall comply with the City of Pickering’s Emergency Weather Standard Operations Procedure (SOP) during event operations. 60.C ity of Pickering reserves the right to cancel, delay and/or postpone the event due to severe weather conditions. Insurance 61. The Licensee, at its own expense, shall provide, (a)Comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the Licensee use and occupancy of the Lands, with coverage for any one occurrence or claim of not less than $5,000,000, which insurance shall protect the City in respect of claims by the Licensee as if the City was separately insured and which shall contain a cross liability clause; and (b)A certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the term. 62. The Licensee shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, The Licensee shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Lands, the Licensee shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the Licensee shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the Licensee. Liability and Indemnification 63.The City shall not be liable to the Licensee for any loss of or damage to any equipment or inventory used in connection with the Event, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence or willful misconduct of the City, its servants, agents or employees. 64.O nce any equipment is erected on the Lands, the Licensee shall provide overnight security and the Lands shall become the Licensee responsibility. 65. The Licensee shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of the Licensee use and occupation of the Lands. Pickering Food Truck Festival 2026 - Licence Agreement 10 66.The City, its servants, employees and agents shall not be liable or responsible in any way whatsoever for any personal injury or death that may be suffered by the Licensee, its servants or agents or any other person who may be on the Lands in connection with the use or purposes of the Licensee or for any loss or damage to property of any person unless the such loss was caused by the negligence or willful misconduct of the City, its servants, agents, employees or those person for whom the City is in law responsible. The Licensee shall defend and indemnify the City, its servants, employees, agents, and elected officials from all such claims. G eneral 67.The City shall have the right to enter the Lands at any time for any reason. 68. The Licensee agrees to ensure activities are limited to the details submitted in the Festival and Events application (see attached). 69. The Licensee shall not alter, add to or vary in any way any part of the Lands without the prior approval of the City. 70.This Licence shall not be assignable by the Licensee without the consent of the City, which consent may be arbitrarily refused. 71.This Licence shall to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 72.The recitals at the head of this Licence are true and accurate and form a part hereof. 73.N o amendment to this Licence shall be effective unless it is in writing and signed by both parties. 74.The Parties hereto acknowledge and agree that their relationship is restricted to that of Licensor and Licensee and nothing in this Agreement expands or changes the nature of that relationship. 75.This Agreement shall be governed by the law of the Province of Ontario. Pickering Food Truck Festival 2026 - Licence Agreement 11 76.This Agreement represents the entire agreement between the Parties. In Witness Whereof the City and the Licensee have signed this Licence. C anadian Food Truck Festival First Name Last Name, Title I have the authority to bind the corporation The Corporation of the City of Pickering Kevin Ashe, Mayor Susan Cassel, City Clerk