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09-004_Special Events Policy Recreation, Heritage & Parks Special Events Policy Policy Number 9-004 Approval Date Revision Date Schedules Page 1 / 2 09-004_Special Events Policy_____ A. POLICY STATEMENT Hosting an event is a great opportunity to raise organizations visibility in our community. This policy shall ensure that all requirements of a Special Event Permit are met to ensure for a successful and safe event. B. PURPOSE The Town of Tillsonburg is committed to ensure and improve communications between organizations and the Town. This policy is to provide guidance and advice to organizers of special events held on municipal property. This policy is to improve communication and opportunities for organizers to host events in a safe and productive manner. C. SCOPE Any group or organization wishing to use public property for any length of time for the purpose of "an event" or "an organized activity" in any manner must obtain a permit from the Town of Tillsonburg (the Town). D. GENERAL This policy shall be administered by the Parks & Recreation Services Department. This policy shall be referred to as the "Special Event Policy". This policy comes into force and effect on the date adopted. E. AUTHORITY The Director of Parks & Recreation Services or his/her designate is hereby given authority to process all Special Event Applications and provide final approvals providing they meet the criteria contained in the Town of Tillsonburg Special Event Manual. Administrative changes to the Manual will be at the discretion of the CAO and Senior Management. Recreation, Heritage & Parks Special Event Policy Policy Number 9-004 Page 2 / 2 09-004_Special Events Policy_____ F. POLICY The intent of the policy is: •To promote the Town of Tillsonburg as a premier place to hold special events. •To facilitate advance planning for special events. •To facilitate the administration of special events. •To provide standard information that allows special event organizers to achieve their goals. •To assist event organizers in planning safe and successful events which create minimal impact on the community. •To ensure that good risk management procedures are in place and that all appropriate insurance requirements are met. •To coordinate the approval and communication process required for special events. •To ensure proper notification to affected departments (Fire, EMS, Roads, Health, Building and By-law, Parks & Recreation Services, Clerk's (licensing) and O.P.P.) The special events manual is intended to assist event organizers with identifying requirements as set out by the Town of Tillsonburg, the Ontario Provincial Police and the Oxford County Public Health and Emergency Services. The guidelines in the Special Events Manual must be followed by all event organizers for a seamless, safe and successful facilitation of events. All special events within Town limits must be approved for operation on Town streets, sidewalks, parks, facilities, and parking lots. The safety of operators and visitors at the special event is paramount. Respectful use of Town property and its maintenance is mandatory.