Special events

 Information for Special Event and Tournament Organizers

Special events
Each year the City of Guelph receives many requests from Individuals and groups to operate special events on City-owned property. These events vary in scope, purpose, size, cost and complexity.

The City recognizes special events as an important part of Guelph’s quality of life and as providers of affordable entertainment to its citizens, as indicated by the Corporate Strategic Plan. It is also recognized that special events enhance tourism, culture, recreation, education and provide an economic benefit to businesses in the city of Guelph.

Most special events represent a major investment of time and money. When well conceived and planned, they can bring rewarding dividends to the organizers and the City of Guelph. Successful events require:

  • Responsible leadership
  • Careful planning
  • Good organization
  • Provisions against the unexpected
  • Methodical “follow through” and evaluation

The following information has been compiled as a resource to assist special event organizers with planning and to ensure a safe, successful event. The Special Event User Guide outlines important procedural items, policies and contact information to ensure necessary requirements for events are met.

Please be aware that additional requirements, conditions or permits may be required
depending on the nature, size and scope of the event.

The City’s special events and tournaments coordinator will work with special event organizers throughout the planning process to ensure requirements are met within timelines and questions get answered to ensure an enjoyable event for everyone involved!

  • Responsible leadership
  • Careful planning
  • Good organization
  • Provisions against the unexpected
  • Methodical “follow through” and evaluation

General Definition of Special Events

A special event is defined as a one-time, annual or infrequently occurring event on City of
Guelph property that is reserved for exclusive use and whose scope may include the
following:

  • Celebration of a specific theme
  • Has a pre-determined opening and closing date/time
  • Is available to the community at large
  • Fundraising events designed to generate revenue for non-profit organizations

Note: activities not meeting these criteria may still be permitted to occur as private rental functions and may still be subject to some or all of the policies, procedures and requirements outlined on this site.

Applications

The Corporation of the City of Guelph is committed to assisting event organizers in providing a successful event. As such, event applications are received and reviewed centrally by the Coordinator of Special Events and Tournaments in Community and Social Services. Event Organizers are then advised of the specific requirements for their event.

Special Event Application Road Closure Application

Applications may be submitted to

Fax
519-763-9240 Attention: Special Events
Mail
City of Guelph Special Events
City Hall, 1 Carden St.
Guelph, ON N1H 3A1
In person
Drop off at City Hall
Addressed to City of Guelph Special Events
Inquiries
519-822-1260 extension 2618

Once space has been confirmed a facility rental permit will be issued. Return your signed permit with your damage deposit to secure your space.

Your application will be circulated to staff for approval. Follow up meetings or on-site visits may be required.

A special event permit will be issued when approvals are granted, permits obtained and conditions met. Depending on the nature of your event, this may be close to your event date.

Requests to change your application must be submitted in writing. Changes are subject to staff ability to approve within the requested timeframe.

Payment for special events must be received at least two weeks prior to the event. You can pay by:

Telephone
519-837-5678, using a credit card. Please have your facility rental contract number ready.
In person
ServiceGuelph on the first floor of City Hall
Mail
City of Guelph Facilty Booking
City Hall, 1 Carden St.
Guelph, ON N1H 3A1

For more information

If you have any questions or need assistance, please contact the City’s special events and tournaments coordinator at 519-822-1260 extension 2618 or specialevents@guelph.ca.

Last Updated: February 24, 2014. Broken links or incorrect information? Let us know!