Guidance for Planning Events in Toronto

311 Toronto

311 Toronto provides access for residents, visitors and businesses to submit and track a service request, find information about City services or programs, and search for service requests in your neighbourhood.

Staff at 311 can provide information about festivals and events that are listed in the Festivals & Events Calendar.

Contact

Phone within Toronto city limits: 311
Phone outside Toronto city limits: 416-392-CITY (2489)
TTY: Use 711
Email: 311@toronto.ca
Website: 311 website
Twitter: @311Toronto

Checklist:

• As a part of the event planning process, determine if you’d like to list your events on the Festivals & Events Calendar
• Submit an application form for the Festivals & Events Calendar
• Contact 311 Toronto with questions about City of Toronto programs, services and activities

Suggested Timelines/Deadlines

• Minimum of two weeks prior to the event

Fees

• None

Associated Topics/Reference

• About 311 Toronto

Forms Required/Guides/Reference

• Festivals & Events Calendar – Submit an Event Form

Accessibility

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.
– 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 organizers to make their events as accessible as possible to all members of the public.

Checklist

• As a part of the event planning process, review the AODA, supporting materials, and customer services best practices to create an accessible special event or festival
• Audit all elements to the festival to ensure barriers to access are removed or mitigated, such as: site layout and physical barriers, signage and typeface sizing and font, accommodation of service animals and/or support people, lighting and acoustic levels, food allergies and scent sensitivities, etc
• Develop an accessibility plan in consultation with community members, suppliers, AODA resources, etc
• Incorporate AODA customer services best practices into staff, volunteer and supplier training
• Make the accessibility plan available to the public by posting on the festival website, creating an accessibility-specific email address, etc

Suggested Timelines/Deadlines

• At least three months in advance

Fees

• None

Associated Topics/Reference

• City of Toronto Office of Equity, Diversity and Human Rights
• City of Toronto Accessibility Plan

Forms Required/Guides/Reference

• Accessibility in Ontario: What You Need to Know
• Accessibility for Ontarians with Disabilities Act (AODA)
• Guide to Accessible Festivals & Outdoor Events
• Planning Accessible Events: So Everyone Feels Welcome

Alcohol Service – Temporary Permits, Extension of Liquor Licence & Municipal Endorsement

The Alcohol and Gaming Commission of Ontario (AGCO) is responsible for regulating the alcohol, gaming horse racing and cannabis retail sectors in accordance with the principles of honesty and integrity and in the public interest.

Among many responsibilities of the City of Toronto Clerk’s Office is a role supporting event organizers and individual operators’ application for a temporary liquor licence.

Event organizers wishing to serve or sell alcohol at their event often require one of three types of temporary licences:

• Special Occasion Permit (SOP)
• Temporary extension of licenced premise
• Temporary extension of licenced hours

SOP

Event organizers must first determine if their event is public (e.g. open to the public) or private (e.g. by invitation only) and apply for the appropriate type of SOP.

If you are an individual or company seeking an SOP and are producing a public event (indoors or outdoors) during which alcohol is served or sold, you will require a letter of Municipal Endorsement from the City of Toronto’s Clerk’s Office. Most private events, charities, non-profits or events that are designated as municipally, provincially or nationally significant do not require a letter of Municipal Endorsement to support their SOP application.

Temporary Extension of Outdoor Premise

Operators that have an existing liquor licence may choose to temporarily extend their outdoor premise on which they serve alcohol during an event (e.g. extending a patio on to a curb lane during a street festival). Individual operators (not the event organizer) must submit all applications. The City Clerk’s Office approves all a temporary extension of premises and the AGCO must be notified.

Note that the City Clerk’s Office approves the extension of the liquor licence only; any approvals required for building a structure, increasing capacity, permission to use the space, etc must be sought through the appropriate City division and/or property owner.

Temporary Extension of Hours (Indoors)

Operators that have an existing liquor licence may choose to temporarily extend the hours during which they serve alcohol indoors during an event. The individual operators (not the event organizer) must submit all applications. The AGCO approves all temporary extension of hours and the operator must also obtain a letter of Municipal Endorsement from the City Clerk’s Office to be submitted with their application.

Contacts

Alcohol and Gaming Commission of Ontario (AGCO)
Website: AGCO
Online Service Delivery Portal: iAGCO

City Clerk’s Office
Phone: 416-392-7036
Website: Serving & Selling Alcohol in Toronto
Email: liquorlicence@toronto.ca

The AGCO may require event organizers to notify other municipal divisions and agencies as a condition of the licence:

• City Clerk’s office: liquorlicence@toronto.ca
• Toronto Police Services: officeofthechief@torontopolice.on.ca
• Toronto Public Health: publichealth@toronto.ca
• Toronto Fire Services: TFS_Events@toronto.ca

Checklist

• As a part of the event planning process, review the requirements and requests for alcohol service
• Create a site map of the premise where alcohol will be served, noting capacity, estimated attendance, etc.
• Ensure appropriate security, safety measures and policies are in place to safely serve alcohol
• Event organizers must understand and adhere to all conditions of the temporary licence
• Individual operators may require a letter of endorsement from the event organizer when applying for a temporary permit or licence extension
• When applying for an SOP, create an account in the iAGCO online service delivery portal
  • Review the Guide to Applying for an SOP noting the event type, conditions, application process and other requirements
  • Select the appropriate type of SOP and complete the online forms
  • If you are an individual or company seeking an SOP and are producing a public event (indoors or outdoors), apply for a letter of Municipal Endorsement for an SOP from the City of Toronto’s Clerk’s Office
• When applying for a temporary extension of premise, apply for a letter of Municipal Endorsement from the City Clerk’s Office
  • Review the criteria for a letter of Municipal Endorsement and complete and submit the form
  • Create an account in the iAGCO online service delivery portal
  • Notify the AGCO through the iAGCO service delivery portal and select the Regulatory Submission form
• When applying for a temporary extension of hours, apply for a temporary licence through the AGCO
  • Create an account in the iAGCO online service delivery portal
  • Review the criteria for the licence and submit all forms through the iAGCO service delivery portal

Timelines/Deadlines

• Apply for an SOP with the AGCO at least 30 days prior for small events, and at least 60 days prior for large events.
• Apply for an extension on hours with the AGCO at least 30 days prior.
• Apply for a letter of Municipal Endorsement with the City Clerk’s Office at least 30 days prior for small events and at least 60 days prior for large events.
• Notify the AGCO for a temporary extension of premise at least 30 days prior.

Fees

Fees apply for SOPs and vary depending on the type of SOP

No fee for extensions of premise or hours

Associated Topics/Reference

• AGCO Responsibilities and resources for permit applicants

Forms Required/Guides/Reference

• SOP – Application Guide from the AGCO
• SOP – Municipal Endorsement from the City Clerks Office
• Temporary Extension of Outdoor Premise – Criteria from the AGCO
• Temporary Extension of Outdoor Premise – Criteria for Municipal Endorsement from the City Clerk’s Office
• Temporary Extension of Hours (Indoors) – Criteria from the AGCO
• Temporary Extension of Hours (Indoors) – Criteria for Municipal Endorsement from the City Clerk’s Office

Amplified Sound

Amplified sound is regulated by the Noise By-law that provides standards for noise in Toronto. This includes decibel limits and time restrictions for some types of noise. Noise Exemption Permits can be requested from the Municipal Licencing & Standards (ML&S) NoiseTO team for events or activities that may exceed the limits in the Noise By-law, such as special events that feature amplified sound, like concerts or other use of loud speakers.

Event organizers are responsible for ensuring the event complies with the Noise By-law. Alternatively, event organizers can seek an exemption to the bylaw.

The Noise By-law without an exemption

For amplified or instrument sound, no person shall emit or cause or permit the emission of continuous amplified sound or instrument sound, measured with a sound level meter at an outdoor point of reception in a living area. Sound levels (expressed in terms of Leq for a 10-minute period) shall not exceed 50 dB(A) or 65 dB(C) from 11 p.m. to 7 a.m. or 55 dB(A) or 70 dB(C) from 7 a.m. to 11 p.m.

An outdoor point of reception could be near the façade of a building, on a balcony or elevated terrace. If not reasonable to measure from an outdoor point of reception in a living area, then measurements can be made at an indoor point of reception in a living area. Sound levels (expressed in terms of Leq for a 10-minute period) must not exceed 42 dB(A) or 57 dB(C) from 11 p.m. to 7 a.m. or 50 dB(A) or 65 dB(C) from 7 a.m. to 11 p.m.

The Noise By-law with an exemption

The sound emitted from any equipment shall not exceed a sound level (expressed in terms of Leq for a ten-minute period) for amplified sound of 85 dB(A) or 105 dB(C) when measured from the lot line of the property where the event or activity is occurring. For any other event or activity, 85 dB(A) or 105 dB(C) when measured 20 metres from the source.

In general, although the bylaw allows amplified sounds any time of the day, sound levels must be in compliance with the bylaw sound levels. An approved noise exemption permit for amplified sounds allows for louder amplification, up to 85 dB(A) or 105 dB(C) at the lot line for the time periods specified in the permit.

Contacts

Municipal Licensing and Standards (ML&S)
Phone: 311
Email: NoiseTO@toronto.ca
Website: Municipal Licensing & Standards – Noise Exemption Permits

Checklist

• During the event planning process, review your event programming and activities and determine if there are amplified sound requirements such as recorded music, live music or speaking with a microphone. Assess if amplified sound activities will contravene the bylaw in volume (including bass) or duration.
• Obtain and review the Noise By-law.
• Obtain and complete the Noise By-law exemption application.
• Complete a site map that indicates all amplified sound components including but not limited to stage and speaker location(s), and property lines. Please note as of September 1, 2024, sound levels are measured from the lot line of the property where the event is occurring.
• Complete the Noise Mitigation Plan form for your event to lessen any impact to the neighbouring business and/or residents.
• Submit all forms to the NoiseTO team for review.
• Liaise with ML&S staff to review your event, as needed. Staff may require that ML&S staff are on-site to monitor sound levels throughout the event.

Suggested Timelines/Deadlines

• 2 months prior to the event date

Fees

• Yes. Please note as of September 1, 2024, application fees are based on new criteria and hourly on-site monitoring rates have increased.

Associated Topics/Reference

• Sites & Locations

Forms Required/Guides/Reference

• Toronto Municipal Code – Chapter 591, Noise
• Amplified or Instrument Sound application form and Noise Mitigation Plan form
• Fee & Method of Payment

Amusement Rides/Devices

In general, amusement rides/devices are governed by the Technical Standards and Safety Association (TSSA) that administers and enforces public safety laws in the Province of Ontario. In order to have an amusement ride/device be considered for use at a special event or festival, event organizers must ensure ride owner and/or operator have the appropriate TSSA certification, licence and/or training and insurance.

Venues and facilities may also have restrictions and policies governing the use of amusement rides/devices. Contact the venue for further details.

Contacts

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

Timelines/Deadlines

• All required documentation should be submitted and approved at least four weeks prior to the event

Fees

• Yes – varies depending on application and licence

Checklist

• As a part of the event planning process, review if any vendors or sponsors plan to operate an amusement ride/device
• Contact your event venue to ensure amusement rides/devices are allowed
• Owners and/or operators may be required to have a business licence from the City of Toronto
• Review the TSSA requirements for the rides/devices and submit the necessary applications, documentation, and fees
• An inspection by the TSSA is required on-site, and you may choose to schedule a pre-examination to identify non-compliance prior to the mandated inspection.
• Event organizers are required to produce a certificate of insurance covering the amusement rides/devices

Associated Topics/Reference

• Ontario Technical Standards & Safety Act
• Ontario Regulation 221/01: Amusement Devices Regulation
• City of Toronto Business Regulations, Licences & Permits

Forms Required/Guides/Reference

• Types of Amusement Devices that are Regulated
• Amusement Devices FAQs
• TSSA Application Forms, Inspection Information, Fee Schedule
• TSSA Services Prepayment Portal

Animals

City of Toronto Animal Services, part of Municipal Licensing and Standards, regulates animal welfare and well-being in Toronto. The Animals By-Law prohibits the possession of certain animals with no exception (note that service animals, as defined by the Accessibility for Ontarians with Disabilities Act, are not considered in the By-law). Animals are prohibited to be on display at events or festivals; however, there are some limited exceptions. There is no permit to possessing animals at an event or festival; event organizers are required to discuss possessing display animals at their event or festival with the City of Toronto.

Contacts

Economic Development and Culture, Event Support Unit
Phone: 416-395-0490
Email: eventsupport@toronto.ca

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

Checklist

• As a part of the event planning process, advise vendors and sponsors that animals on display are not permitted
• Review the Animals By-law prohibited animals and exceptions
• Contact the Event Support Unit to discuss prohibited animals and/or exceptions

Suggested Timelines/Deadlines

• As required with other permits

Fees

• N/A

Associated Topics/Reference

• Service Animals – Guidelines for Accommodating Disabilities 

Forms Required/Guides/Reference

• Prohibited Animals
• Toronto Municipal Code – Chapter 349 – Animals

Anti-harassment/Discrimination Policy

The City of Toronto requires that all organization and individuals adopt the Human Rights and Anti-Harassment/Discrimination Policy Declaration Form as a condition of receiving funding, issuing of a permit or other support from the City.

Contacts

Human Rights Office
Phone: 416-392-8383
Email: humanrights@toronto.ca
Website: Accessibility and Human Rights

Checklist

• As a part of the event planning process, check with your City venue, permit issuer or grant administrator to determine whether a declaration is required
• Review the declaration document and associated ant-harassment/discrimination policies
• Complete and submit declaration

Suggested Timelines/Deadlines

• As required within other timelines

Fees

• None

Associated Topics/Reference

• N/A

Forms Required/Guides/Reference

• Human Rights and Anti-Harassment/Discrimination (HRAP)
• Human Rights and Anti-Harassment/Discrimination Policy Declaration Form

Arts, Music & Movie Night in a Park

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.

Contact

Permit Officer
Phone: 416-338-3326
Email: PFRArtsandmusic@toronto.ca
Website: Arts, Music or Movie Night in a Park

Checklist

• Review the eligibility requirements and approved locations. Contact the Parks & Recreation division to discuss, if required
• Complete and submit the application form

Suggested Timelines/Deadlines

• Minimum of three weeks prior to the event
• If a Noise Exemption permit is required, a minimum of two months prior to the event

Fees

• Insurance is required
• Cancellation fee applies, if needed

Associated Topics/Reference

• Noise Exemption Permit

Forms Required/Guides/Reference

• Eligibility guidelines and application for a permit
• Pre-approved locations 
• Arts & Music in the Park – Permit Diagram

Building Permits – Stages, Tents & Structures

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

Toronto Building can consult with event organizers on permit requirements for structures such as stages, tents and scaffolding.

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

Contacts

Contact the Building Consultant in your district: Contact Toronto Building

Website: Toronto Building Division – Apply for a Building Permit

Checklist

• During the event planning process, review if you will require any temporary structures such as: tents, stages, large truss structures, stacked shipping containers, double-decker structures, large art pieces, etc.
• Consult and/or hire a reputable supplier to build the temporary structure(s)
• Ensure that a licenced Ontario engineer approves the building plans. Note: engineering firms that provide approval stamps on building plans must be from Ontario to be reviewed by Toronto Building. Plans with an engineering stamp from out-of-province or out-of-country will need to be approved by an Ontario engineer.
• Contact Toronto Building to verify if a building permit is required for temporary structures erected within your event.
• Some examples of when a permit is required
  • Tents
    • A tent greater than 60 square metres
    • A grouping of tents greater than 60 square metres
    • If attached to a building, or
    • Within three metres of another structure or property line.
  • Stages
    • In general, a building permit is required for any stage over 10 square metres and more than 600 mm above the grade/floor level
    • Stages that are completely on wheels (e.g. SL100, SL260-type stages on trailers) often do not require a building permit; however, stages may require a building permit if they are larger, are mounted off of the trailer and/or include substantial truss or suspended equipment.
  • Bleachers, stands and other temporary seating
  • Temporary structures such as stacked shipping containers and temporary buildings with two levels (double-decker activations)
  • Large art installations including with frames, truss, screens, suspended equipment, etc
  • Any building being re-purposed
  • Other conditions that may require a building permit
    • Access and egress are limited based on capacity, fire alarm and life safety issues.
    • Structure load is changed due hanging or attaching equipment from tent or structure
• Consult Toronto Buildings to discuss your application(s) and/or confirm if your temporary structure requires a building permit.
• Obtain and complete the application for a permit and pay applicable fees.

Suggested Timelines/Deadlines

• Six weeks minimum prior to the event date, depending on the size and scope of the special event

Fees

• Yes an Application/Processing Fee will apply

Associated Topics/Reference

• Utility Maps and Engineering Drawings
• Purchase Maps and Data

Forms Required/Guides/Reference

• Building permit applications and information
• Building Construction and Demolition By-Law, Chapter 363
• When do I need a building permit?
• Express Building Permit – for small, pre-certified tents

Business Improvement Areas (BIAs)

A Business Improvement Area (BIA) is 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.

Toronto has 84 BIAs across the city, representing over 45,000 members. Together, they generate millions in funding towards street and sidewalk beautification, marketing and promotional campaigns, street festivals, clean street/graffiti-removal campaigns, and crime prevention strategies.

The Toronto Association of Business Improvement Areas (TABIA) is the umbrella organization of Toronto’s 85 BIAs.

Event organizers are strongly encouraged to engage the BIA to discuss the event and possible benefits and impacts to the neighbourhood.

Contacts

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

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

Checklist

• As a part of the event planning process, contact the individual BIA where you are planning to hold your special event
• Prepare to discuss the benefits and impacts of the event to the neighbourhood (e.g. street closures, amplified noise, economic impact, etc.)
• BIAs should be informed of any street closures in their area
• BIAs have jurisdiction to hang street and pole banners in their areas, and you must seek their permission

Suggested Timelines/Deadlines

• At a minimum, notify the BIA of your special event when applying for other permits such as a street closure permit (8 to 52 weeks in advance) or an exemption to the Noise By-Law permit (8 weeks in advance). Depending on the road closure request and size and scope of the special event or festival, you may choose to notify the BIA further in advance.

Fees

• N/A

Associated Topics/Reference

• Banners on bridges and poles
• Toronto Municipal Code (By-Law) Chapter 694, Sign, General

Forms Required/Guides/Reference

• Toronto BIA Listing

Electrical Safety Authority (ESA)

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.

Event organizers are responsible for knowing what kind of electrical equipment will be energized at their event and for completing the necessary notification and forms.

Contacts

Electrical Safety Authority
Phone: 1-877-ESA-SAFE (1-877-372-7233)
Email: esa.cambridge@electricalsafety.on.ca
Website: Electrical Safety Authority

Checklist

• As a part of the event planning process, determine if you and/or your suppliers or vendors will be energizing electrical equipment
• Consult with the venue for specific requirements
• Consult with a professional power supplier if temporary power is required on-site
• Contact the ESA to determine if an inspection and/or forms are required
• Book an inspection with the ESA. The power source and/or equipment cannot be used until the ESA inspection is complete

Suggested Timelines/Deadlines

• 4 to 8 weeks, depending on the complexity of the equipment

Fees

• Yes

Associated Topics/Reference

• Ontario Electrical Safety Code

Forms Required/Guides/Reference

• ESA Forms
• ESA Fees
• Electrical Safety Tips for Event Organizers

Emergency Planning

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

The Emergency Action Plan (EAP) 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 Plan.

The City of Toronto’s Emergency Response Plan 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.

Event organizers are required to complete an EAP as a condition of a City of Toronto location permit (park, civic square, street event, etc.). The completion of an EAP is not required for all events.

Information from the EAP is reviewed by a City of Toronto team, which consists of staff from the Toronto Emergency Management, Toronto Police Service, Toronto Fire Services, Toronto Paramedic Services and Event Support in order to determine if the plan is appropriate to address public safety concerns for the event.

Contacts

Toronto Emergency Management
Phone: 416-392-4554
Email: temspecialevents@toronto.ca
Website: Toronto Emergency Management

Checklist

• During the planning process, review the risks associated with the event, including risks to health, safety and security of staff, volunteers, attendees and the public.
• Draw on the history of the event, or of similar events, to identify hazards and risks, and then develop strategies to prevent or reduce those risks
• Conduct your own research and use City resources to develop a risk and hazard management plan and emergency procedures. Outline how your organization will respond to various emergency situations such as (but not limited to):
  • Severe weather: high winds, electrical storms, heavy rain, extreme heat or cold
  • Flooding
  • Poor air quality
  • Structure collapse
  • Show/event pause or stop plan
  • Crowding, overcrowding, stampede
  • Site evacuation
  • Active attacker
  • Lost persons
  • Critical equipment failure
  • Public health emergency
  • Fire
• Build a clear communications plan that includes how staff, volunteers, artists, suppliers and other stakeholders will communicate to each other when an emergency arises.
• Determine how an emergency will be communicated to emergency services for support and to the public for information and instruction.
• Complete and submit the EAP, attaching the required documentation.
• Your EAP submission will be reviewed by City of Toronto emergency services. If the submission is incomplete or if there are any points to clarify, City staff will contact you with information and next steps.

Timelines/Deadlines

• A minimum of 8 weeks prior to your event; however, more lead time may be required depending on the size, scope, attendance, and complexity of your special event.

Fees

• None for Toronto Emergency Management consultation about emergency planning

Associated Topics/Reference

• City of Toronto’s Emergency Response Plan
• Types of Emergencies
• Emergency Preparedness
• Managing Stormwater
• Extreme Weather
• Staying Healthy in Hot Weather
• Staying Healthy in Cold Weather
• Air Quality
• First Aid/On Site Emergency Medical Services
• Emergency Management Ontario 
• Event Safety Alliance Canada Resources

Forms Required/Guides/Reference

• Emergency Action Plan – Online Form

Filming at Events

Filming at events refers to the event organizer capturing the onsite activities and/or participants in videos or photographs for promotional or archival purposes related to the event. The event organizer is not required to obtain a filming permit for these filming activities. Live media broadcasts also do not require a film permit. Organizers are encouraged to post notices of filming/photography at their event as a best practice to inform participants that their likeness may be captured by entering the event premises.

The City of Toronto issues film permits to production crews for filming for commercial purposes only and in alignment with the film bylaw.

Contacts

Economic Development & Culture, Event Support Unit
Phone: 416-395-0490
Email: eventsupport@toronto.ca

Checklist

• As a part of the event planning process, review if you will capture any part of the event in videos or photographs
• As a best practice, notify any artists, performers, vendors, and sponsors of the video and/or photography
• As s best practice, notify attendees by posting notices at the entrance(s) of the event

Suggested Timelines/Deadlines

• N/A

Fees

• N/A

Associated Topics/Reference

• City of Toronto Film Office
• Filming By-law

Forms Required/Guides/Reference

• N/A

Fireworks, Open-air Burning & Special Effects

The discharge of consumer fireworks for special occasions, outdoor open-air burning or outdoor flame effect or the display of fireworks, pyrotechnic or special effects are only permissible if a permit is obtained from Toronto Fire Services. Toronto Municipal Code Chapter 466, Fireworks regulates the sale and discharge of fireworks within the City of Toronto, and the Ontario Fire Protection and Prevent Act, Article 2.4.4.4 regulates open-air burning.

Exceptions to the By-law and Act require approval from Toronto Fire Services and a permit.

Many City venues, such as civic squares and parks, prohibit the use of fireworks and open flames. For privately-owned property or venues, event organizers should consult the owners, receive written approval, and apply for a permit from Toronto Fire Services.

Contacts

North Command Fire Prevention Office

Ward 6, York Centre; Ward 8, Eglinton-Lawrence; Ward 15, Don Valley West; Ward 16, Don Valley East; Ward 17, Don Valley North; Ward 18, Willowdale
General Line: 416-338-9150

East Command Fire Prevention Office

Ward 14, Toronto-Danforth; Ward 19, Beaches-East York; Ward 20, Scarborough Southwest;
Ward 21, Scarborough Centre; Ward 22, Scarborough-Agincourt; Ward 23, Scarborough North; Ward 24, Scarborough-Guildwood; Ward 25, Scarborough-Rouge Park
General Line: 416-338-9250

South Command Fire Prevention Office

Ward 9, Davenport; Ward 10, Spadina-Fort York; Ward 11, University-Rosedale; Ward 12, Toronto-St. Paul’s; Ward 13, Toronto Centre
General Line: 416-338-9350

West Command Fire Prevention Office

Ward 1, Etobicoke North; Ward 2, Etobicoke Centre; Ward 3, Etobicoke-Lakeshore; Ward 4, Parkdale-High Park; Ward 5, York South-Weston; Ward 7, Humber River-Black Creek;
General Line: 416-338-9450

Email: TFS_Events@toronto.ca, attention to District Chief Special Events, Planning and Projects

Website: Fire Prevention Command Offices, by region

Checklist

• Contact the venue/location you wish to discharge fireworks, have pyrotechnics, special effects or open-air burning, and confirm that fireworks are allowed and under what conditions
• Obtain and review the Toronto Fireworks By-Law and Fire Prevention Act
• 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)
• Contact the appropriate Toronto Fire Services Command Fire Prevention Office to obtain more information about the permitting process specific to the request
• If you are approved to move forward with the fireworks or special effects permit application process, send the completed application to the Toronto Fire Service email address
• The permit application process for open-air burning is listed below

Suggested Timelines/Deadlines

• 4 to 6 weeks prior to the event date, depending on the size and scope of the special event

Fees

• Yes, varies by permit type
• Proof of insurance may be required

Associated Topics/Reference

• Parks, Forestry and Recreation Facilities
• Civic Centres

Forms Required/Guides/Reference

• Use and Disposal of Fireworks
• Fireworks By-law
• Ontario Fire Protection and Prevention Act
• Request a fireworks, pyrotechnics or special effects permit application
• Open-air burning permit application
• Permit fee structure

First Aid/Onsite Medical Services

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

Toronto Paramedic Services (TPS) are specialists in event medical support for a range of events, including festivals, concerts, parades and motor vehicle races. TPS assists the event organizer in identifying event-related medical risks and developing measured solutions to prevent, mitigate and respond to medical incidents.

Toronto Paramedic Services is the authority having jurisdiction for the City of Toronto that is legislated by the Ambulance Act of Ontario. As the sole Paramedic service provider for the City of Toronto, event medical support can include, but is not limited to, on-site ambulances, bike paramedics, gator paramedics, and/or a field hospital staffed by paramedics, nurses and physicians that is monitored by the Toronto Central Ambulance Communication Centre.

Public and worker safety is your number one priority. Toronto Paramedic Services along with partner City divisions can help you achieve a safe and successful event.

Event organizers may choose to hire a private company that provides first aid/onsite medical services.

Contacts

Toronto Paramedic Services

Phone: 416-392-2000

Email: emsplanning@toronto.ca

Website: Toronto Paramedic Services

Checklist

• During the event planning process, review the programming and activities and assess the onsite first aid requirements
• Consider the varied first aid needs for attendees, entertainers, employees, etc. Plan to have first aid for the event load-in/build, event dates, and load-out/tear down.
• Create a site plan that clearly indicates the location of the first aid area and accessible lanes for ambulances and emergency services
• Create signs and maps for the paramedics and event staff so that they can easily locate someone that needs assistance via reference points onsite
• Plan to minimize the impact of your event on normal health care system services
• Ensure that adequate signage is present so that emergency medical/first aid facilities are easily identifiable
• Contact Toronto Paramedic Services or your preferred private first aid company to help develop an emergency medical plan and recommend the appropriate medical services for your event

Timelines/Deadlines

• Toronto Paramedic Services requires a minimum of three weeks prior to event, depending on size, scope, and complexity of the event, and longer if it is a major event

Fees

• No fees for consultation about emergency medical planning
• Fees apply for Toronto Paramedic Services onsite staffing and resources

Associated Topics/Reference

• Emergency Preparedness

Forms Required/Guides/Reference

• Request a quote from Toronto Paramedic Services

Food & Beverage (Non-alcoholic)

Toronto Public Health (TPH) provides programs and services to prevent foodborne illness. For events that feature food and beverages (non-alcoholic), TPH may assist with: 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.

Event organizers are responsible for knowing what is required of them and of their food vendors to keep the event food-safe and minimize the risk of food borne illness.

Contacts

Toronto Public Health 

Phone: 416-338-7600

Email: PublicHealth@toronto.ca

Website: Toronto Public Health – Food Safety at Special Events

Checklist

• As a part of the event planning process, review if your event will have a food component; selling, giving away, sampling, etc.
• Create a site map noting all food service, storage, preparation, etc areas
• Consult the Toronto Public Health Food Safety at Special Events webpage for more information about food safety
• Event organizers must ensure there is adequate and approved food storage, handwashing facilities, and garbage and waste water disposal
• Coordinate with any food vendors or caterers for their food safety credentials and plan. Food and beverage must be made in a compliant commercial facility and not be home-prepared. Limited preparation is permitted on-site.
• Event organizers complete the Notify Toronto Public Health of a Special Event form
• A vendor information package is sent to event organizers to distribute to their food vendors/caterers, who must complete and submit the forms to TPH
• Consult the Solid Waste Management handbook and complete a solid waste management plan
• Notify TPH 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, and the condemnation of food.

Timelines/Deadlines

• 4 to 6 weeks for event organizers to submit the initial notification to TPH, longer depending on the size, scope, attendance, and complexity of your special event
• Note: all vendor forms must be submitted prior to the start of the event

Fees

• None

Associated Topics/Reference

• Toronto Public Health – Food Safety 

Forms Required/Guides/Reference

• Notify Toronto Public Health of a Special Event – form for Event Organizers
• Solid waste Management – Plan handbook and application form for Event Organizers

Funding & Public Grant Programs

Public funders have the ability to offer grant programs to not-for-profit or charitable organizations. Program requirements, due dates and available funding depend on the specific program and can vary from year to year. In general, a public funder will only fund a minority percentage of an event, so other sources of revenue must be obtained.

Event organizers are encouraged to research grant programs and check the administering organization’s website frequently to understand if their organization or event meet the criteria, and to submit the application on time.

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

Contacts

City of Toronto Grants, Incentives & Rebates
Website: City of Toronto Grants, Incentives & Rebates

Checklist

• During the event planning and budget creation process, research grant and funding programs
• Read guidelines, eligibility criteria and application requirements carefully to ensure your event and your organization are eligible for the funding
• 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 and/or attend an information session to clarify details of the program and application requirements
• Apply in advance of the deadline and keep a copy of the completed application and guidelines on fie

Suggested Timelines/Deadlines

• Varies – research and plan for public funding a minimum of a year prior to the event.

Fees

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

Associated Topics/Reference

• City of Toronto Arts & Culture Grants
• Toronto Arts Council
• Toronto Community Foundation
• Imagine Canada – Resources to Foundations and Corporations
• Available Funding Opportunities from the Government of Ontario
• Ontario Trillium Foundation
• Ontario Arts Council
• Ontario Cultural Attractions Fund
• Canadian Heritage

Forms Required/Guides/Reference

• See grant program websites for forms and guidelines

Gaming & Lottery Licences

The City of Toronto City Clerks Office issues lottery licences and permits to eligible non-profit, charities and religious organizations for lottery games such as bingo or raffles.

As part of the Alcohol and Gaming Commission of Ontario (AGCO) regulatory responsibilities in the charitable sector, the AGCO administers, in partnership with municipalities, the regulatory framework governing the issuance of charitable lottery licences. The AGCO and municipalities work together to ensure that the legal requirements, including terms and conditions of the licences, are complied with by lottery licensees and any gaming suppliers used by the charities.

Depending on the type of lottery event organizers may be required to engage with the City Clerk’s Office and the AGCO.

Contacts

City Clerk’s Office – Gaming Services
Phone: 416-392-7037
Email: lotterylicences@toronto.ca
Website: Lottery and Gaming Office

Alcohol and Gaming Commission of Ontario
Website: AGCO
Website: Online Service Delivery Portal

Checklist

• As a part of the event planning process, determine if there will be a lottery at the event, including bingo, 50/50 draws, break open tickets, and raffles
• Review your eligibility and the types of lotteries and licence requirements from the City of Toronto
• Review eligibility and requirements from the AGCO
• Post-event reports are required for certain lottery licences

Suggested Timelines/Deadlines

• At least six weeks prior to the event

Fees

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

Associated Topics/Reference

• City of Toronto Business Regulations, Licences & Permits

Forms Required/Guides/Reference

• City of Toronto – Lottery Eligibility, Applications & Forms
• AGCO – Charitable Gaming for Charities and Religious Organizations
• Toronto Municipal Code – Chapter 553, Lottery Licensing

Garbage & Recycling – Solid Waste Management

As a part of a Street Event permit, Special Event park permit, and permit for civic squares event organizers must create, submit a waste management plan. The plan can consist of City Solid Waste Management services and contracted waste management services. The plan must be submitted for approval to the Solid Waste Management team.

Event organizers must consider the type and amount of waste their event will generate. They 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

Solid Waste Management Services

Phone: 416-392-7171 or 416-392-7745

Email: SWMSSpecialEvents@toronto.ca

Website: Solid Waste Management – Special Events

Checklist

• During the event planning process, consider what kind and amount of waste is expected to be produced as a result of the event
• Consider waste from vendors, attendees, load-in/out, etc.
• 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 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
• 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.
• Submit the waste management plan
• Request a pre-event meeting with SWM staff to determine event waste management needs and receive recommendations about your event waste diversion plan

Suggested Timelines/Deadlines

• 4 to 6 weeks in advance; however, more lead time may be required depending on the size, scope, attendance, and complexity of your special event.

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

• Street Events
• City Squares 
• Parks & Recreation Facilities

Forms Required/Guides/Reference:

• Street Events – Information, Application and handbook
• Runs/walks – Information and application
• Special Events in a Park – Information and application

Hotels & Hospitality – Destination Toronto

Destination Toronto, originally incorporated in 1926 as the Toronto Convention and Visitors Association, is a non-profit mission-driven organization with over 750 members, made up of businesses and organizations that embody and support Toronto’s visitor economy. The strategic and financial direction of Destination Toronto is overseen by a volunteer Board of Directors.

Destination Toronto’s mandate is to reflect the breadth and diversity of Toronto’s people, places and culture to inspire residents and visitors to meet, visit and explore our city. Operating in partnership with the City of Toronto, the Greater Toronto Hotel Association and the Ontario Ministry of Heritage, Sport, Tourism and Culture Industries, Destination Toronto markets and promotes the city to global travelers, attracts and supports major meetings and events, and supports local businesses to maximize the opportunities of visitor spending.

Contacts

Destination Toronto
Jennifer Main
Director, Destination Services
Email: jmain@destinationtoronto.com
Website: www.destinationtoronto.com

Checklist

• During the event planning process, develop a list of hotel and hospitality needs for your event
• Forward your Request for Proposal (RFP) to Destination Toronto, or contact Destination Toronto for assistance prior to securing your event in Toronto
• Services include:
  • Site inspection support
  • RFP distribution and introductions to local meeting and event services to help you find the right partners in Toronto
  • Information about bringing your convention to Canada including customs brokers, visitor and work visas, and the federal foreign convention tax rebate
  • Attendance-marketing collaboration including online communication tools, promotional video, social media outreach and photo library
  • City information
  • Special Event venues and networking/social event services
  • Assistance with local volunteer support, group volunteer experiences and sustainable meetings and events

Suggested Timelines/Deadlines

• As required prior to the event

Fees

• None

Associated Topics/Reference

• Festivals & Events Calendar

Forms Required/Guides/Reference:

• Business Events Toronto

Insurance

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 million in liability insurance, some venues require $5 million. 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.

Checklist

• As a part of the event planning process, review your event’s activities and research and obtain appropriate insurance. Consult professionals and experts in the field as needed.
• Ask for and obtain insurance requirements from venues and service providers. Obtain their certificate of insurance, as needed.
• Provide venue(s) with your event’s certificate of insurance, as requested.

Suggested Timelines/Deadlines

• As soon as possible

Fees

• Insurance rates vary

Associated Topics/Reference

• Parks & Recreation Facilities
• City Squares (Outdoor)
• Civic Centres 
• Street Event Permits
• Insurance Bureau of Canada
• Insurance Brokers Association of Canada

Forms Required/Guides/Reference

• Sample Insurance Certificate – Street Events

Mayor's Office & Councillors: Recognition from the Mayor, Flag Raisings & Invitations

As a part of your event, you may want the City of Toronto to recognize your event in a formal way. The City of Toronto, City Clerk’s Office, Strategic Protocol and External Relations (SPER), prepares official documents from the Mayor and City of Toronto (letters of greeting, congratulatory scrolls and proclamations) and reviews requests for flags raised on courtesy flag poles at City Hall, Scarborough Civic Centre and North York Civic Centre.

SPER also oversees the City’s ceremonial events, visits, courtesy calls and corporate awards, and can advise on matters of protocol including how to address the Mayor and Councillors, speaking order, invitations and more.

Contacts

Strategic Protocol and External Relations
Phone: 416-392-7666
Email: protocol@toronto.ca
Website: Awards and Tributes

Checklist

• As a part of your event planning process, review if recognition from the City Clerk’s Office is desired.
• Review the information that outlines each document or activity from the below links.
• Adhere to eligibility criteria and follow the request process.

Timelines/Deadlines

• Minimum of four weeks prior to printing materials or the event date

Fees

• None

Associated Topics/Reference

• How to address the Mayor and Dignitaries

Forms Required/Guides/Reference

• Congratulatory Scrolls – Information & request form
• Flag Raising & Half-Masting – Information & request form
• Invite the Mayor to your event
• Find your Member of Council to invite to your event
• Letters of Greeting – Information & request form
• Proclamations – Information & request form

Parking – Toronto Parking Authority (TPA)

The Toronto Parking Authority (TPA) owns and operates public Green P parking lots throughout Toronto and also regulates on-street metered parking (the “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 St. E.
Toronto ON M5C 1R5
Phone: 416-393-7275
Email: customerservice@greenp.com
Website: Toronto Parking Authority

Checklist

• As a part of the event planning process, review your event location and requirements and create a site map
• Note where there is metered parking on the street that will not be in operation as a result of your street closure
• Note any Green P parking lots that will be used exclusively as a part of the event, will have disruptions to the entrance/exits, or otherwise disrupted as a result of the event
• Contact TPA staff to coordinate onsite operations and/or discuss lost revenue charges and neighbourhood notification
• Ensure any event neighbourhood and/or marketing communications mention any disruptions to TPA services

Suggested Timelines/Deadlines

• 8 weeks prior to event and longer depending on the size, scope, attendance, and complexity of your special event.

Fees

• Yes, lost revenue for parking spaces

Associated Topics/Reference

• Business Improvement Areas (BIA)
• Transportation Services – Street Events

Forms Required/Guides/Reference

• Forms upon request from Toronto Parking Authority
• Toronto Parking Authority

Parks & Recreation Facilities Permitting

Toronto Parks & Recreation allows not-for-profit and charitable organizations to use parks and community recreation centres for special events, provided they meet all criteria and regulations.

Your booking is a special event if your gathering or event includes:

• the sale or service of alcohol
• serving food to the public
• amplified sound
• structures or other more complicated elements.

If your event doesn’t include any of the above, you can book one-time use of facilities. This includes photo shoots, meetings, kitchen, fire pit, BBQ or oven.

For-profit, commercial or non-recreation groups are allowed in designated parkland across Toronto.

Contacts

Permits, Parks & Recreation
Phone: 416-396-7378, option 2
Website: Services locations
Website: Parks & Recreation Facilities Booking

Checklist

• As a part of the event planning process, determine if your event is suited to a park or recreation facility by reviewing the Special Event Requirements
• Obtain and review the Special Event Guidelines for City of Toronto Parks and Trails PDF
• Complete and submit your application in person at one of the Client Services Locations
• Liaise with the Parks Supervisor about details of your event
• Complete and submit a Solid Waste Management Plan. Other permits may be required depending on the characteristics of the event
• A Conditional Letter of Approval will be provided at least 30 days prior to their event date, and 60 days prior if the event includes alcohol.
• The permit will be issued prior to the event

Suggested Timelines/Deadlines

• Eight weeks minimum prior to the event date

Fees

• Yes, for permit and damage deposit

Associated Topics/Reference

The following areas may also be applicable:

• Garbage and Recycling – Solid Waste Management
• Waste Management Diversion Form
• Noise Amplification – Noise Exemption By-Law

Required/Guides/Reference

• Bookings special events in parks and recreation centres 
• Special event requirements and guidelines
• Outdoor special event permit application
• Indoor special event permit application
• Commercial special events permit application
• One time use of parks and recreation facilities

Personal Services During Events

Special events (including conventions, expos, shows, and fairs) in the City of Toronto that offer personal services on-site must comply with Ontario Regulation 136/18: Personal Service Settings under the Health Protection and Promotion Act and the Public Health Ontario’s Guide to Infection Prevention and Control in Personal Service Settings.

BodySafe is Toronto Public Health’s (TPH) safety program that inspects personal service settings (PSS) including hairstyling and barbering, tattooing, micropigmentation, ear and body piercing, injectable personal services, electrolysis, manicure, pedicure, and aesthetic services.

Event organizers are responsible for knowing what is required of them and of their personal service vendors to keep the event safe and prevent the spread of infections.

Contacts

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

Checklist

• As a part of the event planning process, review if your event will provide personal services such as hairstyling and barbering, tattooing, ear and body piercing, manicures and pedicures, etc.
• Create a site map noting all personal services locations, vendor names, washrooms, hand washing stations, disposal areas and food locations (as applicable)
• Consult the Personal Services Safety and Application Guidelines webpage for more information
• Event organizers must ensure there is adequate and water supply, handwashing facilities, disposal of equipment and waste, etc.
• Coordinate with personal services vendors for their safety credentials and plan
• Event organizers complete and submit the Coordinator’s/Organizer’s Survey to TPH
• Vendors must complete and submit the Vendor’s Survey to TPH
• Consult the Solid Waste Management handbook and complete a solid waste management plan
• Notify TPH of any significant changes to the original survey.
• During the event, Public Health Inspectors may inspect the site and each vendor. Often during the inspection immediate corrective action may be required of the vendor and/or organizer.

Timelines/Deadlines

• At least 14 days prior to event for event organizers to submit the initial notification to TPH, longer depending on the size, scope, attendance, and complexity of your special event.
• Note: all vendor surveys must be submitted 14 days prior to the start of the event.

Fees

• None

Associated Topics/Reference

• BodySafe inspection program

Forms Required/Guides/Reference

• Special Events Offering Personal Services – application process and survey for Event Organizers 
• Special Events Offering Personal Services – application process and survey for Vendors 
• Personal Services Safety and Application Guidelines 
• Solid waste management – Plan, handbook and application form for Event Organizers 

Policing – Demonstrations, Parades & Paid Duty Officers

Police assistance to support community events may be required depending on the size and scope of the special event. Event organizers should consult with Toronto Police Service (TPS) to determine the potential requirements.

Paid-duty officers (PDOs) are off-duty officers that are scheduled to perform certain functions related to public safety for an organization. Certain aspects of an event may merit PDOs, such as, but not limited to: public events drawing large crowds and/or serving alcohol, events requiring the closing of a road and events requiring redirecting traffic.

Event organizers planning to hold a demonstration or parade must inform TPS by completing and submitting via email, either a Notice of Demonstration or a Notification of Intent to Hold a Parade. Permits are not issued for demonstrations or parades by either the TPS nor the City of Toronto; however, a letter of acknowledgement may be issued by the TPS.

Event organizers must discuss the details of their event with TPS in an effort to promote public safety, and assist in effectively carrying out policing duties.

Contacts

Toronto Police Service

Central Police Paid Duty Office
Website: Toronto Police Services Central Paid Duty Office
Toronto Emergency Management and Public Order (EMPO)
Email: EMPOSpecial.EventsUnits@torontopolice.on.ca

Checklist

• During the event planning process, note any details about your event that relate to public safety such as, but not limited to: a public event serving alcohol; closing a street and redirecting traffic; large crowds, demonstration; parade
• Create a site or route map
• For a demonstration, complete the Notice to Demonstrate form and submit to EMPO
  • Further direction may be given by EMPO
  • Contact the owner/operator of the property on which you’d like to demonstrate
• For a parade, complete the Intent to Hold a Parade form and submit to EMPO
  • Further direction may be given by EMPO
  • If the parade requires a street, park, or public square to assemble or disperse, apply for a permit to use those spaces for those purposes with the appropriate City of Toronto division
• To determine PDO requirements, contact the Central Paid Duty Office
• Visit the Central Paid Duty Office website and note the FAQ section at the bottom of the webpage
• Set up a new account with the Central Paid Duty Office as needed and submit a request form Note that registering with the Central Paid Duty Office and full pre-payment are required, so event organizers are encouraged to contact TPS well in advance

Suggested Timelines/Deadlines

• Notify Toronto Police Services immediately at the beginning of the event planning process

Fees

• PDO hourly rates and minimum shift hours apply; an administration fee applies

Associated Topics/Reference

• Street Events
• City Squares 
• Parks and Recreation Facilities
• Emergency Action Plan (EAP)

Forms Required/Guides/Reference

• Paid-duty Officer FAQ, request form & payment information
• Notice of Demonstration form
• Notification of Intent to Hold a Parade form

Signs – Banners on Bridges & Across Roadways

Installing banners as way to advertise a festival or event may be part of an event organizer’s marketing plan. There are several options to display banners in the public realm.

Transportation Services regulates the installation of banners on over or across public right of way and issues permits for this type of signage. There are specific bridges over expressways that organizers can request to hang a road banner, and this must be approved and booked in advance. Pole banners can also be suspended over certain roadways between two poles, with the proper approval from Toronto Hydro, the Toronto Transit Commission (TTC) and/or the Business Improvement Area (BIA).

Contacts

Transportation Services, Right of Way Management Offices (permission to hang a banner over a roadway)
Website: Street Events – Banners

Toronto & East York District
Metro Hall
55 John St., 17th Floor
Toronto, ON M5V 3C6
Phone: 416-392-7877

Etobicoke York District
Etobicoke Civic Centre
399 The West Mall, 3rd Floor, South Block
Toronto, ON M9C 2Y2
Phone: 416-394-8942

North York District
North York Civic Centre
5100 Yonge St., 4th Floor
Toronto, ON M2N 5V7
Phone: 416-395-6303

Scarborough District
Scarborough Civic Centre
150 Borough Drive, 2nd Floor
Toronto, ON M1P 4N7
Phone: 416-396-7505

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

Toronto Transit Commission (TTC) (permission to use TTC Poles)
Shayamal Karmakar
Email: shayamal.karmakar@ttc.ca

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

Checklist

• As a part of the event planning process, consider if the event requires signs to be suspended over the public right of way
• Review the banner application criteria, guidelines, fees, and required information in this section
• For a bridge banner, research location(s) for the banner(s), noting the expressway
• For a pole banner, research location(s) and determine who owns the pole – TTC or Toronto Hydro – and seek written approval to use the poles to suspend the banner
• If poles are in a BIA, obtain a written letter of consent from the local BIA indicating they have no objections to the banner being installed on the pole within their boundary
• Create a site map of the location(s) and a mock-up of the banner(s)
• Engage with a supplier that installs banners and ensure they are insured and have the appropriate personnel and equipment to install the banner(s)
• Review the section Signs – Temporary for Special Events on this webpage for further information about permitted banner content
• Complete the banner application form and submit in person at one of the Right of Way Management Offices along with proof of insurance and fee payment

Suggested Timelines/Deadlines

• 90 days in advance to obtain the approval of Toronto Hydro and/or TTC
• 60 days in advance to obtain a City banner permit and/or to notify the BIA (if applicable)

Fees

• Yes, fees apply for the application, permit, and hoisting of the banner. Payment is made in person or over the phone after the application is submitted.

Associated Topics/Reference

• Toronto Buildings – Sign Permits & Information
• Business Improvement Areas
• City of Toronto Festivals & Events Calendar

Forms Required/Guides/Reference

• Bridge and pole banner application criteria, guidelines, fees and required information
• Streets and Sidewalks, Use of By-law – Chapter 743

Signs – Posters on Public Property

The City of Toronto Signs By-law prohibits posters on public property, such as bus shelters, utility poles, litter containers and mailboxes. The City’s Municipal Licensing & Standards division enforces this by-law.

The bylaw does allow for posters to be placed on City of Toronto Community Kiosks and Public Message Boards throughout the City. Event organizers can use these approved locations to advertise their non-profit or community event. The Signs By-law outlines the regulations and specifications for the content and display of these posters.

Contacts

Toronto Municipal Licensing & Standards By-law Enforcement
Phone: 311
Website: Postering

Checklist

• During the event planning process, assess if posters are included in the marketing plans
• Determine where the Community Kiosks and Public Message Boards are located and create a site map
• Review the Signs, General By-Law, Chapter 693, Article IV, Posters on Public Property
• Obtain information on what is allowed to be posted on Community Kiosks and Public Message Centres, how they must be formatted, and where they are located. Posters must include date of posting and contact information, and must be removed per the bylaw

Suggested Timelines/Deadlines

• Posters can be displayed on Community Kiosks or Public Message Boards 30 days prior and up to five days after the event

Fees

• None

Associated Topics/Reference

The following areas may also be applicable:

• Bridge Banners, Street and Pole Banners
• City of Toronto Festivals & Events Calendar

Forms Required/Guides/Reference

• Signs, General By-Law, Chapter 693
• Community Kiosk locations
• Public Message Board locations

Signs – Temporary for Special Events

Event organizers wishing to erect temporary signage – including projections – in the public realm outside of their permitted event space require approval from the Economic Development & Culture (EDC) and Toronto Building Divisions. 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.

In order to receive an exemption to the bylaw, event organizers must ensure that the focus of the signage is of the special event. Event logos and messaging should comprise at least 80 per cent of the total area of the sign. Any corporate sponsorship or partnership recognition on the sign must not exceed 20 per cent of the total area. Event organizers should also keep in mind that the placement or affixing of the sign or projection does not create a public safety hazard.

This regulation authority exists with an exemption in Chapter 694, Signs, General, which is enforced by Toronto Building, Sign Unit to allow temporary signs associated with special events that meet the required criteria and have the approval of EDC (Section 694-2 Scope, point 5). The Temporary Sign By-law is enforced by Municipal Licensing and Standards.

Contacts

Economic Development and Culture, Event Support Unit
Phone: 416-395-0490
Email: eventsupport@toronto.ca

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

Checklist

• During the planning process, consider if the event requires signs or projections to be located in the public realm
• Create a site map of potential locations for the signs or projections
• Obtain permission from property owners if the sign or projection is on, in front of, or otherwise impacts the business or residents
• Create mock-ups of the signs/projections, ensuring that 80 per cent of the sign area is devoted to the special event logo, messaging, etc.
• Any corporate recognition must be no more than 20 per cent of the sign area.
• Contact Event Support Unit to obtain an application form
• Submit the application form, site map(s), sign mock-ups, and letters of support from property owners
• Event Support Unit will 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.
• Depending on the nature of the sign or projection, additional permits and approvals from Toronto Buildings, Sign By-law may be required, in addition to a certificate of insurance

Suggested Timelines/Deadlines

• Eight weeks prior to required date

Fees

• None

Associated Topics/Reference

• Bridge Banners, Street and Pole Banners

Forms Required/Guides/Reference

• Signs, General By-Law, Chapter 694
• Application forms available upon request from Event Support Unit

Street Events – Road Closures & Construction

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

The Street Closure Permit gives event organizers permission to have the street closed to vehicular traffic for up to four days as long as local access for residents and emergency vehicles is maintained during the event, in accordance with Municipal Code Chapter 743, Use of Streets and Sidewalks.

Event organizers are responsible for knowing what is required of them and of their suppliers in order to apply for a Street Event permit.

Event organizers must also be aware of the landscape surrounding their city street event location and note any public or private construction projects within and/or surrounding the event footprint.

Contacts

Transportation Services, Right of Way Management Offices

Website: Transportation – Street Events

Toronto & East York District
Metro Hall
55 John St., 17th Floor
Toronto, ON M5V 3C6
Phone: 416-392-7877
Fax: 416-392-7465
Email: streetevents@toronto.ca

Etobicoke York District
Etobicoke Civic Centre
399 The West Mall, 3rd Floor, South Block
Etobicoke, ON M9C 2Y2
Phone: 416-394-8418
Fax: 416-394-8942
Email: tprowey@toronto.ca

North York District
North York Civic Centre
5100 Yonge St., 4th Floor
Toronto, ON M2N 5V7
Phone: 416-395-7112
Fax: 416-395-7482
Email: tprowny@toronto.ca

Scarborough District
Scarborough Civic Centre
150 Borough Drive, 2nd Fl.
Toronto, ON M1P 4N7
Phone: 416-396-7505
Fax: 416-396-5641
Email: ROWScarborough@toronto.ca

Checklist

• As a part of the event planning process, review if the entire event or part of the event will take place on a city road. Review the Road Classification Maps to determine the type of road you wish to close.
• Review the Street Events Important Information and application form webpage
• Create a to-scale site map ensuring street names, intersections, measurements, emergency access points, activities, structures, signage, etc. are clearly indicated.
• Create a Traffic Management Plan in order to demonstrate how the road will be closed, what equipment will be used, and how the event will maintain the safety and security of participants and staff. A Hostile Vehicle Mitigation Plan may be required. Ensure emergency vehicle access is maintained.
• Familiarize yourself with the location: conduct a site visit at the location and note all features on and/or adjacent to the road including but not limited to: fire hydrants, driveways, parking lots, TTC routes, businesses and/or residences, construction projects, etc.
• Engage with the community and be prepared to notify local businesses, residents, and the Business Improvement Association (BIA) of the event. This notification is a condition of issuing a permit.
• Review current and future construction projects with the T.O.INview tool. Note where vehicular and pedestrian congestion could occur and be prepared to mitigate the impact of the event on streets and sidewalks.
• Consult with the Right of Way Management office as well as other City services and agencies for other requirements and permits: Toronto Police Service, TTC, Toronto Paramedic Services, Municipal Licensing and Standards, Toronto Public Health, etc.
• Develop and submit a Solid Waste Management Plan
• Complete and submit an Emergency Action Plan (EAP)
• Complete and submit the Street Event application form to the appropriate Right of Way Management office. Note: applications are accepted in person or by fax, only. Proof of insurance is required.
• Upon submission of the application, a member of the Right of Way Management team will contact you with payment instructions.
• A permit with conditions to adhere to will be issued prior to the event

Suggested Timelines/Deadlines

As is required by the Streets Use By-law:

• 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, an application fee and daily fee apply
• Payment is made in person or over the phone

Associated Topics/Reference

Refer to the topics listed below in the headings on this webpage. For additional information, links are provided below:

• Business Improvement Areas (BIA)
• Emergency Management
• First Aid/Medical Coverage
• Noise Exemption Permit/Amplified Sound
• Parking – Toronto Parking Authority
• Toronto Police Services – Paid-Duty Officers
• Toronto Transit Commission (TTC) – Route Divisions

Forms Required/Guides/Reference

• Road Classification Maps
• T.O.INview – Map of Construction Projects
• Road Restrictions & Closures
• Current Construction Projects
• Metrolinx (provincial) projects
• Streets and Sidewalks, Use of By-law – Chapter 743
• Street Events Application & Permit: Important Information, Fees and Application Form
• Solid Waste Management: Plan and Handbook
• Emergency Action Plan (EAP)
• Sample Insurance Certificate – Street Events

Tourism Services – Event Listing & Visitor Information

The City of Toronto’s Visitor Economy Office 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.

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

Contacts

Visitor Economy Office
Email: visitoreconomy@toronto.ca
Website: Visiting Toronto

Checklist

• As a part of the event planning process, determine if any Visitor Economy programs are required
• Submit an application form for the Festivals & Events Calendar
• Check the calendar frequently to find more information about other events happening on or around their event date(s).
• Contact the Visitor Economy team to request Toronto maps

Suggested Timelines/Deadlines:

• Minimum of two weeks prior to the event

Fees:

• None

Associated Topics/Reference:

• Hotels and Hospitality – Destination Toronto

Forms Required/Guides/Reference:

• Festivals & Events Calendar – Submit an Event form

TTC (Toronto Transit Commission) Advertising Opportunities

The Toronto Transit Commission (TTC) provides public transportation in Toronto and encourages all event producers to promote public transit as a viable option for special event attendees.

Event organizers can advertise their event to transit-riders and to the community in a variety of ways:

• TTC assets and billboards through Pattison Outdoor Advertising. Assets include: street-level billboards, busses, streetcars, subways, print and digital advertising in TTC stations.
• Transit shelters through Astral/Bell Media

Contacts

Vehicle and Station Advertising, Digital Platform Screens

Pattison Outdoor Advertising
Email: ttcinfo@pattisonoutdoor.com
Website: Advertising on the TTC

Transit Shelters
Astral/Bell Media
Contact and Website: Transit shelter advertising

Checklist

• During the event planning process, review the event’s marketing plan and assess if TTC assets are needed
• Review the TTC criteria and advertising standards
• Create mock-ups and determine locations of advertising
• Contact Pattison Outdoor Advertising and discuss marketing opportunities
• Contact Astral/Bell Media for advertising opportunities on transit shelters

Suggested Timelines/Deadlines

• 7 to 8 weeks prior to event
• It’s suggested that the campaign starts a minimum of four weeks before the event
• A minimum of three weeks is required for processing

Fees

• Yes

Associated Topics/Reference

The following areas may also be applicable:

• Bridge, Street, and Pole Banners
• Hotels and Hospitality – Destination Toronto
• Tourism Services/Festivals & Events Calendar
• Toronto Transit Commission

Forms Required/Guides/Reference

• Upon request from TTC

TTC (Toronto Transit Commission) Chartering Vehicles

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

Charters are not permitted for surface vehicles during rush hour Monday to Friday, 6 to 10 a.m. and 3 to 7 p.m.

Contacts

Toronto Transit Commission

Email: charters@ttc.ca
Website: Chartering TTC vehicles

Checklist

• During the event planning process, create suggested route for the charter, noting pick-up and return locations, timing and anything else that is pertinent to the route
• Complete the Charter Request Form and submit to the TTC Charter Vehicles
• Note Terms and Conditions of charters

Suggested Timelines/Deadlines

• Minimum of two weeks

Fees

• Yes

Associated Topics/Reference

The following areas may also be applicable:

• Hotels and Hospitality – Destination Toronto
• Toronto Transit Commission

Forms Required/Guides/Reference

• Upon request from TTC

TTC (Toronto Transit Commission) Route Diversions Due to Street Closures

The Toronto Transit Commission’s (TTC) first priority is to provide scheduled bus, streetcar and subway service. If your special event will impact 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 event organizer to re-route TTC vehicles and pay for staff and notifications to transit riders of the service disruption.

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

Contacts

Toronto Transit Commission

Email: TTCClosuresandDiversions@ttc.ca
Website: Toronto Transit Commission Services Changes

Checklist

• During the event planning process, create a site map and note which streets will be impacted by the event due to road and/or sidewalk closures
• Research which transit routes will be impacted by the event and other planned service disruptions
• Contact the TTC directly to consult about impacts and costs, and to complete the required forms
• Apply for a street closure permit through Toronto Transportation – Street Events, who will also engage with the TTC as part of the approval process.

Suggested Timelines/Deadlines

• Minimum of eight weeks in advance, depending on the road closure request and size and scope of special event or festival
• As applicable, submit your diversion request to TTC along with your road closure application to City of Toronto Transportation Services 8 to 52 weeks in advance, depending on which road(s) are requested to be closed.

Fees

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

Associated Topics/Reference

• Transportation Services – Street Events
• Toronto Transit Commission

Forms Required/Guides/Reference

• Upon request from TTC

Vendors – Sales of Merchandise & Food/Ice Cream Trucks

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

Vendors that wish to sell goods (non-food or beverage) within a permitted event area (such as in a park, on a civic square, or on a road) must receive approval from the event organizer. The vendor may require a business licence to operate; however, the permission to be physically located within the event area is the responsibility of the event organizer.

Food trucks and ice cream trucks are also regulated by MLS. Operators may have a Road Allowance whereby they sell at a specific location year-round. Event organizers that plan events on a roadway must be aware of any operators with a Road Allowance on their footprint and contact MLS for further coordination.

If not involved with an event, vendors must contact Municipal Licensing & Standards to apply for the appropriate permit and/or licence.

Contacts

Municipal Licensing & Standards
Email: mlsroadallowance@toronto.ca
Website: Municipal Licensing and Standards – Permits & Licences

Checklist

• As a part of the event planning process, assess if there will be any selling of goods (food and non-food) as a part of the event
• Engage with approved vendors to ensure they obtain the appropriate permit and/or licence
• If there is a food or ice cream truck with a Road Allowance located within your event footprint, contact MLS

Suggested Timelines/Deadlines

• Eight weeks prior to the event

Fees

• Licence application and permit fees apply to the vendors/operators
• Amounts depend on the licence

Associated Topics/Reference

• City of Toronto – Business Permits & Licences
• Federal & provincial requirements for business permits licences

Forms Required/Guides/Reference

• Street Vending
• Food Trucks, Food Carts & Ice Cream Trucks
• Licencing By-Law, Chapter 545
• Street Vending By-Law, Chapter 740

Water – Potable Water, Wastewater & Fire Hydrants

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

Event organizers are encouraged to offer potable water for staff, partcipants, artists, suppliers, etc. Toronto Water offers the HTO To Go program which consists of a mobile water trailer that hooks to a safe supply of potable water (usually a fire hydrant or connection to a water main). 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 By-law and the Toronto Water Supply By-law which outlines the proper disposal of wastewater from food vendors or other event activities. Event organizers are responsible for ensuring that wastewater is disposed of appriately. Catch basins (sewer grates) are only for rainwater and melted snow; wastewater should never be poured into catch basins. Wastewater poured of flowing into a catch basin in consider a spill and may result in enforcement of the Sewers By-law.

Toronto Water also provides permits for approved fire hydrant ussage 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)
Email: 311@toronto.ca
Website: Toronto Water 

Checklist

• As a part of the event planning process, review the water requirements
• Plan to offer potable water to staff, partcipants, artists, suppliers, etc
• Request an HTO To Go water trailer, as needed
• Determine if any vendors will produce wastewater (eg. food vendors) and create a wastewater disposal plan
• Determine if water sourced from a fire hydrant is required and apply for the appropriate permit, as required

Suggested Timelines/Deadlines

• At least 8 weeks to reserve an HTO To Go water trailer (note that they are in high demand over the summer months)
• 4 to 6 weeks in advance to create a wastewater disposal plan
• 10 business days in advance to apply for a permit to use a fire hydrant

Fees

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

Associated Topics/Reference

• Toronto Sewers By-law
• Toronto Water Supply By-law
• Garbage and Recycling – Solid Waste Management Plan

Forms Required/Guides/Reference

• Request an HTO To Go Water Trailer
• Items That Cannot Enter the Sewer System & Safe Disposal
• Mandatory Grease Traps for Food Service Establishments
• Fire Hydrant Use: Information & Permit Application