Planning Guide – Significant Special Event
A one off or recurring sporting, cultural or other type of special event that impacts the municipality or region and attracts international and domestic visitors and participants with wide domestic and international media coverage and a high economic and business benefit for the host destination.
Characteristics may include but not be limited to:
- Use of multiple local venues or sites;
- Utilization of up to 2 hotels;
- Expected attendance between 200,000 and 1,000,000
- Two levels of government coordination;
- Cost of between $50,000 and $200 000 in City services, staff time and equipment use; and
- Provides the City of Toronto with media/branding opportunities via television, radio, or print advertising.
Example 5: An annual arts festival takes place over a two week period at interior and exterior venues throughout the city drawing participants and audience from around the world. The event has the support of corporate and government sponsors and portions are broadcast. Part of the festival involves closure of roads throughout the city for several days.
Based on this information, the group would be required to:
- Contact the City of Toronto Special Events, Event Support unit to discuss your event design and requirements at least 1 year from the proposed date(s) of the event
- Contact Tourism Toronto to discuss hotel blockings, promotion and marketing of the event
- Establish an internal working group / committee to meet frequently and address operational needs and potential City Services requirements, suggest monthly meetings until two months from the event and then Weekly or Bi-Weekly meetings until event date(s)
- When securing private venues / properties for the event secure supporting documentation from Property owners or Management companies along with appropriate insurance requirements
- Apply for Transportation Road Closure – Temporary Street Closure Permits well in advance to allow for proper vetting by City staff, in some cases multiple meeting with Transportation services will be required to address operational concerns
- Provide a Certificate of Insurance to facilitate any Street Closure(s)
- Notify impacted residents and business of any street closure(s)
- Discuss buyout of Metered parking with Toronto Parking Authority anywhere that the event disrupts this service
- Contact the TTC and discuss rerouting of Buses on any routes that may be disrupted due to the event or road closures associated with it (fees may apply)
- Provide potential street closure signs and road barricades, depending on the nature of the street(s)
- Submit a Toronto Fire Application to ensure emergency access through all road closures
- Consult with Toronto EMS on emergency service coverage for all event dates
- Submit Public Health Temporary Food Establishment Application for anywhere food will be served to the general public for purchase or otherwise
- Ensure BBQ's are operated within safety standards if being used
- Create a Site map of the proposed venue(s) for submission with your application(s)
- Apply for Building Permit (s) through Toronto Building Services for any structures that may be erected
- If Alcohol is to be served contact the City of Toronto Clerks office in writing and have the process to have your event declared an event of Municipal Significance prior to applying to the AGCO for a Special Occasion's Permit
- If Alcohol is to be served contact the AGCO and apply for a Special Occasion's Permit (SOP)
- Contact and consult with the Toronto Police Paid Duty office and discuss any requirements needed throughout the event for beer gardens, road closures, public safety, etc.
- If using amplified sound, contact Municipal Licensing and Standards and apply for a Noise By-law exemption (if required, based on hours of operations)
- Develop a Solid Waste Management Plan for the duration of the event, Solid Waste staff can assist you in developing requirements
- Contact the Toronto film and Television office and secure any permits required for filming or live broadcast of the event
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