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HomeMy WebLinkAboutCLK 04-26 Report to Council Report Number: CLK 04-26 Date: April 27, 2026 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Municipal Designation for Special Occasion and Bring-Your-Own-Events Policy File: A-1440 Recommendation: 1. That Report CLK 04-26 regarding Municipal Designation for Special Occasion and Bring- Your-Own-Event Permits Policy be received; 2. That the draft ADM 310, Municipal Designation for Special Occasion and Bring-Your-Own Event Permits Policy, included as Attachment 2 to this report be approved; 3. That Council approve the draft By-law to amend the Municipal Fees and Charges By-law, as set out in Attachment 3 to this report; and, 4. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. 1.0 Executive Summary: The purpose of this report is to advise Council of recent legislative changes to “tailgate event” permits under the Liquor Licence and Control Act, 2019, which, effective April 30, 2026, will be renamed and expanded as Bring-Your-Own (BYO) events. BYO events will apply to public outdoor events where attendees aged 19 and older may bring and consume their own alcohol and the event can be either “sale” or “no-sale” depending on whether alcohol will be sold and served or just served at the event. In order to obtain a BYO permit from the AGCO, applicants must obtain a letter from the municipality in which the event is taking place, designating the event as a cultural or community event. To provide a clear, consistent and transparent framework, staff have developed the Municipal Designation for Special Occasion and Bring‑Your‑Own Event Permits Policy (Attachment #2) which serves to replace the current ADM 180-001 Special Occasion Permits (SOP) - Public Events of Municipal Significance Procedure (Attachment #1). The new Policy consolidates and modernizes the City’s current Procedure for Municipally Significant designations and includes the new provincial regulations pertaining to Cultural or Community event designations, including application requirements, internal circulation, eligibility criteria, and the issuance of CLK 04-26 April 27, 2026 Page 2 designation letters to support Alcohol and Gaming Commission of Ontario (AGCO) applications. In addition, this report recommends amending the City’s Municipal Fees and Charges By-law to introduce a $60 user fee for designation letters for cultural or community events, consistent with the existing $60 fee charged for Municipally Significant Event designation letters. 2.0 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Foster an Engaged & Informed Community. 3.0 Financial Implications: There are no direct financial impacts associated with adopting the Municipal Designation for Special Occasion and Bring-Your-Own Event Permits Policy. To support administration of the designation process, staff recommend amending the Municipal Fees and Charges By-law to add a $60 fee for designation letters for cultural or community events, consistent with the existing $60 fee currently charged for Municipally Significant Event letters. Revenue generated from this fee will offset staff time required to review applications, coordinate internal circulation, and prepare designation letters. 4.0 Discussion: 4.1 Background The purpose of this report is to advise Council of recent legislative changes to “tailgate event” permits under the Liquor Licence and Control Act, 2019, which, effective April 30, 2026, will be renamed and expanded as Bring-Your-Own (BYO) events. BYO events will apply to public outdoor events where attendees aged 19 and older may bring and consume their own alcohol and the event can be either “sale” or “no-sale” depending on whether alcohol will be sold and served or just served at the event. In order to obtain a BYO permit from the AGCO, applicants must obtain a letter from the municipality in which the event is taking place designating the event as a cultural or community event. The City’s current procedure for Municipally Significant Event designations, ADM 180‑001 - Special Occasion Permits - Public Events of Municipal Significance Procedure, (Attachment #1) was adopted in 2012 under the provisions of the former Liquor Licence Act, which was repealed in 2021 and replaced by the current Liquor Licence and Control Act. The current procedure outlines requirements for Public Event Special Occasion Permits and the need for municipal designation where events are not conducted by registered charities or non‑profit organizations. On October 15, 2012, through Resolution #125/12, Council delegated authority to the City Clerk to consider requests and, where appropriate, deem events as events of municipal significance. This delegation applied to designations required for the former Public Event SOP category. CLK 04-26 April 27, 2026 Page 3 On January 13, 2026, the Assistant Deputy Attorney General (ADAG) notified municipalities via a memorandum (Attachment #4) of BYO permit changes under O. Reg. 747/21, including the requirement that Cultural or Community BYO events must receive a municipal designation before an applicant submits an application to the AGCO. These new responsibilities were not contemplated under the current Procedure and necessitated an updated framework. 4.2 Provincial Legislative Changes Under O. Reg. 1/26, which amends O. Reg. 747/21, a “bring‑your‑own event” is defined as a public event that is held at an outdoor premises that is at ground level, a. where the event, i. is held in connection with and in proximity to a professional, semi-professional or post-secondary sporting event, or ii. has been designated by a municipal council or its delegate as a cultural or community event, and b. at which individuals may possess and consume liquor brought to the premises by attendees Effective April 30, 2026, BYO event permits will apply to public outdoor events where individuals aged 19+ may bring their own alcohol. BYO events may be categorized as “sale” or “no‑sale,” depending on whether alcohol is sold. Municipalities must now confirm whether applicable events qualify as Cultural or Community Events before the AGCO can issue a BYO permit. The Assistant Deputy Attorney General (ADAG) memorandum provides examples of eligible events, including outdoor movie nights, street markets, art shows, free concerts, fairs, public performances, neighbourhood tournaments, farmers markets, and international or religious festivals. The AGCO memorandum also clarifies that if a municipality does not designate an event as a Cultural or Community Event, the AGCO cannot issue a Bring‑Your‑Own permit. The designation is entirely at the municipality’s discretion, and there is no obligation to make such a designation. The memorandum further notes that events held on municipal property, such as City parks, remain subject to all applicable municipal approvals and the City’s Municipal Alcohol Policy, and that these legislative changes do not alter those requirements. 4.3 Proposed New Policy The new Municipal Designation for Special Occasion and Bring‑Your‑Own Event Permits Policy represent a comprehensive modernization of the City’s approach to event designation. It consolidates and updates the City’s previous municipally significant event designation procedure (ADM 180‑001). The draft Policy establishes a unified framework for Municipally Significant Events and Cultural or Community Events which ensures consistency in intake, evaluation, internal circulation, CLK 04-26 April 27, 2026 Page 4 decision-making, and documentation across all event designation requests. The Policy also establishes a transparent set of definitions, criteria, and departmental roles. Under the proposed Policy, applicants must provide a comprehensive application package that includes event details, maps, expected attendance, alcohol service hours, and all required safety and compliance information. In addition to establishing process clarity, the Policy formally incorporates the historical delegated authority granted by Council to the City Clerk on October 15, 2012 (Resolution #125/12), which allowed the Clerk to designate events as municipally significant under the former legislation. This authority is now expanded and explicitly extended to the designation of Cultural or Community Events for BYO Event purposes. This ensures seamless continuity between past and current practices, while also expanding the Clerk's ability to address new provincial requirements. The Policy formalizes a structured interdepartmental review process, requiring circulation to Fire Services, Municipal Law Enforcement, City Development, and Community Services. This ensures the event meets all safety, zoning, By-law, and facility requirements prior to designation. Although not explicitly stated in the current procedure, this review process is consistent with current practices for events requiring a municipally significant designation. Additionally, the Policy directly responds to the provincial direction communicated in the memorandum from the Assistant Deputy Attorney General, which requires municipalities to provide Cultural or Community Event designations prior to AGCO approval of BYO event permits. Lastly, the Policy explicitly notes that municipal designation does not constitute broader approval or authorization of an event. It does not approve alcohol sales, operations, or event logistics, and the City does not assume responsibility for event safety or compliance. Instead, designation solely facilitates the applicant’s AGCO permit application submission. Applicants remain responsible for complying with all applicable laws, regulations, and the City’s Municipal Alcohol Management Policy where events take place on City property. This maintains appropriate risk boundaries for the City and ensures applicants remain responsible for meeting all applicable legislative, policy, and operational obligations. In conclusion, adoption of the Municipal Designation for Special Occasion and Bring‑Your‑Own Event Permits Policy will ensure that the City’s processes are fully aligned with recent provincial legislative changes, provide applicants with a clear and consistent framework for obtaining required municipal designations, and maintain the long‑standing delegated authority of the City Clerk to designate events as Municipally Significant, Cultural, or Community Events. The Policy strengthens transparency, supports coordinated interdepartmental review, and enables the City to continue facilitating safe, compliant, and well‑managed public events within the community. CLK 04-26 April 27, 2026 Page 5 Attachments: 1. ADM 180-001 – Special Occasion Permits – Public Events of Municipal Significance Procedure 2. Draft Policy – ADM 310 - Municipal Designation for Special Occasion and Bring‑Your‑Own Event Permits Policy 3. Draft By-law to amend By-law 6191/03 to confirm General Municipal Fees 4. Memorandum from the Assistant Deputy Attorney General dated January 13, 2026 Prepared By: Rumali Perera, Deputy Clerk Approved/Endorsed By: Susan Cassel, City Clerk Approved/Endorsed By: Paul Bigioni, Director, Corporate Services & City Solicitor RP:ks Recommended for the consideration of Pickering City Council By: Marisa Carpino, M.A. Chief Administrative Officer Calf 4 PICKERING City Procedure Procedure Title: Special Occasion Permits — Public Events of Municipal Significance Procedure Number: ADM 180-001 Reference: Liquor Licence Act Date Originated: August 23, 2012 Date Revised: Approval: Chief A4 inistra ' e Officer 11 r/ I, Point of Contact: City Clerk Procedure Objective To set guidelines for deeming events to be of municipal significance for the purpose of applying for an Alcohol and Gaming Commission of Ontario (AGCO) Special Occasion Permit SOP). As of June 1, 2011 there have been changes to Regulation 389/91 under the Liquor Licence Act pertaining to the Special Occasion Permit program. A new type of special occasion — Public Event" — replaces three types of special occasions (Fundraisers, Significant Event, Community Event) for which a Special Occasion Permit may be issued. A Public Event is one which is conducted by a registered charity or not for profit entity or an event of municipal, provincial, national or international significance. In order to be eligible for a Special Occasion Permit, Public Events which are not conducted by a registered charity or not for profit entity must be designated as an event of municipal significance by the municipality in which the event is to take place. 01 Procedures 01.01 Applicants, who wish to request that the City of Pickering deem their event to be of municipal significance, must submit a written letter to the City Clerk with the following information: Organization's name Address Contact person Date of the event Reason in which the Organization believes their event should be deemed significant". Attachment 1 to Report CLK 04-26 02 01. 02 Applications must be submitted 45 days prior to the date of the event if estimated attendance at the event is fewer than 5, 000 people per day and 75 days prior to the event if estimated attendance at the event is 5, 000 or more people per day. These timelines allow the City sufficient time to circulate the request to the appropriate departments and for the applicants to meet AGCO timelines. 01. 03 All submissions for requesting the Municipality to approve an event as municipally significant" must follow all of the Alcohol and Gaming Commission guidelines and any additional guidelines required by the Municipality. 01. 04 Changes to permit areas or the event after the permit is issued ( such as a change in location, a change in date, event type, etc.), the permit holder must notify the Municipality and the AGCO immediately and apply for a new permit. Event Designation 02. 01 What is a Public Event A Public Event Special Occasion Permit as defined in the Alcohol and Gaming Commission guidelines can be issued to: A registered charity under the Income Tax Act ( Canada); To a non-profit organization or association organized to promote charitable, educational, religious or community objects; For an event of provincial, national or international significance; or For an event designated by a municipal council as an event of municipal significance. 02. 02 An event of municipal significance requires a municipal resolution or a letter from a delegated municipal official designating the event as " municipal significant. 02. 03 The City of Pickering Council or delegate may designate the following events as a " significant" event in order for applicants to apply for an AGCO Special Occasion Permit: Events that benefit the entire community and are of significant community profile; or Procedure Title: Special Occasion Permits Page 2 of 3 Procedure Number: ADM 180-001 A community celebration of special importance that will benefit the entire community; or Events where the public gather to participate in athletic, social, religious, cultural, recreational, educational programs or one with other community objectives. 02. 04 Tradeshows and other commercial events will not be designated a municipally significant" event and these proponents are encouraged to partner with a non- profit charitable organization or third party in order to obtain a Special Occasion Permit. 03 General 03. 01 Where events are held on Municipal Property, organizations must follow all AGCO regulations and any additional requirements under the municipally approved permit. 03. 02 A municipality is not under any obligation to provide a designation to an applicant for a Public Event Special Occasion Permit. 03. 03 While a particular event may receive a designation from a municipality, the AGCO Registrar ultimately decides if the necessary criteria has been met in order for a permit to be issued. 03. 04 Council has delegated the City Clerk as the authority to designate an event as significant". 03. 05 In the event that the City Clerk declines an applicants' request for designation under this Procedure then, at the request of the applicant, the City Clerk shall refer the application to City Council for further consideration. Procedure Title: Special Occasion Permits Page 3 of 3 Procedure Number: ADM 180-001 Policy Policy Title: Municipal Designation for Special Occasion and Bring‑Your‑Own Event Permits Policy Number ADM 310 Reference Liquor Licence and Control Act, 2019 O. Reg 747/21 Resolution # Date Originated (m/d/y) April 27, 2026 Date Revised (m/d/y) Pages 8 Approval: Chief Administrative Officer Point of Contact City Clerk Policy Objective The purpose of this Policy is to establish a clear, consistent, and transparent framework for how the City reviews and designates events as Municipally Significant or events that are of Cultural or Community significance, for applications to the Alcohol and Gaming Commission of Ontario (AGCO) for Special Occasion (SOP) or Bring-Your-Own (BYO) Permits. This Policy outlines the information applicants must provide, the criteria used to assess event eligibility, and the roles and responsibilities of City Departments involved in the review process. Designation under this Policy is solely for the purpose of facilitating AGCO permit applications and does not constitute broader approval, endorsement, or authorization by the City. Index 01 Definitions 02 Roles & Responsibilities 03 General 04 Municipally Significant Events 05 Cultural or Community Event (BYO Event Permit) 06 Application Requirements 07 Review & Decision Process 08 Changes, Conditions & Limitations 01 Definitions 01.01 AGCO - means the Alcohol and Gaming Commission of Ontario. Attachment 2 to Report CLK 04-26 Policy Title: Municipal Designation for Special Occasion and Bring‑ Page 2 of 10 Your‑Own Event Permits Policy Number: ADM 310 01.02 Applicant - means the party requesting designation of a Municipally Significant Event and/or Cultural or Community Event. 01.03 Bring-Your-Own (BYO) Event - means a public event that is held at an outdoor premises that is at ground level, where the event is held in connection with and in proximity to a professional, semi-professional or post-secondary sporting event, or, has been designated by a municipal council or its delegate as a cultural or community event, and, at which individuals may possess and consume liquor brought to the premises by attendees. 01.04 Bring-Your-Own (BYO) Event Permit - means a permit issued by the AGCO for Bring-Your-Own (BYO) Events at which attendees aged 19 or older may bring and consume their own alcohol. Events may be “Sale” or “No‑Sale” as determined and permitted by the AGCO. 01.05 City - means The Corporation of the City of Pickering. 01.06 City Clerk - means the Clerk for The Corporation of the City of Pickering (or their designate). 01.07 Cultural or Community Event - means a public event that demonstrates cultural, artistic, educational, recreational, or community value and may be eligible for a Bring-Your-Own (BYO) Event Permit. 01.08 Designation Letter - means a letter issued by the City Clerk confirming that an event has been designated as either a Municipally Significant Event (for a Special Occasion Permit) or a Cultural or Community Event (for BYO Event Permit), for submission to the AGCO as part of the Applicant’s permit application. 01.09 Municipally Significant Event - means a one‑time, annual, or infrequently occurring public event with predetermined opening and closing times that: a) has local, regional, national, or international historical or cultural significance; b) builds awareness of diverse cultures; c) promotes social, cultural, or economic development of the City; or, d) benefits the community at large. 01.10 Public Event Special Occasion Permit (SOP) - means a permit issued by the AGCO which allows for the sale and service of alcohol on special occasions. Public Event SOPs can be issued to registered charities, non-profit organizations whose purpose is to promote charitable, educational, religious or community objectives, or for Municipally Significant Events. Policy Title: Municipal Designation for Special Occasion and Bring‑ Page 3 of 10 Your‑Own Event Permits Policy Number: ADM 310 02 Roles & Responsibilities 02.01 Chief Administrative Officer: a) support this Policy and amendments as required. 02.02 City Clerk or designate: a) receive and review all applications for designation to ensure they are complete and meet the requirements outlined in this Policy; b) circulate complete applications to all relevant City Departments for review, comment, and identification of required conditions; c) assess applications using the criteria established in this Policy and determine whether an event qualifies for a Municipally Significant, Cultural or Community designation; d) issue Designation Letters for approved applications for submission to the AGCO; e) notify Applicants in writing of approvals, required conditions, or reasons for refusal; and, f) rescind municipal designations when required permits, safety requirements, or policy conditions are no longer satisfied. 02.03 Community Services: a) ensures compliance of public events on City property have satisfied all requirements under the CUL 070 – Community Festival & Events Policy, and where required, have complied with all facility booking requirements; and, b) confirm whether events on City property comply with the City’s Municipal Alcohol Policy. 02.04 Fire Services: a) review applications for fire safety, hazards, and compliance with applicable codes. 02.05 Municipal Law Enforcement: a) review applications for compliance with noise, parking and other municipal by‑laws. Policy Title: Municipal Designation for Special Occasion and Bring‑ Page 4 of 10 Your‑Own Event Permits Policy Number: ADM 310 02.06 City Development: a) review applications for zoning and other planning and Building Code requirements. 03 General 03.01 The City is not obligated to designate any event as a Municipally Significant, Cultural, or Community Event. Designation is strictly limited to events that meet the criteria in the definitions in this Policy in connection with applications for a Public Event Special Occasion Permit or a Bring‑Your‑Own (BYO) Event Permit. Designation as a Municipally Significant, Cultural or Community Event does not constitute any other form of endorsement, approval, or authorization of the event by the City. Conducting the event in a manner that is safe, legal, and in compliance with all relevant legislation, laws, by-laws, policies, and any other obligations remains the sole responsibility of the Applicant and any other parties undertaking to conduct the event. Only the AGCO has the authority to grant the right to sell and serve alcohol, and designation as a Municipally Significant, Cultural or Community Event does not, in and of itself, confer any authorization to sell and serve alcohol. 03.02 All requests for the Designation Letter must comply with this Policy and it is the sole responsibility of the Applicant to comply with this Policy. An Applicant is required to provide true and complete information in a timely manner. Applicants are also responsible for answering any questions, addressing any concerns, and complying with any requests for further information by the City Clerk, any City department or City division, or any other party that is circulated on applications for a Designation Letter. 03.03 The City Clerk, or their designate, has delegated authority to declare events as Municipally Significant, Cultural or Community Events. All Designation Letters shall be copied to Members of Council, Fire Services, City Development, Community Services, and the Municipal Law Enforcement Division. 04 Municipally Significant Events 04.01 An event may be designated as a Municipally Significant Event where it satisfies the criteria set out in this Policy. The City Clerk may request additional information from the Applicant to confirm eligibility. 04.02 Events typically eligible for designation include, but are not limited to: a) community festivals; b) charitable fundraisers; c) arts and cultural events; Policy Title: Municipal Designation for Special Occasion and Bring‑ Page 5 of 10 Your‑Own Event Permits Policy Number: ADM 310 d) sports events held in otherwise unlicensed venues; and, e) large-scale or signature events that enhance the City’s cultural, economic, or community profile. 04.03 Events generally not eligible for designation include: a) strictly commercial or profit-driven events (e.g., trade shows or vendor exhibitions); b) private, invitation-only functions; and, c) events lacking demonstrable community benefit. 05 Cultural or Community Event (BYO Event Permit) 05.01 A Cultural or Community Event Designation Letter may be issued where an event meets the definition in Section 01.07 and qualifies as a public, outdoor, ground-level event at which attendees aged 19 or older may bring and consume their own alcohol. Events may be “Sale” or “No Sale” BYO Events as determined by the AGCO. 05.02 Events typically eligible for a Cultural or Community Event designation include, but are not limited to: a) outdoor movie screenings; b) street markets; c) arts and crafts shows; d) free outdoor concerts; e) fairs; f) neighbourhood sports tournaments; g) public performances (i.e., theatre); h) farmers markets; and, i) international or religious festivals. 05.03 BYO Events held in connection with and in proximity to a professional, semiprofessional, or postsecondary sporting event may qualify directly under the AGCO’s sports-related BYO category and do not require a Cultural or Community designation from the City. Policy Title: Municipal Designation for Special Occasion and Bring‑ Page 6 of 10 Your‑Own Event Permits Policy Number: ADM 310 05.04 Applicants must provide sufficient detail to demonstrate how the event meets the definition in Section 01.07 and the Cultural/Community Event criteria, including purpose and the expected community benefit. The City Clerk has the authority to request additional information as required in order to determine whether the event meets the required criteria. BYO Events are not permitted on City property in accordance with the City’s Municipal Alcohol Policy. 06 Application Requirements 06.01 Applications must be submitted 45 days prior to the date of the event if estimated attendance at the event is fewer than 5,000 people per day and 75 days prior to the event if estimated attendance at the event is 5,000 or more people per day. These timelines allow the City sufficient time to circulate the request to the appropriate departments and for the applicants to meet AGCO timelines. 06.02 Applicants who wish to request that the City issue a Designation Letter must submit the prescribed application form containing the following information to the City Clerk: a) the name and contact information of the Applicant; b) event date(s), start time(s), finish time(s), and location; c) start time(s) and finish time(s) of alcohol service; d) a detailed map including: i. area of the entire event; ii. location of the area to be licensed for the sale and service of alcohol; iii. all entry and exits to the event and licensed area; iv. location of all fire connections in the event and licensed area; and, v. washroom locations. e) estimated number of attendees; f) a description demonstrating how the event meets the criteria in Sections 04 or 05; and, g) a declaration that the Applicant will, independent of the application for designation as a Municipally Significant, Cultural or Community Event, conduct their event in a manner that is safe, legal, and in compliance with all legislation, policies, and other obligations that may apply, including, but not limited to, AGCO permit/licensing requirements, City of Pickering By- Policy Title: Municipal Designation for Special Occasion and Bring‑ Page 7 of 10 Your‑Own Event Permits Policy Number: ADM 310 Laws, the City of Pickering Municipal Alcohol Policy, and the Liquor Licence and Control Act, 2019. 06.03 Applicants for Municipally Significant Events occurring on City properties must comply with all conditions outlined in the City’s Municipal Alcohol Policy and shall only be permitted on properties designated for such use. Consultation with the Community Services Department, and/or any other City staff responsible for special event permit requests is required prior to approval and must comply with all relevant requirements applicable to their event under the guidance of Community Services. Designation as a Municipally Significant Event on City property will be contingent on the approval of Community Services and subject to all other requirements of this Policy. 07 Review & Decision Process 07.01 The City Clerk shall review each application for completeness and ensure that all required information listed in Section 06 has been provided. Once complete, the City Clerk shall circulate the application to the applicable internal departments for their comment. 07.02 Internal reviewers shall provide comments indicating support, required conditions, or concerns, along with the reasons for any identified issues. 07.03 The City Clerk will designate an event as a Municipally Significant, Cultural or Community Event if the City Clerk is satisfied that: a) The event as described meets the definition of a Municipally Significant, Cultural or Community Event as defined in this Policy; b) The Applicant has declared that they will conduct the event in a manner that is safe, legal, and in compliance with all legislation, policies, and other obligations that may apply; c) If the event will take place on City property, Community Services has provided their approval; d) The event does not appear to be contrary to any provision of this Policy or any other City Policy or By-law; and, e) The City Clerk has not received any objections from other City Departments to designate the event as a Municipally Significant, Cultural or Community Event. 07.04 If the application is approved, the City Clerk will issue a Designation Letter for submission to the AGCO. The letter will include the event name, date(s), time(s), location, any other relevant information, and the type of municipal designation provided. Policy Title: Municipal Designation for Special Occasion and Bring‑ Page 8 of 10 Your‑Own Event Permits Policy Number: ADM 310 07.05 Should the City Clerk not deem an event as Municipally Significant, Cultural or Community Event, the Applicant may request that the declaration request be brought forward for Council’s consideration. In such cases, the applicant must address their concerns in writing to the City Clerk who will place the written correspondence on a Council agenda for Council’s consideration. Council’s decision will act as the final decision. 08 Changes, Conditions & Limitations 08.01 Applicants must notify the City immediately if any event details change, including but not limited to the event date, location, layout, operating hours, or event type. This requirement ensures that the City can reassess the event for compliance and safety as needed. 08.02 A municipal designation may be rescinded at any time if required permits, approvals, or safety requirements are not maintained, or if new information indicates that the event no longer complies with this Policy. 09 Appendices Appendix 1 Prescribed Application Form Policy Title: Municipal Designation for Special Occasion and Bring‑ Page 9 of 10 Your‑Own Event Permits Policy Number: ADM 310 Appendix I Application for Municipal Designation – Special Occasion Permit (SOP) or Bring‑Your‑Own (BYO) Event Permit Applications must be submitted 45 days prior to the date of the event if estimated attendance at the event is fewer than 5, 000 people per day and 75 days prior to the event if estimated attendance at the event is 5, 000 or more people per day. A. Applicant Information Organization Name:__________________ Primary Contact: ______________ Address: ____________________________________ Phone: ____________________ Email Address: ________________ B. Event Details Event Title: __________________________ Event location (address and venue): _______________________ Is the event on City property? ☐ Yes ☐ No Permit # (if applicable): ________ Date(s) of the Event: _______________________ Event Start Time:______________ Event Finish Time: _____________ Alcohol service start and finish times (each day): _________________________ Estimated Number of Attendees: _______________________ Is this request for: ☐ Special Occasion Permit ☐ Bring-Your-Own Event Permit C. Description & Eligibility Rationale Provide a concise description of the event purpose and activities. Explain how the event meets the criteria for a Municipally Significant, Cultural or Community Event in accordance with the ADM 310 - Municipal Designation for Special Occasion and Bring‑Your‑Own Event Permits Policy. C. Required Attachments Attach a legible map showing: i. area of the entire event; ii. location of the area to be licensed for the sale and service of alcohol; Policy Title: Municipal Designation for Special Occasion and Bring‑ Page 10 of 10 Your‑Own Event Permits Policy Number: ADM 310 iii. all entry and exits to the event and licensed area; iv. location of all fire connections in the event and licensed area; and, v. washroom locations. E. Declaration By submitting this application, I the Applicant confirm the information contained in this application is true and correct and that independent of the application for designation as a Municipally Significant, Cultural or Community Event, will conduct this event in a manner that is safe, legal, and in compliance with all legislation, policies, and other obligations that may apply, including, but not limited to, AGCO permit/licensing requirements, City of Pickering By- Laws, the City of Pickering Municipal Alcohol Policy, and the Liquor Licence and Control Act, 2019. Submitted By: Date (YYYY-MM-DD) Attachment 3 to Report CLK 04-26 The Corporation of the City of Pickering By-law No. XXXX/26 Being a by-law to amend By-law 6191/03 to confirm General Municipal Fees Whereas the Council of The Corporation of the City of Pickering enacted By-law 6191/03, as amended, on October 14, 2003 to confirm general municipal fees. Whereas Schedule “I” to By- law 6191/03 was updated and replaced under By-law, 6338/04, By-law 6519/05, By-law 6652/06, By-law 6677/06, By-law 6748/07, By-law 6819/07, By-law 6857/08, By-law 6951/09, By-law 7032/10, By-law 7119/11, By-law 7194/12, By-law 7268/13, By-law 7339/14, By-law 7411/15, By-law 7478/16, By-law 7542/17, By-law 7605/18, By-law 7679/19, By-law 7740/20, By-law 7823/21, By-law 7890/21, By-law 7918/22, By-law 7983/23, By-law 8005/23, By-law 8008/23, By-law 8017/23, By-law 8022/23, By-law 8065/23, By-law 7982/23, By-law 8074/24, By-law 8119/24, By-law 8140/24; By-law 8148/24, By-law 8157/25, By-law 8158/25, By-law 8191/25, By-law 8212/25, and By-law 8214/25. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That Schedule “I” to By-law 6191/03, as amended, is hereby revised by adding “or Cultural or Community” immediately following “Declaration of Municipally Significant” and before “Event” to the Legislative Services User Fees. By-law passed this 27th day of April, 2026. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk Ministry of the Ministère du Attorney General Procureur général Office of the Assistant Deputy Bureau du sous-procureur Attorney General général adjoint Policy Division Division des politiques McMurtry-Scott Building Édifice McMurtry-Scott 720 Bay Street, 3rd Floor 720, rue Bay, 3ème étage Toronto ON M7A 2S9 Toronto ON M7A 2S9 MEMORANDUM TO: Heads of Council - Ontario Municipalities DATE: January 13, 2026 FROM: Tom McKinlay, Assistant Deputy Attorney General RE: Updates to “Tailgate Event” Permits under the Liquor Licence and Control Act, 2019 Effective April 30, 2026, amendments to O. Reg. 747/21 under the Liquor Licence and Control Act, 2019 (LLCA) will expand eligibility for tailgate event permits to include events that have been municipally-designated as cultural or community events. “Tailgate events” will also be renamed “bring-your-own events”. Tailgate events held in connection with and in proximity to professional, semi-professional or post-secondary sporting events will continue to be eligible events under the bring-your-own permit. All bring-your-own permit events are to remain public outdoor events. As of April 30, 2026, organizations and individuals will be able to apply to the Alcohol and Gaming Commission of Ontario (AGCO), which administers and regulates liquor licences and permits in the province, for permits to host “bring-your-own events”. The bring-your-own permit is for outdoor public events and can be either “Sale” or “No- Sale” depending on whether alcohol will be sold and served or just served at the event. Attendees aged 19 or older are allowed to bring and consume their own alcohol at all bring-your-own events. This initiative is intended to benefit businesses, organizations, and local tourism by making public events more accessible and encouraging greater community participation. These amendments support Ontario’s ongoing efforts to modernize the legislative and regulatory framework for alcohol, promoting safe and socially responsible recreational opportunities. As municipalities are best positioned to understand local needs and determine how to classify community or cultural events, applicants for a bring-your-own event permit for a cultural or community event must obtain a letter or resolution from the municipality in which the event will take place designating the event as a “cultural, or community event” before submitting their application to the AGCO. …/2 Attachment 4 to Report CLK 04-26 - 2 - Examples of outdoor community or cultural events may include, but are not limited to: • outdoor movie screenings, • street markets, • arts and crafts shows, • free outdoor concerts, • fairs, • neighbourhood sports tournaments, • public performances (i.e. theatre), • farmers markets, and • international or religious festivals. If a municipality does not designate an event as a community or cultural event, the AGCO cannot issue a bring-your-own event permit. The designation of an event as “community” or “cultural” is at the municipality’s discretion, there is no obligation to make such a designation. Consistent with other types of outdoor events, event organizers must also provide written notice 30 days before the event to the municipal clerk’s department, and police, fire and public health departments when expecting fewer than 5,000 people per day and 60 days prior to the event if expecting more than 5,000 people. Events held on municipal property (e.g., city parks) remain subject to applicable municipal approvals and alcohol policies, these changes are not intended to alter those requirements. The AGCO will continue to ensure compliance with the LLCA, its regulations, and the AGCO Registrar’s Standards. If you have any questions about these regulatory changes please contact Wendy Chen, Director, Agency and Tribunal Relations Branch at Wendy.Chen@ontario.ca. If you have any questions about AGCO permits and the application process, please contact Ruxandra Ilicea, Senior Eligibility Officer at Ruxandra.Ilicea@agco.ca. Yours truly, Tom McKinlay Assistant Deputy Attorney General c.c. Wendy Chen, Director, Agency and Tribunal Relations Branch Ben Valido, Chief Strategy Officer Ruxandra Ilicea, Senior Eligibility Officer