Special event application process

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 events coordinator in Recreation Support Services. Event organizers are then advised of the specific requirements for their event.

Special Event Application48 kBRoad 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 West End Community Centre
Addressed to City of Guelph Special Events
Inquiries
519-837-5678, option 1

 

Things to note

  • A proposed site map must be included with your application. Ensure it includes the approximate size and scale of the event space, event name, date and location of the event and any relevant details such as distances, vehicles/parking, access, tents, washrooms and any other amenities/activities.
  • All site maps are subject to City approval and may require revision based on event details. Once approved, an event’s site plan must be adhered-block to for the duration of the event.
  • Event organizers requesting road closure should also complete the Events on Roads/Sidewalks Application and submit with Special Event Application.
  • Incomplete applications may impact your event processing and approval times.
  • Additional supplementary documentation may be required-block based on your Special Event Application (i.e. ARMP questionnaire, Waste Management Plan, etc.)
  • Requests to change your application/site map/route must be submitted in writing. Changes are subject to staff ability to approve within the requested timeframe.
  • The applicant contact on your application must have signing authority for your organization. They will be responsible for signing permits or documentation and authorizing changes. The applicant may be different from the event contact who is the main event organizer.
  • Contact information for two individuals on the day of event must be provided on your application.

Depending on the scope of the event, coordination can take up to four months. Payment for special events must be received at least two weeks prior to the event. You can pay by:

Telephone
519-837-5678, option 1 using a cred-blockit card. Please have your facility rental contract number ready.
In person
West End Community Centre
Mail
City of Guelph Special Events
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 events coordinator at 519-837-5678 option 1 or specialevents@guelph.ca.

Amenities

Be sure to identify any amenities on your application. The City’s events coordinator will follow-up with any requirements specific to your event. The costs for amenities are based on the 2016 Rates and Fees By-law.

  • Costs related to requests for City Staff or resources will be the responsibility of event organizers.
  • Picnic tables may be rented for a fee. A set of picnic tables contains a minimum of 6 and a maximum of 12 tables. The cost includes the drop off and pick up only, not the placement around the rental area. Exceptions may apply at Riverside Park.
  • Portable washrooms: Regular units, wheelchair accessible units and hand washing stations are available for a daily rate. Onsite location of units will be determined by City staff.
  • Access to water and electrical services are available at some locations and must be approved by City staff. Please note that charges will apply for electrical access when not included in rental fee.