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Planning Your Special Event


Special Events – A special event is any outdoor event held at a City facility or location that is open to the public. Popular special events include road races, walk/run-a-thons, festivals, parades and outdoor concerts.

Special event services facilitates opportunities for Londoners to come together to participate in a safe, respectful and engaging manner. The City provides and facilitates unique opportunities for Londoners and visitors to enjoy the experiences that special events can bring to individuals, families and groups. The City has invested in infrastructure to support special events and assists organizers of special events, community events and film producers with: permits and approvals for various event spaces; and support for the operation of events at locations across the community, while ensuring the appropriate use of public spaces as well as public interest. Londoners can enjoy over 140 special events and activities per year hosted at a number of well known sites, such as Victoria Park, Springbank Park, and the revitalized Springbank Gardens. Continued support of special events creates opportunities for residents and visitors to participate in a variety of cultural, sporting, and community events.

For further reference see Council approved Special Events Policies and Procedures Manual.

 

Booking Process - City Parkland

The break down process for booking a City of London property for the usage of an outdoor special event is as follows:

  • City of London Certificate of Insurance - if your request is approved a contract will be generated with a condition that this form for $5,000,000 is filled out by your broker (note: only this form will be accepted by the City of London and it must show the same organization name as on the contract). 
  • Fees (for estimate add Admin. + Rental + Other Fees) - contract will need to be signed and fees paid in full prior to your event (note: administration fee is non-refundable for cancelled contract).
  • Health Board - if it is your intention as the organizer of the event to serve/provide food or have an outside group (not for profit) provide this service on your behalf, please forward this form to the Health Board.  Please notify our office if you are having various food vendors (for profit) as part of your event.

 

Booking Process - Parade, march, walk, road race (rolling stops)

The break down process for booking a parade, march, walk, road race or similar event in conjunction with a special event:

  • London Police Service Application for Special Event Permit - fill and return to the Police Station (601 Dundas Street, Attn. Sergeant Amanda Pfeffer 519-661-5680)
  • If accepted, you will work along with the Traffic Management Unit to ensure a safe and effective plan is in place for your event.
  • The Event Organizer will work with the Traffic Management Unit, Special Events Coordinator, to ensure a safe and effective plan is in place for their event (paid duties in place, persons in charge, contact numbers, etc.).

 

Booking Process - Street Closure (from point A to B)

The break down process for booking a City of London Street (closed from point A to B) for the usage of an outdoor special event, is as follows:

  • Special Events Request Form - fill in and return for consideration
  • Temporary Street Closure Procedures and Form - fill in and return
  • Compliance Form - To request a temporary street closure, the applicant will be asked to submit a petition signed and approved by:
    1. 66 percent of the residents, and/or by 66 percent of the business owners, and/or by 66 percent of the property owners on the street(s) or blocks(s) proposed to be closed; and/or
    2. 66 percent of the residents, and/or by 66 percent of the business owners, and/or by 66 percent or the property owners located in adjacent blocks that may be affected by the temporary street closure
  • A site plan, prepared to scale, showing the road closure.  The side plan will indicate the required 6 metre (20 feet) accessible lane for the Fire, Police and emergency vehicles and will remain non-obstructed during the event unless otherwise agreed upon and location of fire hydrant.
  • Meter Bagging Request Form – Please fill in this form if the street you are requesting has meters (note: applicable fees will be applied)
  • City of London Certificate of Insurance - if your request is approved a contract will be generated with a condition that this form for $5,000,000 is filled out by your broker (note: only this form will be accepted by the City of London and it must show the same organization name as on the contract).
  • Fees (for estimate add Admin. + Renal + Other Fees) - contract will need to be signed and fees paid in full prior to your event (note: administration fee is non-refundable for cancelled contract).
  • Health Board - if it is your intention as the organizer of the event to serve/provide food or have an outside group (not for profit) provide this service on your behalf, please forward this form to the Health Board.  Please notify our office if you are having various food vendors (for profit) as part of your event.

Barricades will be dropped off and left on City property for you to place on the road at the start of your event and to take down at the end of your event.

 

 

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