Special events planning

Welcome

If you’re thinking about hosting a special event on City property, this is the place to be. The information below will help you plan an event that follows local, provincial, and federal policies and regulations governing activities associated with the production of events.

The goal of the special event approval process is to make sure events are safe, successful, and memorable for residents and visitors.

Timelines

  • For all events taking place in November 2024 to March 2025, applications are due by July 15, 2024.
  • For all events taking place April to October 2025, applications can be submitted after November 6 and are due by January 3, 2025.

Use this great resource to track your deadlines and requirements. Enter your event date and the sheet will customer to tell you when important information will be due.

If you are a returning special event organizer, you have until the dates listed above to confirm the use of the same date and location as in previous years. If we do not receive your application by this date, your date/time/location will be made available for other use.

New special events are booked on a first come first served basis. When more than one request is made for the same date/location, our event coordinators will work with you to explore availability options. Having flexibility with your date and or location is suggested.

Applications submitted less than 45 days in advance will not be approved.

Before you apply

The first thing to do is review the planning resources available at the bottom of this page. These have been specifically designed to assist event organizers in developing their event plans and include important information regarding the Special Event permitting process and regulatory requirements.

When do I complete an application?

When you are hosting an event on City property that will be open to the public, you will need to complete a special event application. For example, community festivals and celebrations, parades, walks/runs, cultural performances or gatherings, sport tournaments and outdoor markets.

If you are having a private event (invited guests only, i.e., family reunions or corporate events), you will need to complete a special event application if you have the following amenities:

  • Food vendors, selling goods, or alcohol
  • Inflatables
  • Fireworks (on City property)
  • Road closures
  • Staging

If you do not have any of these amenities listed above, you will need a facility rental permit.

If you are unsure whether your event is required to complete a Special Event Application, email [email protected] or call 519-837-5678.

How to apply

There is a 2 step application process. You must complete both steps of the application to be approved.

Step 1

Reserves the space only. This books your date/time/location, and a rental agreement will be started. You will answer some questions to ensure your event will work for the location and date selected. Please follow the special event timeline to ensure that the application is completed in a timely manner.

Step 2

You will answer detailed questions about your event and the activities involved. Once submitted, your application gets reviewed by City departments – they may provide input, ask questions, and request changes before approving your application. You will receive a rental agreement and application fees will be due at this time.

You will be able to save your work along the way, return to complete it, and log back in to check the status of your application.

Submission of an application does not deem the application approved. Applicants must meet all requirements before the City of Guelph will move the overall status of your event to approved.

Technical information

You may save an application in process and return to work on it over a period of days or weeks. All sections of the permit application need to be completed prior to submission, but you can use the navigation on the left column to complete the different sections of the application in an order that works best for you.

Once you submit your application, you will be notified if additional information is needed prior to the initiation of the review process and when the review process begins.

Submit an application

Apply now

Resources

Use our planning timeline resource to identify key dates and deadlines for your application.

Alcohol

Serving alcohol at a public event on non-City owned property?

You will not need to complete a special event application but you must reach out directly to the City Clerk’s Office to request a letter of municipal significance, for their Alcohol and Gaming Commission of Ontario (AGCO) Special Occasion Permit (SOP) application. The requestor does not need to go through the Special Events application process if the event is on non-City owned property.

The requestor must send the following to [email protected]:

  • A letterhead letter (may be attached by e-mail) that identifies the event’s name, location, date, and times of serving.
  • A site map with identification of intended area for serving alcohol
  • All correspondence must also be shared with the following authorities:

Bylaws and licensing

Greening your event

Other

Site maps

For more information

If you have any questions or concerns we would be very pleased to address them.

Facility Booking and Special Events Coordinators
[email protected]
519-837-5678