HomeMy WebLinkAboutDSD-18-043 - Special Event Permit Bylaw & Street Party Events ProgramREPORT TO: Community and Infrastructure Services Committee
DATE OF MEETING: June 18, 2018
SUBMITTED BY: Ken Carmichael, Interim Director of Transportation Services,
519-741-2200, ext. 7372
PREPARED BY: Stephanie Brasseur, Traffic Project Coordinator
519-741-2200, extension 7373
Darren Kropf, Active Transportation Planning Project Manager
519-741-2200 x7314
WARD (S) INVOLVED: All
DATE OF REPORT: May 23, 2018
REPORT NO.: DSD-18-043
SUBJECT: Special Event Permit Bylaw & Street Party Events Program
___________________________________________________________________________
RECOMMENDATIONS:
That Council adopt the By-law attached to Report DSD-18-043 (Special Event Permit By-
law);
That Council Policy #MUN-STRE-1230, formerly Policy #I-(Temporary Closure City
Streets)By-law;
That an updated Love My Hood Street Party Events Program be approved, as outlined in DSD
18-043
That consideration of a Special Event permit fee be referred to the fees and charges review of
the 2019 budget process.
BACKGROUND:
The City of Kitchener encourages residents to host and participate in special events within their
community, which fosters neighbourhood spirit and encourages community connections and a sense of
belonging. In 1994, when the special events policy and procedures DOPWR-94-40 was last updated,
the City assisted with approximately 50 annual events that occurred within rights-of-way. Of these
events, approximately 15 were annual neighbourhood street parties. The amount of events in rights-of-
way has since grown to over 100 annually, with approximately 28 of these being street party events.
A review of has recently been completed, the purpose
to improve processes and ensure a continued positive relationship with residents interested in hosting
events. City of Kitchener staff have been working with other municipalities in the Region of Waterloo
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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completing similar updates, aspiring to provide consistent practices throughout the region, including
common insurance requirements, standardizing forms, the development of user fees, permitting, etc.
Also included in this review of the special events bylaw was the development of a street party event
program. During consultations for the Love My Hood Strategy, residents asked the city to make it
easier to host street parties. Two Love My Hood action items on the 2018 Business Plan relate to street
parties including action item #6: More Neighbourhood Events and action item #15: Reduce Municipal
Barriers. Residents indicated that they are ready to plan and lead more events, however a review of
approval processes and staff support was necessary.
REPORT:
Love My Hood Street Party Events Program
Along with being a lot of fun and adding to quality of life, small street party events can have a positive
impact on residents sense of belonging. When people belong, they are more likely to volunteer or vote
in elections, and are generally more satisfied with their neighbourhood and city government.
Encouraging residents to take the lead in hosting more street parties in their neighbourhood is a major
priority in the Love My Hood neighbourhood strategy.
Street party events are identified as a unique type of Special Event in the bylaws given their small-scale
nature and limited disruption to transportation needs. By identifying them separately than larger events
(such as Blues Fest or parades), we can simplify application processes and requirements to make it
easier for volunteer residents to host a street party event in their neighbourhood.
A focus group was held inviting residents who hosted a street party in 2017 to comment on their
experience. Of the twenty-seven residents who were invited, fifteen attended the workshop. This chart
summarizes the resident input from the focus group and how the City is responding through the new
Street Party Event program.
Resident commentsStaff response
A new Street Party Event page on
to find information online if you want lovemyhood.ca will be created and
to host a street party.promoted with a comprehensive
communications plan.
Creation of a
involved in organizing a street party, host a street partyevent
including road closure requirements instructions and resources for hosting
but also other approvals (licenses, a street party.
public health, etc.) that may be
Simplify the road closure petition form
needed.
and do not require residents to also fill
out the Special Event permit
application form, which has duplicate
fields and some irrelevant information
for street parties.
Residents want ideas of activities to Greater promotion of the Festival of
do while hosting a street party and Neighbourhoods Activity Guide and
how to be more inclusive in their Activity Trunk and the lovemyhood.ca
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neighbourhood.ideas blog.
Getting everyone on the street to sign Continue to inform 100% of residents
the petition can be tedious at times, on the street, but reduce the required
but also valued for the opportunity to signatures of support from 100% of
meet new people and encourage residents on the street to 60%.
them to attend the street party.
Residents are unaware or confused Mandatory insurancepaid for by the
by the safety and liability risks they city for street party eventswith 200
may be taking by hosting a street people or less.
party.
A new safety checklist in the guide.
Greater promotion of the
funding is available.Neighbourhood Matching Grant, for
one-time financial support.
The cornerstone of the Street Party Event Program is
(see Appendix C). The guide takes a holistic approach to organizing a street party event by explaining
how to get a road closure permit, as well as providing ideas for activities to do, how to host inclusive
events, how to apply for licenses or public health approval (if required) and how to plan a safe event. It
also lists a single point of contact, arranged through the Neighbourhood Development Office, to support
residents throughout the entire planning process.
Proposed Special Event Bylaw
Currently, Council Policy #MUN-STRE-1230 addresses expectations of events that operate within City
of Kitchener right-of-ways.Staff are suggesting the development of a Special Event By-law to better
detail and communicate requirements of running special events in the community. As part of the City of
event review, a survey was conducted of area municipalities to determine how
others processedpermits, insurance requirements and fees. The Region of Waterloo, City of
Cambridge, and City of Waterloo were contacted as part of the review for comparisons of current area
practices. Additionally, a best practices review was completed relating to insurance, financial
incentives and promotional efforts for street party events with the cities of Burlington, Calgary, Ottawa,
Red Deer, and Victoria. Finally, a staff working group was established to develop a new street party
event program.
Appendix A outlines the proposed Special Event Bylaw. The following changes/additions are being
proposed:
1. Special Event definition update defined to include Resident Led Traffic Calming
2. Street Party Event changes in attendance increase to maximum of 200 people
3. Insurance updates
4. Consideration of a potential fee Structure: Other area municipalities in the region currently
charge a special event permit fee or are moving to implement a charge. The consideration of a
fee structure is recommended to be considered as part of the 2019 operating budget process
andUser Fee Schedule. Street party events will continue to be covered under community
activities with no cost to the organizer provided the event is on local roadways and remains at or
below 200 participants as is reflected in the Special Event By-law.
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5. Street Parties Event Program: See Appendix C.
In Council Policy #MUN-STRE-1230,street parties were defined as including less than 100 people, but
through the proposed Special Event Bylaw andnew availability of insurance, staff is proposing
expanding street party events to include up to 200 people. One of the advantages of defining street
parties to 200 people or less is that events of this sizeare smaller in nature, pose less safety risks,and
can be organized by any group of neighboursregardless of whether they have event planning expertise
or have an incorporated organization or neighbourhood association supporting them. This keeps the
program easy to access and accessible to all groups of people.
Events larger than 200 people present additional challenges and require more complex road closure,
safety reviews and emergency response considerations and are usually led by organizations with
greater capacity to organize an event. If residents express interest in hosting an event larger than 200
people or a street party grows beyond that number with growing popularity each year staff within
the NDO and Special Events (Economic Development) will work collectively to provide guidance and
support to these resident groups.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this
delivery of core service.
Strategic Priority: Safe & Thriving Neighbourhoods
Strategy: 3.1 Give citizens the tools and opportunities to play an active leadership role in creating great
neighbourhoods and fostering a stronger sense of community belonging.
Strategic Action: #NB1 Neighbourhood Strategy
FINANCIAL IMPLICATIONS:
Any consideration of a special event permit fee will be referred to the fees and charges review of the
2019 budget process. Street party events will be exempt from permit fees to make them accessible for
neighbourhoods.
COMMUNITY ENGAGEMENT:
INFORM
committee meeting.
CONSULT Staff involved in the event planning and road closure process hosted a workshop with 15
residents to explore ways to simplify street parties.
Through a massive community engagement campaign for the creation of the Love My Hood
Neighbourhood Strategy, 5,651 residents provided input in 3,942 hours of conversation. The desire for
more neighbourhood events, including street parties, was a top priority for residents.
ACKNOWLEDGED BY: Justin Readman, General Manager, Development Services
Department
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Attached:
Appendix A Proposed Special Event Permit Bylaw
Appendix B Street Party Event Petition Road Closure form
Appendix C How to Host a Street Party Event guide
Appendix D Special Event permit (used Region wide)
Appendix E Noise Bylaw Exemption form
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BY-LAW NUMBER
OF THE
CORPORATION OF THE CITY OF KITCHENER
(Being a by-law with respect to special events
on city roads temporary closing of city roads)
WHEREAS section 2 of the Municipal Act, 2001, S.O. 2001, c. 25, states that The
Corporation of the City of Kitchener is given powers to foster good government;
AND WHEREAS section 11 of the Municipal Act, 2001, S.O. 2001, c. 25, gives The
Corporation of the City of Kitchener the power to pass by-laws respecting its highways,
including parking and traffic on highways;
AND WHEREAS section 27 of the Municipal Act, 2001, S.O. 2001, c. 25, authorizes The
Corporation of the City of Kitchener to pass a by-law respecting a highway if it has jurisdiction
over the highway;
NOW THEREFORE the Council of The Corporation of the City of Kitchener enacts as
follows:
Definitions
1. In this by-law,
(a)
(b)
the traffic flow in all directions existing before the closure is maintained and no
diversion of traffic to another road is required;
(c)
(d) ad such
that a diversion of traffic to another road is required;
(e) Services for the City or any
successor position or his or her designate;
(f) ine of moving
or parked vehicles;
(g)
Corporation of the City of Waterloo, The Corporation of the Township of North
Dumfries, The Corporation of the Township of Wellesley, The Corporation of the
Township of Wilmot, or The Corporation of the Township of Woolwich;
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(h)
Region or a local municipality;
(i)
Event Permit within the previous two (2) calendar years for a similar, day(s) and
time, and that the use of or absence of alcohol is the same as described in the
prior issued Special Event Permit;
(j) -law enforcement officer or a municipal law enforcement
officer appointed by the City, or a member of the Waterloo Regional Police
Services;
(k) partnership, association or
corporation;
(l)
(m)
road such that the traffic flow in all directions existing before the closure is
maintained and no diversion of traffic to another road is required;
(n)
(o)
road such that a diversion of traffic to another road is required;
(p)
Event Permit from the City within the previous two (2) calendar years;
(q)
driveway, square, place, bridge, viaduct or trestle, any part of which is intended
for or used by the general public for the passage of vehicles and includes the
area between the lateral property lines thereof;
(r) Event, parade, procession, ceremony,
beer garden, sidewalk or street sale, festival, carnival, bicycle or foot race,
walkathon, demonstration, resident-led traffic calming initiatives, or any event
that requires a City lane closure or a City road closure or may interfere with the
normal flow of traffic on a City road, but does not include:
(i) a wedding or funeral procession;
(ii) picketing;
(iii) loading or unloading necessary for business purposes; or
(iv) an activity for which the City has granted permission by way of an
agreement or permit;
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(s) -law for a Special
Event and shall include a permit issued for a Special Event by the City, the
Region, or a local municipality provided such permit includes or included a City
street and the necessary approval by the Director for use of such City street;
(t)
section 5(b) of this by-law and where that person is not an individual shall include
its authorized representative(s); and
(u)
(i) has the purpose of fostering Neighbourhood spirit;
(ii) is taking place entirely on a road of a local municipality, being either a
block to block or intersection to intersection road closure;
(iii) is not taking place on a Regional road;
(iv) has no alcohol consumption; and
(v) has any further attributes as determined by the Director;
PROHIBITIONS
2. No person shall hold a Special Event on a City road without first having obtained a
Special Event Permit in accordance with this by-law.
3. No person shall attend a Special Event on a City road unless as Special Event Permit
has been granted for the Special Event in accordance with this by-law.
SPECIAL EVENT PERMIT APPLICATION
4. Every person holding a Special Event shall ensure that an application is made to the
Director for a Special Event Permit and that a Special Event Permit is obtained prior to
the Special Event taking place.
5.Every person who applies for a Special Event Permit shall provide the Director with:
(a) -
mail address and when applying on behalf of a Special Event Organizer other than
him/herself shall also include any position that they hold with the Special Event
Organizer;
(b) the legal name of the Special Event Organizer who will carry out the responsibilities
or a Special Event Organizer under this by-law and a signature of the Special Event
Organizer;
(c) where the Special Event Organizer is different from the applicant for the Special
Event Permit, additional contact information for the Special Event Organizer
including street address, telephone number before and during the Special Event, fax
number and e-mail address as applicable;
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(d) the legal name, street address, telephone number, fax number and e-mail address of
any Special Event sponsor;
(e) the type and purpose of the Special Event;
(f) the date(s) and day(s) of the week when the Special Event is to be held and, if
applicable, the date(s) and day(s) of the week the Special Event was last held;
(g) the number and type of participants and vehicles in the Special Event, including
individuals, bands, horses, bicycles, cars and floats;
(h) for each date of the Special Event, the time that set-up or assembly will commence,
the time that the Special Event will commence, and the time that the Special Event
will finish inclusive of clean-up time;
(i) a description of the assembly and disassembly areas for the Special Event;
(j) the road(s) to be used for the Special Event whether or not they are City roads;
(k) a Certificate of Insurance, satisfactory to the Director, showing a comprehensive
policy of public liability and property damage insurance for the Special Event in
respect to any one accident, against loss or damage resulting from bodily injury to or
death of one or more persons and loss of or damage to property in a minimum
amount of:
(i) $5,000,000 for any Special Event that includes the consumption of alcohol on a
City road; or
(ii) $2,000,000 for a Special Event that does not include the consumption of alcohol
on a City Road.
(l) an indemnity signed by the Special Event Organizer that is satisfactory to the
Director; and
(m) any additional information or documentation for the purposes of administering this
by-law as requested by the Director.
6.No person applying for a Special Event Permit shall knowingly provide false information
to the Director.
7.The Director may require the person applying for a Special Event Permit to prepare and
deliver personally or by registered mail a notification setting out the type, purpose,
location, date and time of the Special Event to all affected homes, businesses and
institutions, as determined by the Director. Each notification shall include a stamped
envelope addresse
8. In the event of a Street Party Event, the applicant for the Special Event Permit must
ensure a petition provided by the City is circulated to all residents with a municipal
address located on the road where the proposed Street Party Event is to be held. The
applicant for the Special Event Permit shall provide the original petition to the Director.
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A Street Party Event with anticipated attendance of 200 or more people shall be subject
to additional requirements at the discretion of the Director. Such requirements may
include without limitation, requirements for paid duty police officers, emergency services
support and additional insurance.
9.Every applicant for aSpecial Event Permit for a New Special Event shall make their
application at least ninety (90) days in advance of the Special Event.
10.Every applicant for a Special Event Permit for a Reoccurring Special Event shall make
theirapplication at least thirty (30) days in advance of the Reoccurring Special Event.
GRANT, REFUSAL OR REVOCATION OF SPECIAL EVENT PERMIT
11.The Director may grant a Special Event Permit,refuse to grant a Special Event Permit or
may grant a Special Event Permit imposing conditions as a requirement of obtaining and
continuing to hold it, including, but not limited to, the condition that a notice setting out
the type, purpose, location, date, time and other information as required be delivered not
less than seven (7) days or as required by the Director in advance of the Special Event
to all affected homes, businesses and institutions, as determined by the Director.
12.In considering the grant, refusal or grant with conditions of a Special EventPermit, the
Director may have regard to:
(a) whether or not, considering any past Special Events, the Special Event is likely to
be carried out in compliance with the Special Event Permit and this by-law;
(b) any conflict with a previously scheduled activity for which the City, Region or a
local municipality has granted a permit;
(c) the anticipated disruption of traffic or public transit;
(d) the response of Waterloo Regional Police Services to the application;
(e) failure to obtain all required responses to any petition required by the Director;
(f) the response of any person required to be petitioned under this by-law;
(g) whether or not the Special Event may result in a threat to public safety;
(h) road construction, construction or any sort, or conflict with municipal by-laws,
resolutions or policies; and
(i) any opposition to the Special Event, including any safety concerns.
13. At any time after a Special Event Permit has been granted by the Director, the Director
may revoke theSpecial Event Permit or impose a condition re-routing the Special Event
upongiving verbal notice, in person or over the telephone, or written notice, by regular
mail, fax or e-mail to the person who applied for theSpecial Event Permit or the Special
Event Organizer. The Director may also impose last minute conditions on the Special
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Event due to safety issues or public authorities such as the Waterloo Regional Police
Services making changes.
GENERAL
14. The Director may modify the time periods prescribed for submitting an application for a
Special Event Permit set out in this by-law.
15. Every applicant for a Special Event Permit shall:
(a) ensure that the Special Event Organizer is aware of and complies with any
conditions imposed under sections 11 or 13 of this by-law; and
(b) pay all municipal fees and charges for the Special Event.
16.Every Special Event Organizer shall:
(a) be present at the Special Event;
(b) produce the Special Event Permit to the Director, a municipal law enforcement
officer or any police officer on his or her demand while the Special Event is being
held or set up;
(c) ensure compliance with any conditions imposed under sections 11 or 13 of this
by-law that are required to be carried out while the Special Event is being held;
and
(d) ensure that the Special Event complies with all provisions of this by-law and the
Special Event Permit.
17.The Special Event Organizer shall ensure the clean up and restoration of the City road
immediately following the finish of the Special Event.
18.When a City lane or a City road is closed by the Director for a Special Event, the City, an
Officer, any person authorized by the City, and any utility may enter the closed road area
at any time.
19. The person applying for a Special Event Permit under this by-law, the Special Event
Organizer, and the participants in the Special Event shall comply with all applicable
municipal by-laws and provincial and federal laws including those pertaining to special
events, filming, fees, charges, work within a road, signs, traffic, parking, noise,
pyrotechnics, alcohol, firearms, building, and smoking, and shall also comply with the
Safe Streets Act, S.O. 1999, c. 8.
20. No person shall install, maintain, move or remove signing and barricades on City roads
without the permission of the Directorexcept the Special Event Organizer who may, at
an appropriate location, move and then immediately restore a barricade to its original
position to allow ingress/egress to the Special Event site without changing the intent of
the barricade set up.
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21. A Special Event Permit granted under this by-law:
(a) shall not be transferable from one person to another, from one Special Event to
another, from one date and time to another, or from one location to another
without the written permission of the Director; and
(b) shall expire when the Special Event finishes as indicated on the Special Event
Permit.
PENALTY, ADMINISTRATIVE AND ENFORCEMENT
22. Every person who contravenes a provision of this by-law is guilty of anoffence and upon
conviction is liable to a fine not exceeding five thousand dollars ($5,000), exclusive of
costs, pursuant to the Provincial Offences Act, R.S.O. 1990, c. P.33.
23. Any administrative forms required under this by-law may be prescribed from time to time
by the Director.
24. This by-law may be enforced by the Director, an officer, or by any other individual duly
appointed for the purpose of enforcing this by-law.
25. If any section or sections of this by-law or parts thereof are found by any Court to be
illegal or beyond the power of the Council to enact, such section or sections or parts
shall be deemed to be severable and all other sections or parts of this by-law shall be
deemed to be separate and independent and shall continue in full force.
26. Each and every provision of this by-law is severable and, if any provision or
provisions of this by-law should, for any reason, be declared invalid by any court, it is the
intention of Council that each and every of the then remaining provisions of this by-law
shall remain in full force and effect.
27. This by--
PASSED at the Council Chambers in the City of Kitchener this day of
,2018
_____________________________
Mayor
_____________________________
Clerk
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lovemyhood.ca/streetparties
Street parties are fun events that foster neighbourhood spirit. The City of Kitchener is excited to support
residents who take initiative to plan and host a street party in their neighbourhood. Thank you!
Please complete and submit this form, at least four (4) weeks in advance of your event : Stephanie
Brasseur, Traffic Project Coordinator, stephanie.brasseur@kitchener.ca, 519-741-2200 x7373 or to Lou
Slijepcevic, Lou.Slijepcevic@kitchener.ca, 519-741-2200 x7153.
Location/Street: ___________________________________________________
Block From/To: ___________________________________________________
Name of Special Event: ___________________________________________________
Date: ____________________________________________________
Times: ____________________________________________________
Organizer/Supervisor: _____ _________________________________________
Address: ____________________________________________________
Phone Number: _____________________________________________________
Email: _____________________________________________________
Activities planned on-street: ________________________________________________
Noise exemption form to be attached and submitted with petition
Insurance Acquired through the Group will provide private coverage on
(check one)
Municipal Insurance Program. prescribed certificate furnished by City.
We, the undersigned, have no objections to the temporary closure of our roadway during the time of
the proposed special event detailed below. It is understood that access for all local residents and
emergency service vehicles will be maintained at all times. Alcohol is not permitted.
If you have concerns or questions for this event, please contactʹ ΝƓğƒĻ ƚŅ ƭƷğŅŅ ĭƚƓƷğĭƷ ŅƩƚƒ
ƓĻźŭŷĬƚǒƩŷƚƚķ ƦƩƚŭƩğƒƭ ğƓķ ƭĻƩǝźĭĻƭ źƓƭĻƩƷĻķΞ͵
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NAME ADDRESS SIGNATURE
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NAME ADDRESS SIGNATURE
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NAME ADDRESS SIGNATURE
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How to hosta
Street Party
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About this guide
What are street parties?
Street parties are fun events right on your own
where to start, this guide is for you!
neighbourhood street. They are small gatherings
of less than 200 people and the primary audience
her all of the common tasks that
is people who live in the neighbourhood.
go into organizing a street party and clearly laid
out the process for getting approval from the city
The goal of street parties is to foster
to close the street.
neighbourhood spirit, and that can often be done
with simple, low-cost, easy-to-plan activities.
If your event is for more than 200 people or is
intended for a city-wide audience, there are
Popular activities for a street party include a BBQ
additional requirements and costs related to
or potluck, live music, games,sports or holiday or
emergency planning, safety and sanitation, so
cultural celebrations.You can find a bunch of
please contact city staff for advice. You can also
ideas for your next street party by seeing what
visit kitchenerevents.ca for an event planning
other neighbourhoods are doing at
toolkit to get started.
lovemyhood.ca/ideas.
Alcohol is not permitted at street parties.
Who do I contact to get
Inflatables or animal rides are not allowed under
started?
alternative insurance is arranged.
Contact our team to get started. We are here to
help!
Benefits of street parties
Neighbourhood
Street parties are fun! Expect lots of laughter as
Development Office
you meet new people and catch up with old
friends. Street parties bring neighbours together
Lauren Burr
and help to foster a sense of belonging. They can
lovemyhood@kitchener.ca
519-741-2200 ext. HOOD (4663)
also instil a sense of neighbourhood pride.
Often, conversations at street parties can help
This information is available in alternative formats
neighbours discover common interests and form
upon request. Please call 519-741-2200 ext.
or strengthen relationships between neighbours.
4663 or TTY 1-866-969-9994 for assistance.
Street parties can even foster a safer
neighbourhood and prevent crime. When
neighbours know each other, they can look out
for each other and be ready to help out in times of
need.
2
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How to make your street
How much does a street
party inclusive
party cost?
For over 25 years, Festival of Neighbourhoods
Good news! There is no cost from the city for the
has collected examples of activities that work well
special event road closure permit.
in different neighbourhoods. To answer some of
Expenses related to hosting an event are your
your questions related to how to involve all
neighbours and make sure everyone can feel
a simple potluck and you have any
welcome at your street party, check out these
expenses at all!
tools:
Some residents choose to collect donations from
Neighbourhood Activity Guide
each neighbour to buy food and drinks or hire a
Neighbourhood Activity Trunk
band or other entertainment. Local businesses
Useful Contacts and Local Resources
may be interested in donating food, supplies or
Inclusion Challenge
cash to your event.
You are taking an important step to making your
You can apply for up to $2,000 through the
neighbourhood more inclusive by inviting all
Neighbourhood Matching Grant. Just remember
neighbours to come together. Not only are you
this is a one-time grant and cannot fund events
reshaping a physical space where people can
every year. If you are awarded a grant, we will
interact in new ways, you are alsocreating the
even cover the cost of insurance!
potential for long term relationships to flourish.
Share with Festival of Neighbourhoods what
How long does it take to
worked well in your neighbourhood.
organize a street party?
We recommend starting to plan your street party
three to four
lots of time to get everyone involved, arrange for
the special event permit, road closure and
promote your event.
Please remember to submit your road closure
petition and noise exemption forms at least four
weeks before your event.
If approval from Public Health is required, provide
at least 45 days.
3
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8 steps to host a street party
Organize logistics
Get started
3. Go door-to-door to complete the
1. Form a group to help out
road closure petition form
Bring together three to five people who are eager
A road closure impacts every resident on the
to be involved and help plan your street party.
also a good idea to identify a coordinator who can
the road closure. We also ask you to collect
help keep everything on track.
signatures of support from 60% of the people on
Together, identify a vision for your street party
your street.
and some key goals you hope to achieve.
Use our road closure petition form which has all
Brainstorm ideas on what to do. Think about what
the relevant information people will need to know
might attract different ages and cultural
in order to sign in support. You can also apply
backgrounds, so everyone feels welcome.
online at lovemyhood.ca/streetparties.
Contact our team for guidance and support and
Submit the form to city staff to receive a special
we will have someone connect with you.
event permit for closing the road. Please allow
2. Decide when and where to host
four weeks for processing. Insurance will also be
arranged on your behalf, with no cost to you.
your street party
Pick a date and time for your street party. If you
4. Submit other paperwork
make it an annual event, it is a good idea to stick
Your event will likely include some noise that is
with the same date year after year. Remember to
louder than usual. Complete the noise exemption
set a rain date as well!
form so our bylaw o
Consider hosting your event on Neighbours Day
happening in the case of complaints.
always the second Saturday in June when
You will need a business license if you charge
people across Kitchener host and attend events
money at the event for admission, food or
in their neighbourhood.
entertainment (such as food trucks/vendors, retail
Choose a residential street for your party. The
vendors or busking).
street must be closed from block to block, so
free or donated food, like potlucks andBBQs.
emergency vehicles can quickly identify the
closed street and adjust accordingly.
basis to cover costs of your event does not
require a license. Ask city staff for more direction
Collector and major arterial roads are not eligible
or learn more at kitchener.ca/businesslicensing.
not
sure if your street qualifies.
4
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5. Promote your street party 8. Have fun!
There are lots of ways to spread the word about Set things upand get partying!
your event. When going door-to-door bring your take pictures and share on social media, using
event flyers or posters. Other ideas include social #lovemyhood!
media, emails, media, or advertising.
After the street party ends,wrap-up by:
Notify your neighbourhood association or local
Taking down equipment, cleaning up and
community partners and ask them to include in
disposing of waste.
their newsletters or communications.
Ensuring everything is removed from the
Think about different ages, demographics,
roadway, and then reopen the road.
cultural backgrounds or special interest groups.
Thanking your volunteers a lot!
They will all have preferred ways of
Reflecting on how everything went and
communicating so reach out in different ways to
planning ahead for next year.
connect with different people.
Safety Checklist
6. Make a schedule and site plan
Please take the time to plan so the event can be
Time to bring it all together! Sketch out where the
safely enjoyed by everyone:
different activities will occur, leaving an
emergency route free of barriers. Make sure
Follow public health food safety guidelines
everyone knows their responsibilities and what
and contact Region of Waterloo Public
time everything is happening from set up to clean
Health at 519-883-2008 ext. 5147.
up.
Identify a single person to make decisions
in case of emergency and prepare an
Think about safety and possible emergencies.
emergency communications plan.
Follow our Safety Checklist for guidance.
Monitor the weather in case plans need to
change.
Host the street party
Clearly communicate to all event
7. Close the road to vehicles open
attendees that alcohol is not permitted.
Have a first aid kit and fire extinguisher.
it to people!
Complete a safety check before the event
Barricades will be delivered to your street a day
starts, to be sure things like barricades,
tents, or tables are set up properly.
time to start setting up your event, move the
If an accident or injury occurs and you
barricades onto the incoming lane to safely close
received insurance through the city,
the street. Leave the lane exiting the street free of
complete an incident report form, found at
barricades for emergency vehicles or people
lovemyhood.ca/insurance.
accessing their driveways. Make sure you have
your special event permit at your event.
5
7 - 22
Street parties in Kitchener
Picture and story to be inserted from Neighbours
Day 2018.
For the Westmount Neighbourhood Association,
their street is the setting for an annual BYOP
party Bring Your Own Picnic on Neighbours
Day. The street becomes alive with laughter and
conversation.
Picture and story to be inserted from Neighbours
Day 2018.
Ice cream was a big hit when Wilson Avenue was
closed for a street party while students painted
the crosswalks leading up to the local elementary
school.
6
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REGIONAL MUNICIPALITY OF WATERLOO
AND LOCAL MUNICIPALITIES
SPECIAL EVENT PERMIT
FILE: T15-20/________
Month
Application and Permit
to hold a Special Event on a Municipal Road
(Region of Waterloo Special Event Permit By-Law 05-076)
PRE-APPROVAL INFORMATION AND DOCUMENTATION:
NAME OF ORGANIZATION SPONSORING THE EVENT:
Street address
Telephone number Fax number E-mail address
NAME OF APPLICANT: Position with sponsoring organization
Street address
Telephone number Fax number E-mail address
NAME OF SPECIAL EVENT SUPERVISOR:
Position with sponsoring organization
Street address
Telephone number before the event Telephone number during the event
Fax number E-mail address
TYPE OF EVENT: ______
PURPOSE OF EVENT:
Is this a community-sponsored, non-profit event? yes no
Will the event include the consumption of alcohol on a Regional road? yes no
Will the event include the solicitation of donations from the driver or any other person in a motor vehicle? yes no
DAY(S) OF THE WEEK AND DATE(S) OF EVENT: FROM TO
DAY/MONTH/DATE/YEAR
Day(s) of the week and date(s) that the event was last held: from to day/month/date/year
FOR EACH DATE OF THE EVENT:
Time that set-up or assembly will commence
Time that event will commence
Time that event will finish including clean-up
NUMBER OF PARTICIPANTS:
Individuals Bands Horses Bicycles Cars Floats Other
ASSEMBLY AREA:
DISASSEMBLY AREA:
TABLE 1
ROAD AUTHORITY
ROADS TO BE USED (MUNICIPALITY)
PAGE 1 OF 3
7 - 24
RMOW
FILE: T15-20/ REGIONAL MUNICIPALITY OF WATERLOO
APPLICANT: _______________ AND LOCAL MUNICIPALITIES
SPECIAL EVENT PERMIT- continued
TABLE 2
PARKING PROHIBITIONS
ROAD SIDE FROM TO
ROAD OR LANE CLOSURES
ROAD SIDE FROM TO
Changes to traffic control devices including signs, pavement markings, traffic control signals, etc.:
Bus stop relocations:
Other information required from application:
MUNICIPAL STAFF TO FILL IN THIS SECTION:
AMOUNT OF CERTIFICATE OF INSURANCE:
$2,000,000 $7,000,000 OTHER AMOUNT $
DATE OBTAINED:
APPLICANT TO PREPARE AND DELIVER SURVEY? YES NO
DATE DELIVERED:
CONDITIONS OF APPROVAL:
APPLICANT TO PREPARE AND DELIVER NOTICE? YES NO
APPLICANT TO ARRANGE FOR ASSISTANCE WITH RED LIGHT CAMERA OPERATIONS? YES NO
OTHER CONDITIONS:
This Permit is conditional upon the applicant signing below and agreeing to the conditions listed on pages 1, 2
and 3 of this Permit. The Regional Municipality of Waterloo confirms that electronic signature of this document
is acceptable provided that the applicant is specifically authorized by the sponsoring organization to enter into
and execute this document in such manner.
DATE: SIGNATURE OF APPLICANT:
This Permit is conditional upon the approval of the Affected Municipalities. The Affected Municipalities include
any that are listed as a road authority in Table 1 of this Permit.
PERMIT APPPROVED BY MUNICIPALITY DATE
Region of Waterloo
City of Cambridge
City of Kitchener
City of Waterloo
Township of North Dumfries
Township of Wellesley
Township of Wilmot
Township of Woolwich
PAGE 2 OF 3
7 - 25
REGIONAL MUNICIPALITY OF WATERLOO
AND LOCAL MUNICIPALITIES
SPECIAL EVENT PERMIT- continued
Conditions of Approval:
1. The applicant should submit a copy of this Permit to his or her Insurance Company to ensure that a proper
Certificate of Insurance is produced.
2. The applicant shall purchase and maintain third party liability insurance acceptable the Affected
Municipalities throughout the term of this Agreement. Unless otherwise specified, the terms of the
insurance shall be from the date of commencement of set-up or assembly for the Special Event until the
date of completion of all related activities on the road system. Such coverage shall protect the Affected
Municipalities against all claims for all damages or injury including death to any person or persons and for
damage to any property of any Affected Municipality or any other public or private property resulting from or
arising out of any act or omission on the part of the applicant or any of his or her servants or agents.
Coverage shall consist of a comprehensive policy of public liability and property damage insurance for the
Special Event in the amount identified on Page 2 per occurrence. Such insurance shall name the Affected
Municipalities as additional insured thereunder. Such insurance shall be extended to include the following
endorsements: Blanket Contractual Liability and Cross Liability with a Severability of Interests Clause. If
applicable, host Liquor Liability Endorsement will be required for a Special Event that requires a Liquor
License. Such insurance shall state that coverage will not be suspended, voided, cancelled, reduced in
coverage or in limits except after thirty (30) days prior written notice by certified mail to the Affected
Municipalities.
3. If applicable, the applicant shall purchase and maintain automobile third party liability insurance in the
amount of $2,000,000 which is to be acceptable to the Affected Municipalities through the term of the
Agreement covering all owned, leased and non-owned automobiles used in connection with the activities
governed by this Permit.
4. This insurance coverage shall be primary insurance to the insurance carried by the Affected Municipalities.
Any insurance or self-insurance maintained by the Affected Municipalities shall be excess of this insurance
and shall not contribute with it.
5. The Affected Municipalities reserve the right to modify the insurance requirements as deemed suitable.
6. The applicant, his or her heirs, executors, administrators and assigns will indemnify and save harmless the
Affected Municipalities from any and all claims, demands, suits, actions and judgments made, brought or
recovered against the Affected Municipalities and from all loss, costs, damages, charges or expenses that
may be incurred, sustained or paid by the Affected Municipalities by reason of the granting of the Special
Event Permit. The indemnity provisions of this Agreement shall survive the termination of the Agreement.
7. The applicant has read and understood the Region of Waterloo Special Event Permit By-law, which is
available on the Regions website at www.region.waterloo.on.ca.
COLLECTION NOTICE
Personal information requested on this form is collected under the authority of the Municipal Act and will be used to assist staff and Councillors of the
Affected Municipalities in making a decision on this event. Questions regarding this collection should be forwarded to staff of the Affected Municipalities.
REVISED: October 2009
PAGE 3 OF 3
7 - 26
City of Kitchener
Application for Noise
Enforcement Division
Exemption to
33 Ontario Street North
Kitchener, Ontario
Noise By-law Chapter 450
N2G 4G7
Applicant Name Last First Phone Number
Applicant Address Number Street
City Postal Code
Applicant E-mail Address:
Event Title:
Location of Event/Street:
Date of Event:
Contact Name during Event : Phone Number during Event:
Type of Event (wedding, birthday, bbq etc.):
Date and time of the event:
Event end time:
Expected attendance:
Public event or invitation only:
If open to public, please describe:
Type of noise expected (Ex. Music, loudspeaker, amplified sound etc):
Diagram of setup if possible to determine where sound will be projected (please attach)
Will residents in the area be contacted to inform them of the possible noise? If so, how:
What measures will be taken if any to limit the amount of noise:
Describe the reason(s) why the exemption should be granted (attach an extra sheet if required):
OFFICE USE ONLY:
Application Accepted by: Application Received: Exemption Approved By:
Date Issued: Permit # Special Instruction/Restrictions:
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