Permit, Contact and Event Information

311 is the City of Toronto’s information line for residents, visitors and business. Staff at 311 maintains a comprehensive database of information.

To enter information into the 311 database regarding events, please utilize the Toronto Festivals and Events Calendar. The 311 office does not take information directly from private organizations to place within the knowledge base except when it is pertaining to major events and events sponsored by the City.

Contacts:

Phone within Toronto city limits: 311
Phone outside city limits: 416-392-CITY (2489)
TTY: 416-338-0TTY (0889)
Fax: 416-338-0685
Email: 311@toronto.ca
Website: 311 website
Twitter: @311Toronto

Checklist:

• Contact 311 with questions about City of Toronto programs, services and activities
• To ensure your event is accessible to 311 Staff via the 311 database,  please enter your event into the Toronto Festivals and Events Calendar.

Suggested Timelines/Deadlines:

• As required

Fees:

• No fees

Associated Topics/Reference:

The following areas may also be applicable:

• City of Toronto Visitor Services/Festival and Event Calendar

Forms Required/Guides/Reference:

• None

Diverse communities and groups make up the population of Toronto. The City of Toronto values the contributions made by all its people and believes that diversity among its people has strengthened Toronto.

“The City of Toronto is committed to building an inclusive society and providing an accessible environment in which all individuals have access to the City’s services and programs in a way that respects the dignity and independence of people with disabilities.”Excerpt from “City of Toronto Statement of Commitment to Creating an Accessible City” Toronto City Council (August 2009)

The City of Toronto supports the goals of the Accessibility for Ontarians with Disabilities Act (AODA) and encourages all event planners to make their events as accessible as possible to all members of the public.

Checklist:

Consider the following items when planning your event:

• Are people physically able to move about the building and spaces during an event without barriers or limits to their movements?
• Is information presented in a variety of formats including large print, Braille, on audiotape or in electronic format, in American Sign Language? Do music and video materials have captioning and have auditory description available?
• Are accommodation service providers available for all parts of the event, both formal and informal activities?
• Have allowances been made for accessible parking, drop-off areas and washroom facilities?

Suggested Timelines/Deadlines:

• N/A

Fees:

• N/A

Associated Topics/Reference:

The following areas may also be applicable:

• Non-Discrimination Policy

Forms Required/Guides/Reference:

• Province of Ontario: Planning Accessible Events:So Everyone Feels Welcome
• Province of Ontario: Accessible Festivals & Outdoor Events Guide
• City of Toronto Office of Equity, Diversity and Human Rights
• City of Toronto Accessibility Plan
• Accessibility for Ontarians with Disabilities Act

To serve alcohol at a special event, you need to be aware of:

• The Municipal (City of Toronto)  Alcohol Policy [MAP] and municipal requirements and regulations.  The MAP regulates alcohol on City of Toronto owned and operated property.  Please note that venues can also have individual requirements and permit authorities have final say as to site set ups and approvals where alcohol is involved.
• The regulations of the Liquor Licence Act, regulated through the Alcohol and Gaming Commission of Ontario (AGCO). Including applications for a Special Occasion Permit (SOP), which is applied for through the LCBO. Additionally, the AGCO regulates any extensions (area, hours) to a licensed premises for a special event.

Locations that require an SOP or a Caterer Endorsement for service of alcohol during events include City of Toronto-owned buildings, facilities, parks, properties, public squares and City public right-of-ways.

Contacts:

General SOP information, application and LCBO information: AGCO website

LCBO issuing stores

Timelines/Deadlines:

Applicant must submit a SOP Application for a Private Event permit 10 days prior to the event.

SOP Applications for all other event types must be submitted 30 days prior to the event if estimated attendance at the event is fewer than 5,000 per day.

SOP Applications must be submitted at least 60 days prior to event date if estimated attendance at the event is 5,000 or more per day.

Fees:

• Yes, a non-refundable licensing fee will be required at the LCBO.

Checklist:

AGCO Requirements:

• Obtain a copy of the Special Occasion Permit Application and Guide from the AGCO website or local LCBO outlet.
• Some Regulations to be aware of, among others are:
  • The permit holder shall provide security sufficient to ensure that unauthorized persons do not attend the event and to ensure that the conditions of the permit and requirements of the Act are observed. The permit holder should consider (a) the nature of the event; (b) the size of the premises; and (c) the age and number of persons attending the event.
  • The permit holder shall not sell or serve liquor unless there is a supply of food sufficient to serve the persons attending the event to which the permit applies
  • The permit holder shall ensure that a variety of non-alcoholic beverages are sold or served on the premises to which the permit applies.
  • The permit holder shall ensure that the price of non-alcoholic beverages is less than the price of liquor sold on the premises.
  • A permit holder may sell, keep for sale or serve only liquor that the permit holder has purchased from a government store or at a store to which an authorization under clause 3 (1) (e) of the Liquor Control Act applies.
  • Premises must be defined by a partition that is at least 0.9 metres high and that makes the premises readily distinguishable from adjacent premises to which the permit does not apply.
  • The permit holder shall post the permit in a conspicuous place on the premises to which the permit applies or shall keep it in a place where it is readily available for inspection.
  • The permit holder shall post the levy receipt for the liquor purchased, if any, in a conspicuous place on the premises to which the permit applies or shall keep it in a place where it is readily available for inspection.

Municipal Requirements:

• If event is on City-owned property, obtain a copy of the City of Toronto Municipal Alcohol Policy
• Liaise, if required, with facility staff and the AGCO to determine whether you meet the requirements to serve alcohol.
• If you are (a) directly or indirectly selling alcohol,  (b) not a registered charity or not-for-profit, and (c) not using a Catering Endorsement, along with your SOP application you must submit a letter from the local Community Council declaring that the event is an” Event of Municipal Significance” (see section on Letter of Municipal Significance for details on how to obtain).
• Provide an insurance certificate with a minimum liability as required.
• Identify security needs. Liase with Toronto Police Services and/or private security as required regarding your alcohol area or site
• Obtain and complete a Special Event Temporary Food Establishment Application prior to your event.
• Important Notes:
  • An alcohol menu must include 35 per cent low alcohol (i.e. 4 per cent alcohol or less for beer, 11 per cent alcohol or less for wine) and non-alcoholic drink choices;
  • High alcohol beers (over 5.6 per cent) are not permitted;
  • Free drinking water must be made available. Non alcoholic beverages must be available at less than half the price of the lowest-priced alcoholic beverage;
  • Organizers and participants may not sell, bring or drink home-made or their own alcoholic beverages at a City Event;
  • Drinks must be served in plastic or paper cups or unbreakable containers;
  • Any person(s) serving alcohol at your Event must not serve any person more than two alcoholic drinks at any one time;
• Arrange for an adequate number of on-site portable washrooms including a minimum of one unit for the physically challenged;
• Complete a Waste Diversion Plan, liaise with Solid Waste Management as required;
• Arrange for tents, barricades or fencing as required to delineate your alcohol service area; and
• Ensure all person(s) serving alcohol at your Event are certified in Smart Serve Training.

Municipal Alcohol Policy

The City of Toronto’s Municipal Alcohol Policy (MAP) promotes the health and safety of participants at Special Occasion Permit (SOP) or Catering Endorsement Events on City property through a responsible, managed approach to the serving and consumption of alcoholic beverages. The goal of the MAP is to make event organizers aware of operating practices and standards and their responsibility to ensure that these are in place during events.

The MAP has recently been updated. Please review the “City of Toronto Municipal Alcohol Policy 2014″.

Associated Topics/Reference:

• Insurance
• Letter of Municipal Significance
• Food and Beverage (non-alcohol)
• Solid Waste Management (Garbage and Recycling)
• Toronto Police Services – Paid Duty Officers
• Road and Sidewalk Closures

Forms Required/Guides/Reference:

• AGCO
• AGCO – Liquor License Extensions due to special event
• Smart Serve Training: telephone 416-695-8737 or email general@smartserve.ca.

In general, Amusement Rides are governed by the Technical Standards and Safety Association (TSSA) who administer and enforce public safety laws in the Province of Ontario. In order to have amusement ride be considered for use at a special event/festival you must have the appropriate TSSA Certification and Insurance.

Venues and facilities may also have restrictions and policies governing the use of Amusement Rides.

Contacts:

To find out more information on Certification requirements to be an OPERATOR of an Amusement Device contact:

Technical Standards and Safety Association (TSSA)
Phone: 1-877-682-TSSA (8772)
Email: customerservices@tssa.org
Website: TSSA Regulated Amusement Devices

Timelines/Deadlines:

• N/A

Fees:

• TSSA Application, Forms and Fees

Checklist:

• To use amusement rides at your special event/festival please contact the venue to ensure amusement rides are allowed.
• You will need to retain an operator licensed by the TSSA (see above) to operate the amusement equipment. Producing a copy of this licence, and having a site inspection of the equipment may be requirements of the venue.
• Insurance will be required from the event organizer to cover the operation of the amusement rides.

Associated Topics/Reference:

• Insurance
• Parks, Forestry and Recreation Facilities
• City Squares (Outdoor)
• Civic Centres – City Facilities

Forms Required/Guides/Reference:

• TSSA Operating an Amusement Device In Ontario

City of Toronto Animal Services, part of Municipal Licensing and Standards, regulates animal welfare and well-being in Toronto.

Events with Animals

Animal Services does not issue permits for events with animals. If you are holding an event with animals, such a street event or for filming, submit your application through the Special Events Event Pal online service, which will advise if a permit is required.

Contacts:

Toronto Animal Services
Phone: 416-338-PAWS(7297)
Email: TASEMRU@toronto.ca
Website:Animal Services

Checklist:

• Apply through the Special Events Event Pal online service, which will advise if a permit is required.

Suggested Timelines/Deadlines:

• As required

Fees:

• Not applicable

Associated Topics/Reference:

• Animal Services issues licences to Toronto residents who own dogs and cats.  Learn more at www.toronto.ca/epet.
• Toronto Municipal Code Chapter 349 generally prohibits keeping certain animals on a temporary or permanent basis, listed here.  However, for certain events, these animals may be allowed.  Please apply through the Special Events EventPal online service if you are holding an event with animals; the permit-issuing division will consult with Animal Services and advise if there are any issues

Forms Required/Guides/Reference

•  Toronto Municipal Code – Chapter 349 – Animals

If you are a grassroots organization/collective/artist and your event is one performance or one event with multiple performances, won’t draw more than 250 people, and doesn’t include regulated activities (e.g. selling or serving food) you might be eligible for an “Arts & Music in the Parks Free Permit”.

Contacts:

Andrea Damiano
Permit Officer
Phone: 416-338-3326
Email: PFRArtsandmusic@toronto.ca
See website for more information

Checklist:

• Contact Parks, Forestry & Recreation to see if you are eligible for this category
• Complete the application form linked below or Event Pal

Suggested Timelines/Deadlines:

• At minimum of 2 weeks.

Fees:

•  No fee, insurance requirement

Associated Topics/Reference:

The following areas may also be applicable:

• Parks Permits

Forms Required/Guides/Reference:

• Application Form
• Arts & Music in the Park – Permit Diagram

Transportation Services regulates the installation of banners on bridges over Expressways.

Contacts:

Transportation Services, Street Events
17th Floor, Metro Hall, 55 John Street
Toronto, Ontario M5V 3C6
Phone: 416-392-7877
Fax: 416-696-4149
Website: Transportation Services – Street Events Website

Checklist:

• Obtain and review the guidelines and “Application to Install Banners on Bridges Over Expressways”.
• Research areas for banner installation – note locations. Create a list and/or map.
• Create a drawing of the banner design – note requirements for size and content Arrange for an installer of the banners from the approved list of installers.
• Complete and submit the “Application” along with the non-refundable application fee.
• Upon approval from Technical Services, Structures and Expressways, and Transportation Services, provide Insurance Certificate with liability and named insurers as required.
• Pay the permit fee and hoisting fee.

Suggested Timelines/Deadlines:

• 8 weeks prior to event, though space is limited and requests are received year round.

Fees:

• Yes, Non-refundable Application Fee
• Yes, Permit Fee
• Yes, Hoisting Fee

Associated Topics/Reference:

The following areas may also be applicable:

• Pole Banners
• Hotels and Hospitality – Tourism Toronto
• Tourism Services – Festival and Event Calendar

Forms Required/Guides/Reference:

• Banner Application Guidelines

Toronto’s Building Division reviews permit applications, issues permits and conducts inspections in accordance with the Ontario Building Code, the City of Toronto’s zoning by-laws and other legislation.

The Building Division can, if needed, assist and consult with event organizers on what permit requirements for structures (such as scaffolding and stages), buildings and tents may be required.

As an event organizer you may need to retain your own engineers and professionals to advise you of proper policies, provide structural drawing and other documents. (Note: most rental tent companies will guide you and provide proper documentation).

Contacts:

Website: Toronto Building Division – Temporary Structure

Etobicoke York District
Wards: 1, 2, 3, 4, 5, 6, 7, 11, 12, 13, 17
Etobicoke Civic Centre, 2 Civic Centre Court
Phone: 416-394-8002
Raymond Sochi, Building Consultant 416-394-8024

North York District
Wards: 8, 9, 10, 15, 16, 23, 24, 25, 26, 33, 34
North York Civic Centre, 5100 Yonge Street
Phone: 416-395-7000
Rocco Nardi, Building Consultant 416-395-7507

Scarborough District
Wards: 35, 36, 37, 38, 39, 40, 41, 42, 43, 44
Scarborough Civic Centre, 150 Borough Drive
Phone: 416-396-7526
Cesar Ramires, Building Consultant 416-396-5207

Toronto and East York District
Wards: 14, 18, 19, 20, 21, 22, 27, 28, 29, 30, 31, 32
Toronto City Hall, 100 Queen Street West
Phone: 416-392-7539
Michael Swann, Building Consultant 416-392-7575

Checklist:

• Contact Toronto Building to verify if a building permit is required for structures utilized within your event.
• Some examples of when a permit is required:
  • TENTS:
    • A tent greater than 60 m2
    • A grouping of tents greater than 60 m2
    • If attached to a building, or
    • Within 3m of another structure or property line.
    • When erecting any structure, be it a temporary tent or stage a building permit may be required if you plans include:
  • STAGES:
    • More than 10 m2 in area
    • More than 24″ (2 feet) above the ground
    • A stage that is not pre-fabricated, or
    • Within 3m of another structure or property line
    • Stages on wheels do not require a permit
  • RE-PURPOSING BUILDINGS always require a permit
  • OTHER:
    • Access and egress is limited based on capacity, fire alarm and life safety issues.
    • Structure load is changed due hanging or attaching equipment from tent or structure
• Certified structural drawings from a licensed Ontario engineer may be required. Note: Many rental companies will provide these documents.
• Obtain and complete the Application for a Permit to Construct or Demolish and pay applicable fees.

Suggested Timelines/Deadlines:

• 4 weeks minimum prior to the event date

Fees:

• Yes an Application/Processing Fee will apply

Associated Topics/Reference:

The following areas may also be applicable:

• Signs – Temporary for Special Events

Forms Required/Guides/Reference:

• See website for application and electronic submission details
• City of Toronto Municipal Code (By-Law), Chapter 363 – Building Construction and Demolition

Business Improvement Areas (BIA) are local business that have the organizational and funding capacity to be catalysts for civic improvement, enhancing the quality of life in their local neighbourhood and the City as a whole.

A Business Improvement Area (BIA) are an association of commercial property owners and tenants within a defined area who work in partnership with the City to create thriving, competitive, and safe business areas that attract shoppers, diners, tourists, and new businesses. By working collectively as a BIA, local business have the organizational and funding capacity to be catalysts for civic improvement, enhancing the quality of life in their local neighbourhood and the City as a whole.

Toronto now celebrates a total of over 80 BIAs across this City, representing over 35,000 businesses – the largest number of BIAs in North America. Together, they generate over $25 million in funding towards street and sidewalk beautification, marketing and promotional campaigns, street festivals, clean street/graffiti-removal campaigns, and crime prevention strategies. BIAs also acts as a unified voice to address issues on behalf of their membership.

Contacts:

There are over 80 different BIA’s within Toronto and two sources where you can obtain further contact information:

City of Toronto BIA Office
Phone: 416-392-1291
Fax: 416-392-1380
Email: biaoffice@toronto.ca
Website: Toronto BIA Office

Toronto Association of Business Improvement Areas (TABIA)
Phone: 416-263-3229
Fax: 416-263-3125
Email: info@toronto-bia.com
Website: TABIA Website

Checklist:

• Contact the individual Business Improvement Area where you are planning to hold your special event to engage them.
• Business Improvement Areas will be consulted regarding any street closures in their area
• Business Improvement Areas have jurisdiction to hang street and pole banners in their areas, and you must seek their permission.

Suggested Timelines/Deadlines:

• N/A

Fees:

• N/A

Associated Topics/Reference:

• Road and Sidewalk Closures
• Pole Banners

Forms Required/Guides/Reference:

• Toronto BIA Listing

If you are planning on holding a Demonstration, March or Rally you should fill out a Notice of Demonstration form and submit it to the Toronto Police Services for review. The Toronto Police Service does not issue permits for Demonstrations or Rallies.

Please Note: The information requested by Police is solely to ensure public safety and to assist the Toronto Police Service in effectively carrying out their policing duties. You do not need a permit to hold a Demonstration or Rally.

Contacts:

Toronto Police Service
Public Safety – Special Events
75 Eglinton Avenue West,
Toronto, ON, M4R 2G9
Phone: 416-808-5049
Fax: 416-808-5052
Email: specialevents@torontopolice.on.ca
Website: Toronto Police Service: Public Safety – Special Events Website

Checklist:

• If you are planning on using a City of Toronto property such as a Civic Square or Park you will need to speak to the Division that permits that particular space.
• If using a Private venue you must have approval from the Property Owner.
• Contact Toronto Police services and complete a Notice of Demonstration form. Please note this form is to ensure public safety.
• Provide insurance certificate from your organization as required by the property owner.

Suggested Timelines/Deadlines:

• 2 – 3 weeks prior to Demonstration

Fees:

• N/A

Associated Topics/Reference:

The following areas may also be applicable:

• Civic Centres – City Facilities
• City Squares (Outdoors)
• Parks Forestry and Recreation Facilities

Forms Required/Guides/Reference:

• Toronto Police Services reports and forms

Under the provisions of the Ontario Electrical Safety Code, any electrical equipment installed in Ontario, temporary or otherwise, must have an application for inspection. This includes all Film, Television, Live Performance or Event Productions including but not limited to Live Productions regardless of site or location. Failure to comply could result in unsafe working sites, production downtime and/or fines.

Contacts:

Electrical Safety Authority
400 Sheldon Drive, Unit 1
Cambridge, Ontario N1T 2H9
Phone: 1-877-ESA-SAFE (1-877-372-7233)
Fax: 1-800-667-4278
Email: esa.cambridge@electricalsafety.on.ca
Website: Electrical Safety Authority

Checklist:

• If using electricity in your event, check the site/venue requirements
• If using a generator or if “tying in” to a power source, contact the ESA to determine whether you require an inspection
• If so, obtain an “Application for Electrical Inspection”
• Fax or Email or phone the Application/request to the ESA Customer Service Centre a minimum of 48 hours prior to the production set-up
• Have the inspection conducted prior to utilizing the power source

Suggested Timelines/Deadlines:

• Request for inspection must be submitted a minimum of 48 hours prior to the production set-up

Fees:

• Yes. Please see Section 6 of the Electrical Inspection Fee Guide located on the ESA website

Associated Topics/Reference:

The following areas may also be applicable:

• Building/Structures/Tents
• Road and Sidewalk Closures

Forms Required/Guides/Reference:

• Application for Inspection
• Electrical Safety Tips for Event Organizers

Public safety is an important element of special event planning.  The City of Toronto recommends that organizers ensure their event designs include various methods for mitigating and managing risks associated with their event.

The Emergency Action Plan form is designed to assist special event organizers in developing plans to respond to any emergency situations that may occur during their event, and how to link into the City of Toronto’s Emergency Response Structure.

The City of Toronto’s Emergency Response Structure includes emergency services provided directly to the public by Toronto Police, Toronto Fire and Toronto Paramedic Services.  It also includes the support and coordination of all other City of Toronto and external agency responses (Transportation, Water, Public Health, Hydro, TTC, Public Utilities, Provincial and Federal Government, etc.) in accordance with the Toronto Emergency Plan.

You WILL be required to complete an Emergency Action Plan as a condition of a City of Toronto location (park, civic square, road, etc.) permit. Event organizers should complete the online form

Information from the online form is reviewed by City of Toronto Team, which consists of staff from Toronto Police and City divisions, in order to determine if the plan is appropriate to address public safety concerns for the event.

Contacts:

Toronto Office of Emergency Management
Phone: 416-392-4554
Email: OEMSpecialEvents@toronto.ca
Website: Office of Emergency Management

Timelines/Deadlines:

• A minimum of 8 weeks prior to your event. Allow for longer time depending on the nature, size and attendance of your event

Fees:

• None for consultation about emergency planning;
• Fees are charged for on site, dedicated emergency resources.

Checklist:

Once you have your site, programming and logistical plans in place, you should then begin to develop your Emergency Action Plan (EAP).  You will need these resources to assist you.

• Refer to the Special Events Planning & Emergency Levels chart and Guidelines (listed in Reference Section)
• Use the Emergency Action Plan – Guidelines (listed in the reference section) to help you identify hazards and complete your plan.
• Draw on the history of your event, or of similar evens to identify hazards and risks, and then develop strategies to prevent or reduce those risks
• Once your plan is in place, submit to the Office of Emergency Management for review, along with any other emergency procedures you have developed.

Associated Topics/Reference:

• First Aid/On Site Emergency Medical Services

Forms Required/Guides/Reference:

• Emergency Action Plan – Online Form
• Emergency Action Plan – Guidelines
• Emergency Action Plan – Submission Process
• Office of Emergency Management
• Emergency Management Ontario – with links to Training

All Film & Television permits for City of Toronto parks, property and streets are issued by the Toronto Film and Television Office.

Contacts:

Toronto Film & Television Office (TFTO)
Toronto City Hall
100 Queen Street West
Main floor, Rotunda North
Toronto, ON  M5H 2N2
CANADA
Tel: 416-338-FILM (3456)
Fax: 416-392-0675
Email: filmtoronto@toronto.ca
Website: Toronto Film and Television Office

Checklist:

• Create your request for a permit by completing a PDF version of the filming permit application form save it and email to filmtoronto@toronto.ca or print and fax to 416-392-0675.
• The City of Toronto requires evidence of insurance, in the form of a certificate of insurance in the amount of $2 million General Liability Insurance adding the City as additional insured from all permit applicants
• Production Information Sheets are required from the following production types: Feature Film, Television Series, Movie of the Week (MOW) or any television special (Short Film, Documentary or a variety show)
• Prepare and submit a Letter of Notification for residents/businesses to the Toronto Film and Television Office for review and approval before being circulated to residents/businesses where filming is proposed to take place (minimum 48 hours notification to the public is required)
• A permit officer will review your application and advise you of any conflicts, concerns or if further notification is required
• Permits are generally ready for pick up at the Film Office the day prior to filming

Suggested Timelines/Deadlines:

• 2 business days in advance of all filming or in city parks, as agreed to between the Parks Division and the TFTO
• 4 days notice for filming that includes but is not limited to road closures, multi-lane closures and special effects

Fees:

• No Application Fee for permit
•  Use of some City properties and or paid on-street parking costs may be incurred as a requirement of the filming permit location

Associated Topics/Reference:

• Insurance

Forms Required/Guides/Reference:

• Filming Guidelines
• Insurance Information
• Letter of Notification

Emergency medical care is an important aspect in planning a special event.

Toronto Paramedic Services are experts in planning and executing medical needs for events, festivals, concerts, parades, motor races and more and will assist you to develop a specific medical services plan for your event. Consultation with the Planning and Special Events Team can be very helpful in identifying the required medical response your event may need. This will vary from a simple first aid desk or tent for a small event to on-site ambulances, field aid stations or even a full-scale field hospital for very large events. Consultation with a member of the Toronto Paramedic Service’s Planning and Special Events Team will allow us the opportunity to conduct a needs assessment and make recommendations for emergency medical coverage at your event.

Toronto Paramedic Services provides dedicated on-site, medical coverage for all types of events, ranging in size from small film shoots and corporate functions, to community/street events and festivals as well as larger scale events that can draw a million attendees or more. We are the sole ambulance service provider within the City of Toronto that is licensed to transport patients in an emergency situation, to a hospital (under the Ambulance Act of Ontario).

Depending on the scope of your event, you can also hire a private first aid company.

Contacts:

Toronto Paramedic Services
Dawn Ainsworth, Superintendent of Planning

Phone:  416-397-0780

Email: emsplanning@toronto.ca

Request a Quote

Timelines/Deadlines:

• Toronto Paramedic Services requires a minimum of 3 weeks to plan your event medical needs. Allow for longer time depending on the nature, size and attendance of your event
• Paid duty bookings can made at least 2 weeks ahead of the event date

Fees:

• Yes, Paid Duty costs for equipment and services for on site, dedicated resources
• No fees for consultation about emergency medical planning

Checklist:

• Once you have an idea of the location, activities and audience for your event, contact Toronto Paramedic Services to help develop an emergency medical plan and recommend the appropriate medical services for your event
• Dependant on your plan, engage appropriate first aid and Toronto Paramedic Services
• When planning the emergency medical coverage for your event, Toronto Paramedic Services will work with you:
  • To plan necessary emergency medical/first aid services for the people attending the event, any entertainers, VIPs and event workers/employees;
  • To designate locations for first aid services and, if necessary, stand-by-areas for ambulances, and field hospitals to use during the event;
  • Plan to minimize the impact of your event on normal health care system services.
  • To develop a plan for medical coverage for the build up and take down phases of the Event.  At a minimum, create a plan for summoning help in an emergency that event staff can understand and remember
  • To ensure that adequate signage exists, so that emergency medical/first aid facilities are easily identifiable.
• Create signs and maps for the paramedics so that they can easily locate someone that needs assistance – this is very important where the event is in a large open area such as a park or a field, with few reference points.
• Create a special lane or route to be used only by emergency vehicles and staff so that they reach those in need of assistance as quickly as possible.

Associated Topics/Reference:

• Emergency Planning

Forms Required/Guides/Reference:

None

City of Toronto has a by-law, 466, which regulates the sale and vending of fireworks and the discharge of fireworks for special occasion and theatrical purposes.  Fireworks can only be discharged under the provisions of the by-law which sets out conditions and safety regulations.

To discharge fireworks under special occasions, you must receive a permit from the Fire Chief through Toronto Fire Services for a “Special Occasions Fireworks Discharge Permit”.

Please note that many city venues, such as civic squares and parks, prohibit the use of fireworks and open flame.

Contacts:

For Information:

Toronto Fire Services – Fire Prevention Section

North Command
Fire Prevention District Chief Office:  416-338-9153
General Line: 416-338-9150

East Command
Fire Prevention District Chief Office:  416-338-9253
General Line: 416-338-9250

South Command
Fire Prevention District Chief Office:  416-338-9353
General Line: 416-338-9350

West Command
Fire Prevention District Chief Office:  416-338-9453
General Line: 416-338-9450

All SPFX/ Pyrotechnics/Fireworks Permit Submissions:

Jim Jessop
Deputy Fire Chief
Fax 416 338 9060
jim.jessop@toronto.ca and heather.smith@toronto.ca

Checklist:

• Contact the venue/location you wish to discharge fireworks in and confirm that fireworks are allowed and under what conditions
• Obtain and review the Toronto Fireworks By-Law for conditions and requirements involved in the discharge of fireworks. Contact Toronto Fire to apply for a “Special Occasions Fireworks Discharge Permit”
• Engage a licensed “fireworks supervisor/pyrotechnician” as certified by the Chief Inspector of Explosives under the Explosives Act.
• Prepare a site plan which clearly identifies and conforms to requirements (health and safety, discharge and fallout zones, authorized persons, disposal
• Submit application, along with non-refundable fee and proof of comprehensive general liability insurance in an amount no less than $5,000,000

Suggested Timelines/Deadlines:

• TBD

Fees:

• Yes

Associated Topics/Reference:

The following areas may also be applicable:

• Road and Sidewalk Closures
• Toronto Police Services – Paid Duty Officers

Forms Required/Guides/Reference:

• City of Toronto Municipal Code (By-Law), Fireworks 466

If you plan to serve food and non-alcoholic beverages, depending on the size of your event Toronto Public Health may have many different roles such as:  providing consultation, inspecting food vending booths, reviewing the plans for sanitary disposal of waste, tobacco control, drinking water safety, environmental issues (dealing with health hazards), communicable disease control, complaints related to food and suspect food poisoning investigations.

Contacts:

Toronto Public Health
Public Health Inspector
Phone: 416-338-7600
Fax: 416-392-0714
Website: Toronto Public Health – Food Safety at Special Events

Timelines/Deadlines:

• 4 to 6 weeks – For review and approval of Special Event Temporary Food Establishment Organizer/Vendor packages

Fees:

• None

Checklist:

• As the organizer, obtain and review the “Special Event Temporary Food Establishment – Organizer” and “Special Event Temporary Food Establishment – Vendor ” packages
• Contact a Public Health Inspector with Toronto Public Health for further guidance on where and how to submit your information
• Create an Event Site Plan (drawing) indicating food vendors, garbage/wastewater disposal sites and sanitary facilities.  Ensure all food vending booths are to be properly set up with all equipment, food protected from contamination and adequate hand washing stations
• For Vendors:
  • Have all vendors complete Part 1, 2 and 3 of the “Special Event Temporary Food Establishment Vendor Package”
  • Collect information on all of the food vendors to determine if they are Certified Food Handlers or if the vendors have attended (or will be attending) a Special Event Food Handler Training course prior to the event if available by Toronto Public Heath
  • Ensure vendors do not use, sell or give away foods or beverages that are home prepared, home canned or unpasteurized (e.g. milk, cider)
  • Ensure vendors only use foods that have been obtained from an approved source (e.g. inspected meat, poultry and eggs)
  • Ensure all food is to be prepared in a licensed and inspected commercial kitchen – only limited preparation (i.e. final cooking and associated assembly) is permitted on-site
• Arrange adequate disposal of garbage (e.g. dumpster) at a designated site.  This should also be in consultation with Solid Waste Management
• Arrange for sanitary disposal of liquid waste (e.g. leak-proof container/holding tank)
• Provide sanitary facilities (for vendors and public) – including Temporary Hand Washing Stations with proper supplies – in sufficient numbers and maintained in a sanitary manner throughout the event. Note: hand sanitizers do not replace Temporary Hand Washing Stations. Hand sanitizer should be used only by non-food handlers (i.e. cashier, busboy, garbage & maintenance staff, general public, etc.)
• Co-ordinate alternative back-up plans with vendors in case of power failure or water shortages (e.g. provision of emergency generators, propane burners, supply of ice, potable water)
• Submit the “Special Event Temporary Food Establishment – Organizer” and “Special Event Temporary Food Establishment – Vendor” packages in one submission with all attachments to Toronto Public Health for review
• Notify Toronto Public Health of any significant changes to the original application;
• During the event, Public Health Inspectors may inspect food vendors to ensure proper food handling is being implemented and to prevent any health hazard that might result in a food poisoning.  Often during the inspection immediate corrective action may be required of the vendor and/or organizer.  Examples of this are providing accurate indicating thermometers, maintaining hot and cold holding temperatures of food, providing adequate supplies of potable water for cooking and hand-washing or even the condemnation of food

Associated Topics/Reference:

• Alcohol
• Garbage and Recycling (Solid Waste Management)

Forms Required/Guides/Reference:

• Toronto Public Health – Food Safety at Special Events (for Applications and Instructions)

Public funders have the ability to offer grant programs to not-for-profit or charitable organizations.  Programs, requirements and amounts available can change and vary frequently.

The City of Toronto offers limited grant programs to the organizers of special events.  In addition, the Government of Ontario and related agencies have a variety of grant programs.

In general, a public funder will only fund a minority percentage of an event, so other sources of funding must be obtained and be achievable.

Contacts:

See individual programs in Reference section.

Checklist:

• Once you have planned your event and developed an estimated budget and critical path, research grant and funding programs.
• Read guidelines, eligibility criteria, and application requirements carefully to ensure your event and your organization are eligible to be funded
• Note grant deadlines carefully, especially if you need to collect information or have approvals or permits in order to submit. The majority of programs will not accept incomplete applications.
• Liaise with grant program staff or attend an information session to clarify aspects of the program and application requirements

Suggested Timelines/Deadlines:

• Vary from program to program – you should plan for public funding a minimum of a year prior to your event, sometimes longer.

Fees:

• In general, there are no fees to apply for a grant program

Associated Topics/Reference:

The following areas may also be applicable:

• Government Officials/Letters of Greeting/Proclamations

Forms Required/Guides/Reference:

City of Toronto

• City of Toronto Community Funding
• Toronto Arts Council

Province of Ontario and Provincial Agencies

• Grants Ontario
• OTMP – Tourism Event Marketing Program
• Ontario Trillium Foundation
• Ontario Arts Council
• Ontario Cultural Attractions Fund

Federal Government

• Department of Canadian Heritage

Other

• Toronto Community Foundation
• Imagine Canada – Resources to Foundations and Corporations

A lottery licence from the Gaming Services Unit of the City Clerks Office will be required if you want to hold a lottery at your event including bingo or raffles (i.e. elimination draw, 50/50 or stub draw).

Gaming Services issues lottery licences to eligible charitable, religious or not for profit organizations.

Contacts:

Gaming Services
City Hall, Floor 1 – North 100 Queen Street West
Toronto, Ontario M5H 2N2
Phone: 416-392-7037
Email: lotterylicences@toronto.ca
Website:Lottery and Gaming Office

Checklist:

• Information required depends on type of lottery you wish to hold.  Please view the website, choose the specific for lottery type and review the information.

Suggested Timelines/Deadlines:

• 6 weeks minimum from time of submission

Fees:

• Yes. Fees for eligible organizations are based on the value of prizes

Associated Topics/Reference:

• Funding and Public Grant Programs

Forms Required/Guides/Reference:

• View Forms, Legislation and Regulations

Solid Waste Management is committed to assisting event organizers in having a successful event which includes diverting as must waste from landfill as possible at special events. Solid Waste staff can provide technical advice, coordination and support for special events.

Permits for Street Events will not be issued until a Waste Management Plan is submitted and approved by Solid Waste Management.

As event organizers, you are responsible for the cleanup and removal of garbage and debris and restoring the public right of way to its original condition. Failure to restore the public right of way to its original condition will result in the City taking responsibility for the clean-up and the applicant held responsible for all fees incurred.

Contacts:

For all permits/waste management plan submissions: SWMSSpecialEvents@toronto.ca

Marlon Johnson
Solid Waste Management
Phone: 416-392-7171
Fax: 416-392-0882
Email: Marlon.Johnson@toronto.ca

Jaclyn Brillinger
Solid Waste Management
Phone: 416-392-7745
EMail: Jaclyn.Brillinger@toronto.ca

Jameel Alladin
Solid Waste Management
Phone: 416-392-7767
Email: jameel.alladin@toronto.ca

Website: Solid Waste Management – Special Events

Checklist:

• Obtain and review a copy of the “Waste Management Plan for Street Events”  or the “Waste Management Plan for Runs/Walks”.
• Refer to the “Special Events Waste Diversion Handbook” to best guide you through the planning process of your street event.
• Develop your site plan and waste management needs – based on the type of activities occurring at your event.
• Request a pre-event meeting with SWM staff to determine event waste management needs and receive recommendations about your event waste diversion plan.
• Review Blue Bin and Green Bin services, recycling and organic toters, and recycle roll-off bin requirements. Nightly curbside collection of properly packaged cardboard boxes, recycling and organic waste may be provided based on event needs.
• Obtain information handouts and (material, rather than equipment as required.
• Hold a Post-event follow-up meeting to discuss how to make improvements for next year’s event.
• For any other inquiries regarding street closures please refer to the Special Events Waste Diversion Handbook.

Suggested Timelines/Deadlines:

• 4-6 weeks for Waste Management Plan.

Fees:

• No fee for development of a waste management plan.
• Charges  may apply for the collection and removal of garbage during and after event.

Associated Topics/Reference:

The following areas may also be applicable:

• Parades
• Road and Sidewalk Closures

Forms Required/Guides/Reference:

Please visit Solid Waste Management Website for more information and forms.

The City of Toronto, City Clerk’s Office, Protocol Services assists with City government protocol, VIP’s or diplomats attending your event, and prepares congratulatory messages from the Mayor (letters of greeting, congratulatory scrolls, proclamations).

Protocol Services also oversees the City’s ceremonial events, visits, courtesy calls, corporate awards and flag-raisings.

Congratulatory messages from the Mayor are issued at the discretion of the City of Toronto to groups, institutions, individuals, organizations, or businesses for conventions, trade shows, festivals, city-wide sports tournaments, cultural celebrations, charity fundraising galas/events, and significant anniversaries and awards.

Documents cannot be issued for matters of political controversy, ideological or religious beliefs, or individual conviction, events or organizations that have no direct relationship to the City of Toronto, and anything that contravenes City policies or by-laws.

Contacts:

City of Toronto Protocol Services
Phone: 416-392-7666
Fax: 416-392-1247
Toronto City Hall 2nd Floor West, 100 Queen Street West, Toronto ON M5H 2N2
Email: protocol@toronto.ca
Website: Awards and Tributes Website

General Checklist:

• To request congratulatory messages for an event send your request to the Protocol Office in writing on the organization’s letter head including the following information:
  • detailed description of the organization and the event for which it is being requested
  • the event date, printing deadline, a brief overview of the event, and contact information
  • drafted words and phrases to be included in the letter are welcome

Timelines/Deadlines:

• 4 weeks prior to event date or date which program would be printed

Fees:

• None

Associated Topics/Reference:

• None

Forms Required/Guides/Reference:

• None

Tourism Toronto is the official destination marketing organization for Toronto’s tourism industry. Tourism Toronto (a.k.a. Toronto Convention and Visitors Association) focuses on promoting and selling the greater Toronto region as a desirable destination for tourists, convention delegates and business travellers. Officially operating as a not-for-profit agency, Tourism Toronto has over 1,200 members and is a partnership of public and private sectors.

Tourism Toronto work closely with meeting planners to assist event organizers with a variety of services such as site selection, accommodation, attendance marketing, maps, visitors guides and more.

Contacts:

Tourism Toronto
Tourism Toronto Website

Prior to securing your meeting or convention please email: toronto@torcvb.com
Prior to securing your sport event please email: sports@torcvb.com

Kathryn Wakefield
Director of Client Services
Email: kwakefield@torcvb.com

Checklist:

• Develop a list of hotel and hospitality needs for your event; forward your RFP or contact Tourism Toronto for assistance prior to securing your event in Toronto to engage their services.
• Complimentary services and tools include:
  • Site inspections
  • RFP distribution and meetings with local services, including Destination Management Companies and Meeting Planners (DMCs) to help you find the right partners in Toronto
  • Information on border crossing, work visa requirements, customers brokers and foreign convention tax rebates.
  • Attendance marketing collaboration including on-line communication tools, promotional video and photo library
  • City information including visitor guides and maps for delegate bags or registration table (based on peak room nights)
  • Local media contact list
  • Special Event venues and event services
  • Exhibitor specific information to ease cross-border concerns
  • Assistance with group volunteer experiences and green meetings

Suggested Timelines/Deadlines:

• As required

Fees:

• None

Associated Topics/Reference:

The following areas may also be applicable:

• City of Toronto Tourism Services/Festival and Events Calendar

Forms Required/Guides/Reference:

• Tourism Toronto Meeting Planners Toolkit

A standard requirement of hosting a special event is obtaining insurance coverage.  Insurance can cover many aspects of the event from liabilities, to cancellation, to emergencies.  Event organizers are responsible for the participants and audience members taking part in your event.

Applications for city facilities, civic squares, and road closures all required the event organizers to obtain a minimum of $2,000,000 in liability insurance, some venues require $5,000,000.  The amount of insurance can also depend on your activities (e.g. high performance sport to local family fun fair).

Contacts:

Insurance coverage is provided by private insurance providers.  We suggest starting with your organizations or personal insurance provider. For reference we provide the following website links to these external organizations:

• Insurance Bureau of Canada
• Insurance Brokers Association of Canada

Checklist:

• Build in time to research and obtain insurance into your critical path
• Ask for and obtain insurance requirements from venues and service providers
• Obtain “Certificates of Insurance” from insurance company for venues and service providers

Suggested Timelines/Deadlines:

• As soon as possible

Fees:

• As per your insurance rates

Associated Topics/Reference:

The following areas may also be applicable:

• Parks, Forestry & Recreation Facilities
• Road and Sidewalk Closures
• City Squares (Outdoor)
• Civic Centres – City Facilities

Forms Required/Guides/ Reference:

• Sample Insurance Certificate – Street Events

If you:

1. are planning to sell alcoholic beverages at public event, and
2. are NOT a register charity or a not-for-profit association, and
3. are not using a caterer’s endorsement, then

you must get a letter from the local Community Council declaring that the event is an “Event of Municipal Significance”. This letter will be required to submit with your AGCO Special Occasions Permit (SOP) Application to the LCBO.

Existing licensed establishments that are participating in an event may need an extension to their liquor license (indoor or outdoor) (Extension of Premise”).  Outdoor events require a “Non-objection Letter”, also obtained through Community Council.

Contacts:

The Community Council for the Ward where the event is being held. If you are not sure which Ward the event is located in, you can call 311 within the City of Toronto’s calling area or enter your address here

Etobicoke York Community Council – Wards 1, 2, 3, 4, 5, 6, 7, 11, 12, 13, 17
Etobicoke York Community Council
Civic Centre, Main Floor, 399 The West Mall, Toronto ON M9C 2Y2
Phone:  416-394-8101
Fax: 416-394-5600
Email: etcc@toronto.ca

North York Community Council – Wards 8, 9, 10, 15, 16, 23, 24, 25, 26, 33, 34
North York Community Council
North York Civic Centre, 5100 Yonge Street, Main Floor, Toronto ON M2N 5V7
Phone: 416-395-0480
Fax: 416-395-7337
Email: nycc@toronto.ca

Toronto and East York Community Council – Wards 14, 18, 19, 20, 21, 22, 27, 28, 29, 30, 31, 32
Toronto & East York Community Council
Toronto City Hall, 100 Queen St. W., 2nd floor, Toronto ON M5H 2N2
Phone: 416-392-7033
Fax: 416-397-0111
Email: teycc@toronto.ca

Scarborough Community Council – Wards 35, 36, 37, 38, 39, 40, 41, 42, 43, 44
Scarborough Community Council
Scarborough Civic Centre, 150 Borough Dr., 3rd floor, Toronto ON M1P 4N7
Phone: 416-396-7088
Fax: 416-396-4301
Email: scc@toronto.ca

Timelines/Deadlines:

• 4 to 6 weeks, dependent on Community Council schedule – meetings are generally once a month and the deadline is 14 business days before the meeting, check Council Meeting schedule
• Note: You must obtain your Letter of Municipal Significance PRIOR to submitting your AGCO – SOP permit.  In some cases this is required before receiving city venue permits, which can take 4 to 8 weeks on its own.

Fees:

• None

General Checklist:

• Confirm through the AGCO, or the venue you are utilizing (e.g. city park, public roadway) if a Letter of Municipal Significance is required to apply for a Special Occasions Permit for your event
• Identify, based on the location of your event, which Community Council you must apply to (see contacts above).  You may also wish to review the Schedule of Meetings for Community Councils
• Send a request in writing to the local Community Council the event will take place in that includes the following information:
  • Statement that your request is for an Event of Municipal Significance;
  • The name of the Event;
  • The exact address or location of the Event;
  • The purpose of the Event;
  • The date(s) of the Event;
  • The times the Event begins and ends;
  • Your name, address and a telephone number where you can be reached during the day.
• Submit your application to the appropriate Community Council
• Your request will be reviewed, and if complete placed on the Community Council agenda for approval by Council.

Associated Topics/Reference:

• Alcohol
• City Squares (Outdoor)
• Parks, Forestry and Recreation Facilities
• Road and Sidewalk Closures

Forms Required/Guides/Reference:

• Community Council Meetings
• AGCO – Liquor Licence Extensions due to special event

Toronto Municipal Code, Chapter 591, Noise, provides noise standards and regulates amplified sound, such as music played through speakers.  Some key standards include:

1. Noise amplification that creates noise that projects beyond a person’s property is not permitted. One example of noise amplification includes playing music through speakers.
2. Maximum decibel levels for sound emitted from any equipment shall not exceed an Equivalent Sound Level (Leg) of 85 dBA when measured 20 metres from the source over a five-minute period, without exception.

To request to produce amplified sound outside of the permitted times, you must apply for a Noise Exemption.   To apply, take the Special Events application form to the District Office which serves your area with the $100 application fee at least 3 weeks prior to your event.  Your application will be forwarded to the event’s ward’s councilor for review.  If they object to the event, you have the option to appeal the decision at Community Council.

Contacts:

Municipal Licensing and Standards (ML&S )
Investigation Services District Offices
Phone: 311
Website:Municipal Licensing & Standards – Noise

From more information and locations where you can submit your application form in person:

Toronto and East York District
433 Eastern Avenue, Building B, 1st Floor, Toronto, ON M4M 1B7
Telephone: 416-397-4150  Email: MLSTorontoEastYork@toronto.ca

Etobicoke and York District
Etobicoke Civic Centre, 399 The West Mall, The North Block, 3rd floor, Toronto, ON M9C 2Y2,
Telephone:416-394-2550 Email: MLSEtobicokeYork@toronto.ca

North York District
North York Civic Centre, 5100 Yonge Street, Toronto, ON M2N 5V7
Telephone: 416-395-7366 Email: MLSNorthYork@toronto.ca

Scarborough District
Scarborough Civic Centre, 150 Borough Drive, Toronto, ON M1P 4N7
Telephone: 416-396-4166 Email: MLSScarborough@toronto.ca

Checklist:

• Obtain and review a copy of the Noise By-Law to determine whether you need an exemption
• Liaise with ML&S staff to review your event
• Obtain and complete the Noise By-Law exemption application or Event PaL application
• Complete application with required fees and submit to ML&S

Suggested Timelines/Deadlines:

• 2 months required to approve from date of submission

Fees:

• $100 Application Fee
• There may be fees for monitoring if required

Associated Topics/Reference:

The following areas may also be applicable:

• City Squares (Outdoor)
• Parks, Forestry and Recreation Facilities
• Road and Sidewalk Closures

Forms Required/Guides/Reference:

• Toronto Municipal Code – Chapter 591, Noise

The City of Toronto requires that all organization and individuals adopt the “Declaration of Non-Discrimination” Policy as a condition of receiving funding or other support from the City.

Declaration: On behalf of and with the authority of the organization named below, I hereby declare that this organization adopts and upholds the City of Toronto’s policy statement which prohibits discrimination and harassment and protects the right to be free of hate activity, based on age, ancestry, citizenship, creed (religion), colour, disability, ethnic origin, family status, gender identity, level of literacy, marital status, place of origin, membership in a union or staff association, political affiliation, race, receipt of public assistance, record of offences, sex, sexual orientation or any other personal characteristics by or within the organization.

Contacts:

Office of Equity, Diversity and Human Rights, City Manager’s Office
Toronto City Hall
100 Queen Street West
14th Floor, West Tower
Toronto, ON  M5H 2N2
Email: diversity@toronto.ca
Website: Office of Equity, Diversity and Human Rights

Checklist:

• Check with your city venue or permit issuer to determine whether you are required to sign a Declaration
• Complete and submit declaration

Suggested Timelines/Deadlines:

• As required within other timelines

Fees:

• None

Associated Topics/Reference:

The following areas may also be applicable:

• Accessibility

Forms Required/Guides/Reference:

• Non-Discrimination Policy Declaration Form

If you wish to hold a parade on a street, you need to contact Toronto Police to submit an application to obtain a parade permit.

Contacts:

Toronto Police Service
Public Safety – Special Events
75 Eglinton Avenue West,
Toronto, ON, M4R 2G9
Phone: 416-808-5049
Fax: 416-808-5052
Email: specialevents@torontopolice.on.ca
Website:Toronto Police Service: Public Safety – Special Events

Checklist:

• Create site map or event outline which identifies impacted streets
• Liaise with Toronto Police to inform them of the parade and provide information for a parade permit
• Liaise with EMS and Toronto Fire Services if required, for Emergency Planning.  Liaise with Toronto Parking Authority, Municipal Licensing and Standards, Solid Waste Management as required.
• Arrange for signage, barricades, security, etc. as required.

Suggested Timelines/Deadlines:

• 8 weeks

Fees:

• No

Associated Topics/Reference:

The following areas may also be applicable:

• Toronto Police Services – Paid Duty Officers
• Garbage and Recycling (Solid Waste Management)
• Toronto Fire Services – Street Closure Emergency Access approvals
• First Aid/On Site Emergency Medical Services
• Emergency Management Planning

The Toronto Parking Authority owns and operates public “Green P” parking lots throughout Toronto and also regulates on-street metered parking (e.g. “Pay and Display” machines). These lots can be of great convenience to attendees of special events.

If you wish to utilize Green P Parking lots or close a street that has on-street metered parking or sole access to a Green P Parking lot, you will need to inform and seek permission of the Toronto Parking Authority. Charges are levied for “lost revenue” to these sources.

Contacts:

Toronto Parking Authority
33 Queen Street East, Toronto ON M5C 1R5
Phone: 416-393-7275
Email: greenpcs@toronto.ca
Website: Toronto Parking Authority

Checklist:

• Create site map or event outline which identifies impacted parking lots and streets
• Liaise with Toronto Parking Authority to inform them of the event

Suggested Timelines/Deadlines:

• 5 business days

Fees:

• Yes, lost revenue for parking spaces.

Associated Topics/Reference:

The following areas may also be applicable:

• Business Improvement Areas (BIA)
• Parades
• Road and Sidewalk Closures

Forms Required/Guides/Reference:

• None

Toronto Parks, Forestry & Recreation does allow not-for-profit and charitable organizations to use parks and community recreation centres for special events provided they meet all criteria and regulations.  For-profit, commercial or non-recreation groups can not apply for a permit.

• Complete list of Parks
• Complete list of Recreation Centres

Contacts:

Permits, Parks, Forestry & Recreation
Toronto City Hall
100 Queen Street West, Main Floor East Tower
Toronto, ON M5H 2N2
Website – Parks, Forestry & Recreation Permits

Checklist:

• Contact the District-specific permit officer for facility availability, to review event requirements and limitations/prohibited activities
• Obtain and review the “Special Events Guidelines for City Parklands” and “Waste Diversion Plan”
• Submit your application to the appropriate Special Events Permitting contact.
• A  Conditional Letter of Approval will be provided to the client at least 30 days prior to their event date and 60 days if the event includes alcohol
• Obtain additional permits and approvals depending on nature of your event (see Associated Topics/Reference below for some areas that might apply)
• Submit Insurance Certificate, pay permit fees, pay deposit if required

Suggested Timelines/Deadlines:

• 8 weeks minimum in advance of the permit requested date

Fees:

• Yes, for permit
• Yes, a damage deposit is required

Associated Topics/Reference:

The following areas may also be applicable:

• Alcohol
• Amusement Rides
• Animals
• Arts & Music in the Park
• Building/Structures/Tents
• Food and Beverage (non-alcohol)
• Insurance
• Noise/Amplification: Noise Exemption By-Law
• Garbage and Recycling (Solid Waste Management)
• Toronto Police Services – Paid-Duty Officers

Forms Required/Guides/Reference:

• Parks and Facilities Information
• Temporary Mobile Sign Permit Application
• Parklands Application
• Waste Management Diversion Form

The City of Toronto has a bylaw that prohibits posters on public property (such as bus shelters, utility poles, litter container, post boxes, etc.).  The City enforces this by-law.

The bylaw does allow for posters to be placed on City of Toronto “InfoToGo” kiosks and Public Message Centres throughout the City.  There are regulations for the content and display of these posters.

Contacts:

For additional information, call 311 or visit Municipal Licensing & Standards website.

Checklist:

• Obtain and review a copy of the Sign By-Law  and information regarding Posters on Public Property
• Obtain information on what is allowed to be posted on public kiosks and message centres, how they must be formatted, and where they are located such as:
  • Posters can be no larger that 22 cm (8.5″) x 28 cm (11″) in size
  • Posters must include date of posting and contact information
  • Poster can only be displayed between 30 before the advertised event and five days after the end of the event
• Ensure you remove your posters post event

Suggested Timelines/Deadlines:

• Posters can be displayed on City of Toronto kiosks 30 days prior and up to 5 days post the event.

Fees:

• None

Associated Topics/Reference:

The following areas may also be applicable:

• Bridge Banners
• Street and Pole Banners
• Tourism Services – Festival and Event Calendar

Forms Required/Guides/Reference:

• Toronto Municipal Code – Chapter 693, Signs
• Toronto Poster Column Locations

The Municipal Licensing & Standards Division issues various licences and permits for businesses, trades and professsions, as well as monitors these businesses and trades to ensure they follow all applicable municipal bylaws related to vending and selling merchandise.

Vendors must contact Municipal Licensing & Standards to apply for permits. You may be required to obtain a business license as well as a Road Allowance permit to operate your business

Requests to vend at privately sponsored street festivals and events are handled by the organizers of that particular event.

Contacts:

Municipal Licensing & Standards
Phone: 416-392-6700
Website: Municipal Licensing and Standards

Checklist:

• Contact Municipal Licensing and Standards to discuss your requirements

Suggested Timelines/Deadlines:

• Two weeks from receipt of application

Fees:

• Yes, which depend on the permit

Associated Topics/Reference:

The following areas may also be applicable:

• None

Forms Required/Guides/Reference:

• Street Businesses
• Toronto Municipal Code, Chapter 740, Street Vending

If you wish to erect temporary signs, including projections, for a special event, you will need the approval of the Economic Development & Culture Division and Toronto Buildings who approve and regulate such signage. This authority exists with an exemption in Chapter 694, Signs, General, which is enforced by Toronto Buildings, Sign B-Law Unit to allow temporary signs associated with special events that meet the required criteria and have the approval of the Economic Development and Culture Division (Section 694-2 Scope, point 5).

Any exemption to the Sign By Law for a special event should include within the sign a “Tourism Partner logo” as the focus of this program is to promote events and the tourism industry in Toronto. As such corporate/sponsor recognition on signs/projections cannot exceed 20 per cent of the total area of the sign.

The Toronto Municipal Code (By-Laws) regulates Temporary Signage and states: A temporary sign is one that is not permanently attached or fixed to a structure or surface.

The Temporary Sign Bylaw is enforced by Municipal Licensing and Standards.

Contacts:

Economic Development and Culture, Film & Entertainment Industries, Event Support Unit
Phone: 416-395-7342 or 416-397-5397
Fax: 416-392-5600
Email: matt.ootes@toronto.ca or laurajane.elkin@toronto.ca

Toronto Buildings, Sign By-law Unit
Phone: 416-392-8000
Email: signbylawunit@toronto.ca
Website: Building – Sign ByLaw Unit

Checklist:

• Create your signs/projections and a list of locations – ensure you have approval from building owners for any buildings you wish to utilize.  Be prepared to show a “tourism partner logo” within your sign – note requirements for size and corporate/sponsor recognition not to exceed 20 per cent of the total area of the signs/projections.
• Submit an Event Pal application, with attachments, and send to Film & Entertainment Industries, Event Support Unit to review, and provide a recommendation to Toronto Buildings for an exemption to the sign by-law to allow a temporary sign or projection.
• Film & Entertainment Industries, Event Support Unit will notify you or send the recommendation to Toronto Buildings, Sign By-Law unit for further review and to ensure your proposal meets all temporary sign requirements.
• Once all requirements have been completed, Toronto Buildings, Sign By-law Unit will notify you as to whether your request has been approved and the next steps.
• Liaise with Toronto Buildings, Sign By-law Unit and obtain additional permits and approvals depending on nature of sign/projection installation as required
• Submit Insurance Certificate and pay permit fees as required

Suggested Timelines/Deadlines:

• 2 months prior to required date

Fees:

• Yes

Associated Topics/Reference:

The following areas may also be applicable:

• Insurance
• Building/Structures/Tents
• Road and Sidewalk Closures

Forms Required/Guides/Reference:

• Event PaL application
• Toronto Municipal Code (By-Law) Chapter 694, Sign, General

Transportation Services regulates the installation of banners over the public right of way whether on a Toronto Hydro or Toronto Transit Commission (TTC) owned pole.

Contacts:

Transportation Services, Street Events (application)
17th Floor, Metro Hall, 55 John Street
Toronto, Ontario M5V 3C6
Phone: 416-392-7877
Fax: 416-696-4149
Website: Transportation – Street Events – Banners

Toronto Hydro (permission to use Hydro Poles)
Email: bannerpermits@torontohydro.com
Website: Toronto Hydro – Pole Attachments

Toronto Transit Commission (TTC) (permission to use TTC Poles)
Richard Vella
Email: richard.vella@ttc.ca

Checklist:

• Obtain and review the guidelines and application for “Application to Install Banners and Decorations Over the Public Right of Way”
• Research areas for banner installation – note pole numbers and property address of where the pole is fronting.  Create a list and/or attach a map showing the pole locations.
• Contact and file an application directly with Toronto Hydro and/or TTC to confirm if the poles are feasible and owned by them.  Obtain written confirmation that the poles can be used.
• If poles are in a BIA, obtain a written letter of consent from the local Business Improvement Area indicating they have no objections to the banner being installed on the pole within their boundary
• Create a drawing of the banner design – note requirements for size and corporate recognition not to exceed 20 per cent of the total area of the banner sign
• Hire/contract/find an installation company (from those authorized by the City of Toronto) to install banners.
• Obtain an engineer-stamped drawing showing the details of the bracket and hardware used to install the banners on the poles
• For banners strung across the road from building wall to building wall, obtain written consent from the Property Owner(s) and provide an engineer-stamped drawing showing the brackets and hardware used are structurally sound.
• Fill out and submit  request with Transportation Services for permission to install the banners over the public right of way providing documentation of all the steps above.
• Pay a non-refundable application fee
• Upon approval from Transportation Services, must provide an Insurance Certificate with minimum liability coverage of $2 million, naming the City of Toronto as additional insured with a cross-liability clause, pay a hoisting fee and permit fee based on number of poles approved, as required.

Suggested Timelines/Deadlines:

• 8 weeks prior to event, though space is limited and requests are received year round

Fees:

• Yes. Non-Refundable Application Fee
• Yes, Hosting Fee and Permit Fee

Associated Topics/Reference:

• Business Improvement Areas (BIA)
• Hotels and Hospitality – Tourism Toronto
• Insurance
• Tourism Services/Festival and Events Calendar

Forms Required/Guides/Reference:

• Banner application guidelines

Transportation Services issues permits for the temporary closure of streets and sidewalks to facilitate special events and foot races.

Contacts:

Transportation Services, Street Events

Etobicoke District
Etobicoke Civic Centre, 399 The West Mall
Etobicoke, ON
Marianne Zager: 416-394-8348

North York District
5100 Yonge Street, 4th Floor
Toronto ON  M2N 5V7
Franca Mollo: 416-395-6266
Anita Ortiz: 416-395-7438

Scarborough District
Scarborough Civic Centre, 2^nd Floor
150 Borough Drive
Rose Milson: 416-396-7335

Toronto & East York District
17th Floor, Metro Hall, 55 John Street
Toronto, Ontario M5V 3C6
Rita Hoy: 416-392-1802
Donna Lonski: 416-338-5457
Teresa Mammoliti: 416-338-5459
Website:Transportation – Street Events

Checklist:

• Obtain and review the guidelines and applications as applicable
• Create map/drawing or route of area impacted by closure and provide dimensions and indicate what items are being placed on the sidewalk or road
• Create a Traffic Control and Public Safety Plan to ensure that Emergency Access is maintained as per guidelines
• Note disruptions to TTC, Street Parking, etc.
• Create a Waste (Garbage) Management Plan
• Consult with Transportation Services, Toronto Police, TTC, Paramedic Services, Municipal Licensing and Standards, Public Health, and other applicable agencies
• Create an Emergency Action Plan and submit to the Office of Emergency Management
• Consult with and provide notices to impacted business, BIA and residents of potential closure with a copy to be provided to Transportation Services
• If serving alcohol, you must have a Letter of Municipal Significance and written documentation from AGCO
• Upon approval from Transportation Services, provide Insurance Certificate with minimum liability coverage of $2 million, naming the City of Toronto as additional insured with a cross-liability clause and pay the required permit fee and signage costs installed by City staff
• Arrange for signs, barricades, cones, security, police, etc as required.
• If required, complete an “Application for Bicycle/Foot Race on City Streets” and have participants sign a “Release, Waiver and Indemnity” form

Suggested Timelines/Deadlines:

• 8 weeks prior to the event for a closure on any boulevard and on any Local Road
• 12 weeks prior to the event for a closure on a Collector Road
• 16 weeks prior to the event for a closure on an Arterial Road
• 52 weeks prior to the event for a closure on an Expressway

Fees:

• Yes. Daily Fee for Street Closure
• Yes, Sidewalk sale fee for a period of up to 3 days

Associated Topics/Reference:

The following areas may also be applicable:

• Alcohol
• Business Improvement Areas (BIA)
• Emergency Management
• Food and Beverage (non-alcohol)
• First Aid/Medical Coverage
• Noise/Amplification:  By-law Exemption
• Parking – Toronto Parking Authority
• Garbage and Recycling (Solid Waste Management)
• Toronto Police Services – Paid-Duty Officers
• Toronto Transit Commission (TTC) – Route Divisions

Forms Required/Guides/Reference:

• Temporary street closure application guidelines
• Sidewalk sale application guidelines

If you plan to provide hairdressing, manicures, pedicures, tattoos or piercing services to the public, Toronto Public Health will need to be notified, including what services will be provided, complaints related to the event or if you have any questions regarding the set up of your vendors.

Contacts:

Toronto Public Health (TPH), Control of Infectious Diseases/Infection Control, Personal Services Settings Program
Public Health Inspector
Phone: 416-338-7600
Email: bodysafe@toronto.ca
Website: BodySafe Special Events Page

Timelines/Deadlines:

• 30 days before the event for review of the Co-ordinator and Vendor application forms

Fees:

• None

Checklist:

• As the organizer, obtain, review and complete the “Special Events Offering Personal Service: Coordinator’s/Organizer’s Application Form”.
• As the vendor, obtain, review and complete the “Special Events Offering Personal Service: Vendor’s Application Form”.
• Completed forms can be email to Bodysafe@toronto.ca or faxed at 416-338-8440.
• Contact a Public Health Inspector in the BodySafe program to get further guidance on where and how to submit your application. Contact 3-1-1.
• Toronto establishments that are participating in a special event must have received a PASS inspection and be licensed prior to the event.
• There will be no sterilization of any equipment permitted at a special event. All critical items must come sterile and pre-packaged with appropriate records.
• All sharps must be discarded into an approved sharps container. Proper disposal of the sharps containers must be arranged prior to the event. Sharps or sharp containers cannot be discarded with municipal garbage.
• Notify TPH of any changes to the application.

Associated Topics/Reference:

• Food and Beverage (non-alcoholic)
• Garbage and Recycling (Solid Waste Management)

Forms Required/Guides/Reference:

• Special Events Offering Personal Service: Coordinator’s/Organizer’s Application Form
• Special Events Offering Personal Service: Vendor’s Application Form
• BodySafe Special Events Page

The City of Toronto’s Tourism Services unit offers services and information to help people enjoy and navigate Toronto – once here. They offer a variety of programs to support event organizers including:

City of Toronto Festivals & Events Calendar: Attracts over 1 million visits directly and is a free database feeding numerous independent event calendars and media outlets. Please submit your event in order to benefit from this calendar/database.

Union Station Tourist Information Centre: A year-round visitor information service, located in the west wing of Union Station (65 Front Street West). Please provide information/promotional materials on your event in order to benefit from this program.

INFOTOGO: Mobile visitor information kiosks that engage visitors and residents at events, festivals, venues and attractions city-wide from May to October each year. Please provide information/promotional materials on your event and if applicable arrange for an on-site presence in order to benefit from this program.

Toronto Map: Close to 1 million free maps are distributed each year. Request free paper maps for your guests or the electronic base map if creating your own mapping product.

Welcome to Toronto… We’ve Been Expecting You (WBEY): Platform to support businesses that work with visitors – includes a training program for people who work with visitors, informative welcome resources, and an eNews:

• Training (for your event staff/volunteers): Online training with a module re-inforcing customer service principles, a module focused on what there is to see and do in Toronto along with printable/mobile-friendly toolkits. Face to face training designed to better prepare participants to welcome visitors through awareness, knowledge of resources and proven customer service methodologies.
• WBEY eNewsletter: Monthly information resource for an audience working with visitors. Tell your staff/members to sign up at www.toronto.ca/signupwbeynews. Submit your concise news (deadline mid-month) to wbey@toronto.ca

Contacts:

• Tourism Services Team:  visitorservices@toronto.ca
• To view and submit an event to the City of Toronto Festival & Events Calendar
  
• To subscribe to the “We’ve Been Expecting You” Newsletter

Checklist:

• Contact and submit event information
• Request the seasonal mobile unit at your event
• Sign up for and submit information to the WBEY eNews
• Encourage your staff and volunteers to undertake WBEY Training

Suggested Timelines/Deadlines:

• Please submit information and/or request as soon as possible for maximum exposure

Fees:

• None

Associated Topics/Reference:

• Hotels and Hospitality – Tourism Toronto

Forms Required/Guides/Reference:

• None

The TTC provides public transportation in Toronto and encourages all event organizers to promote public transit and the best option for special event attendees.  The TTC provides a number of marketing and promotional channels for special events from listings on their website, in newsletters, and through electronic bulletin boards to utilizing advertising opportunities on vehicles and in stations.

Additionally, for larger events, you can engage the TTC to produce special commemorative or conference passes for visitors and delegates.  There is a cost for this service depending on needs.

Contacts:

Vehicle and Station Advertising, Digital Platform Screens
Pattison Outdoor
Lucy Coecchia
Phone: 905-282-6800
Email: ttcinfo@pattisonoutdoor.com

TTC WI-FI: TCONNECT
Michelle Naftalis, Marketing Coordinator
Phone: 647-943-0294
Email: info@tconnect.ca

Commemorative Passes
TTC Marketing Department
Carla Basso, Marketing Director
Phone: 416- 393-3766
Email: carla.basso@ttc.ca

Checklist:

• During the planning phase of your event, contact the Pattison Outdoor and/or the TTC Marketing Department directly to consult about marketing and promotional opportunities

Suggested Timelines/Deadlines:

• Varies dependant on services

Fees:

• Yes

Associated Topics/Reference:

The following areas may also be applicable:

• Bridge Banners
• Hotels and Hospitality – Tourism Toronto
• Street and Pole Banners
• Tourism Services/Festival and Events Calendar

Forms Required/Guides/Reference:

• Toronto Transit Commission

The TTC’s first priority is to provide scheduled bus, streetcar and subway service. The TTC does take requests to utilize TTC vehicles as charters for shuttles or site seeing.

You must reserve your charter a minimum of two weeks in advance. Please note charters do not run Monday to Friday, 6:00 am – 10:30 am, and 1:30 pm – 7:30 pm.

Contacts:

Toronto Transit Commission
Charter Office
Phone: 416-393-7880
Email: charters@ttc.ca

Checklist:

• Create a request for a charter indicates the date of the charter, pick up and return location and time and a suggested route.
• Contact the TTC directly to discuss your request and costs.

Suggested Timelines/Deadlines:

• 2 weeks

Fees:

• Yes

Associated Topics/Reference:

The following areas may also be applicable:

• Hotels and Hospitality – Tourism Toronto

Forms Required/Guides/Reference:

• Toronto Transit Commission

The TTC’s first priority is to provide scheduled bus, streetcar and subway service. If your special event will impact Toronto Transit Commission (TTC) services, such as a change to a transit route or stop, or the utilization of buses instead of streetcars, you must receive approval from the TTC.  Costs will be incurred by the organizer to re-route TTC vehicles and pay for staff and notifications to transit riders of the service disruption due to a special event.

The TTC, upon request, may increase or alter service (e.g. add additional buses for more capacity) dependent on the nature of the event.

Contacts:

Toronto Transit Commission
Emily Assuncao, Manager – Closures and Diversions
Phone: 416-393-3302
Email: emily.assuncao@ttc.ca
Website: TTC (Toronto Transit Commission)

Checklist:

• During the planning phase of your event, contact the TTC directly to consult about impacts, costs or use of additional vehicles
• For street closures, obtain and complete an application through Toronto Transportation, Street Events– they will engage the TTC through their approval process

Suggested Timelines/Deadlines:

• 4-6 weeks – request to re-route vehicles

Fees:

• Yes – for re-route costs/additional service or vehicles

Associated Topics/Reference:

The following areas may also be applicable:

• Parades
• Road and Sidewalk Closures
• Toronto Transit Commission (TTC) – Chartering TTC Vehicles
• Toronto Transit Commission (TTC) – Advertising Opportunities

Forms Required/Guides/Reference:

• Toronto Transit Commission

The Toronto Police Service will supply help and assistance for security, control and support for your events.  Request for police assistance require at least 4 weeks’ notice and longer for large or summer events

Please view the Toronto Police Services: Public Safety- Special Events website for letter from the Chief of Police addressing Toronto Police support of community events and parades.

Local Police Community Response Unit can attend an event or festival and show or answer questions regarding any police community service (e.g. safety, crime prevention).

Requirements for Paid Duty Police officers may be levied by the City of Toronto as a condition of a permit (such as if serving alcohol, a street event or park event) depending on the scope and nature of the event. If required, Toronto Police Service will determine the minimum number of officers that are needed.

Paid duty services are performed by off duty officers and are subject to their availability. The Service makes best efforts to fill all paid duty requests, but there are no guarantees. Generally, the earlier the request is received, the greater the chance of it getting filled.

Contacts:

Toronto Police Service
Central Police Paid Duty Office
Phone: 416-808-7880
Fax:  416-808-5042
Website:Toronto Police – Paid Duty Office
Hours: Monday to Friday: 07:00 to 21:00; Saturday, Sunday and Statutory Holidays: 09:30 to 18:00

Toronto Police Service
Public Safety – Special Events
75 Eglinton Avenue West
Toronto, ON, M4R 2G9
Phone: 416-808-5049
Fax: 416-808-5052
Email: specialevents@torontopolice.on.ca
Local Police Divisions:
Phone: 416-808-2222

Checklist:

• Determine whether you require Paid Duty Police needs. Contact the Central Paid Duty Office who can direct you as needed.
• For the first time you or your organization is requesting Paid Duty Police Officers (PDPO), obtain, complete, and submit the “new customer account” form.  This form will generate an account number to facilitate your request for PDPO. The submission of a TPS 743 – “Request for New Customer Account” must be received FOUR (4) WEEKS prior to your event date.
• Obtain and review the Paid Duty Police Request Form, Terms of Agreement (included as part of the form) and review Current Rates. Complete and fax to the Central Paid Duty Office.  If your event is classified as a major event you will be directed to contact Public Safety – Special Events.
• You will be notified of your fulfillment or possible unfilled request by the Central Paid Duty Office. Paid Duties will be attempted to be filled right up to one hour before the scheduled start time.  If you need to cancel your requests, you must do so, in writing, twelve (12) hours prior to the start time or fees might apply.
• All payment must be made in advance of the paid duty through Toronto Police Services Central Paid Duty Police Office

Suggested Timelines/Deadlines:

• Minimum 4 weeks prior to event date.

Fees:

• Yes – Paid Duty Officers are paid an hourly rate in advance of the event based on estimation of officers required
• Yes – Administrative and vehicle/equipment rentals fees may apply

Associated Topics/Reference:

The following areas may also be applicable:

• Alcohol
• Civic Squares (Outdoor)
• Parades
• Road and Sidewalk Closures

Forms Required/Guides/Reference:

• Toronto Police Services – Central Paid Duty Office
• TPS Forms and Publications
  • Paid Duty Police Request Form: TPS784
  • New Customer Account Form: TPS743
  • Current Rates

Toronto Water is responsible for delivering safe drinking water, collecting and treating wastewater, and providing stormwater management services.

For event organizers, Toronto Water operates “HTO To Go” a moblile water trailer that hooks to a safe supply of potable water (usually a fire hydrant or connection to a water main).  A crew will deliver the trailer to select public events and connect it, and give information about Toronto Water’s programs and services. There are two mobile water trailers available for special events throughout Toronto.  The season generally runs from May through September.

Toronto Water also monitors and enforces the Toronto Sewers ByLaw  and Toronto Water Supply ByLaw which includes ensuring proper disposal of Wastewater for all mobile food vendors and events.  Catch Basins (sewer grates) are only for rainwater and melted snow – wastewater can never be poured into them.  Wastewater poured of flowing into a catch basin in consider a spill and may result in enforcement of the Sewers Bylaw

Toronto Water also provides permits for approved fire hydrant useage associated with special events.  Improper use of fire hydrants can cause hydrant damage or potential contamination of the drinking water.

Contacts:

Phone within Toronto city limits: 311
Phone outside city limits: 416-392-CITY (2489)
Toronto Water Service Counter – open Monday to Friday 8:30 am to 4:30 pm
North York Civic Centre 5100 Yonge Street, 2nd floor
Email: 311@toronto.ca
Website: Toronto Water 

Checklist:

• Contact 311 with questions about Toronto Water programs, services and activities
• Visit the HTO To Go website to learn about the event criteria and submit an online request.

Suggested Timelines/Deadlines:

• At least 8 weeks to request the HTO To Go water trailer.

Fees:

• There are fees associated with utilizing water from City fire hydrants

Associated Topics/Reference:

The following areas may also be applicable:

• Food and Beverage (non-alcoholic)
• Garbage and Recycling – Solid Waste Management

Forms Required/Guides/Reference:

• HTO to GO
• Proper Disposal of Wastewater for All Mobile Food Vendors
• Catch Basins – Rainwater and Snow Only
• Hydrants – Obstructions and Unauthorized Use