Municipal Special Event Permit Application
Looking to host a special event in the Town of Collingwood?
A special event permit is required to hold an event on municipal property in the Town of Collingwood. Be sure to review the following to understand what steps and information are required to secure a special event permit, prior to completing your application.
Applications must be completed and returned:
- at least two (2) months in advance for events with an expected attendance of less than 1000
- at least four (4) months in advance for events with an expected attendance of 1000 or more
The above is a minimum timeline. We strongly recommend that you submit your application as far in advance as possible in a complete and accurate fashion. Applications submitted late or incomplete may not receive approval.
Please review all sections below before applying for your Special Event Permit.
Special Event
For the purposes of the Parks, Recreation & Culture Department of the Town of Collingwood, a special event is defined as a one-time or infrequently occurring event outside normal programs or activities of the organizing body and/or host facility. A special event is distinct from a municipal facility rental.
Municipal Facility Rental
Event organizers may wish to rent a municipal facility for an event. In such cases, a Municipal Facility Rental Agreement is required. This is a contractual agreement between the Town and the group or individual wishing to rent the facility or property. Activities that fall under this circumstance may or may not require a Special Event Permit depending on the type of event.
Special Event Permit
A special event permit is a license issued by the Town of Collingwood to successful applicants to conduct an event on municipal property within the confines of the approved special event permit application. All special events taking place on municipal property require a Special Event Permit.
Not-for-profit
For the purposes of the Special Event Permit application, Not-for-Profit will include charitable, community or volunteer groups, service clubs, government arms and agencies, amateur sports organizations, and arts and culture associations.
Applications are processed on a first come first served basis. In the event that multiple applications are received for a limited date or venue, priority will be given to the event that demonstrates the greatest alignment with the PRC Master Plan objectives (as listed under CRCG Grant Criteria here www.collingwood.ca/grants
Scale of event and limitations on number of permits issued:
- Events with an expected attendance of less than 499 will be limited to 2/day, with a maximum of 5/week.
- Events with an expected attendance of 500+ or that require a parking lot/road closure will be limited to 1/week.
Event venues subject to limitations:
- Sunset Point – no event bookings July through to September (pavilion rentals will still be permitted)
- Millennium Park (if requiring a road closure) – a maximum of 3 events between the months of May and October
- Downtown Collingwood (Hurontario Street) – BIA support must be considered
Prior to submitting your application, consider pre-booking your facility. If your venue requires a municipal facility rental, contact Service Collingwood at service@collingwood.ca or by phone at 705-445-1030 to enquire about facility availability, rental rates, and to request a tentative booking.
On February 28, 2023, the Ontario Building Code was amended to add requirements for demountable stages and demountable support structures.
Demountable stage means a structure that,
(a) consists of one or more platforms together with any wall, roof or other structures attached to or located on any of the platforms,
(b) is intended to be used for public or private performances or events, other than performances or events associated with movie or television productions,
(c) is intended to be erected, assembled or installed for a limited specified time,
(d) is capable of being dismantled at its location and moved to be reconstituted elsewhere or is erected for one-time use,
(e) is not located inside a fully enclosed building,
(f) is primarily for use by performers and workers, and
(g) may or may not be mounted on wheels.
Demountable stages require a building permit where;
- the aggregate area of all platforms is more than 60m² (645 ft²) and any part of the platform is more than 3m in height above adjacent grade level,
- when the aggregate (combined) area of all platforms of the demountable stage is more than 225m², or
- any part of the platform or any roof, wall or structure attached to or located on any of the platforms of the demountable stage is 5m or more in height above adjacent ground level.
Full information found at Ontario Building Code
To apply for a Building Permit, connect with Collingwood Building Services
All tents including 10x10 pop ups must meet CAN/ULC S-109, NFPA 701, or NFPA 705 standards for fire rating. Proof of such must be provided as a condition of permit approval.
Will the tent(s) measure more than 60m² (645ft²) in aggregate* ground area?
Will the tent(s) be attached to a building?
Will the tent(s) be erected less than 3m (9' 10") from other structures?
If you answer yes to any of the above, you will need a building permit.
Aggregate ground area refers to the sum of the total area of all tents on site. If the total ground area of all tents on-site exceeds 60m² (645ft²), a permit is required.
Full details and to apply for a Building Permit, connect with Collingwood Building Services Temporary Tent Application.
If you will be serving alcohol at your event, you will require the proper permits. Learn more at Alcohol and Gaming Commission of Ontario (ACGO) .
You will also require liquor liability insurance and will need to adhere to the Municipal Alcohol Policy.
Road closure requests require the approval of the CAO & Director of Public Works. Requests for road closures within the Downtown require the consideration of the Collingwood Downtown BIA and can be discussed by contacting info@collingwooddowntown.com
To apply, request a road closure application from engineering@collingwood.ca.
Most special events require the applicant to have general liability coverage on their event in the amount of $5 million. Additionally, liquor liability insurance will be required for events selling or supplying alcohol. Contact your service provider prior to submitting your event permit application to discuss. Low risk events may be eligible to be covered under the Town of Collingwood’s Low Risk Event Insurance Policy.
Contact Chris Stoutenburg at cstoutenburg@collingwood.ca if you wish to enquire about this option.
Developing a to-scale site plan for your event area in advance of submitting your application will help expedite the application process. Ensure all diagram components are clearly labelled (including tents and stages) and include all dimensions.
Diagrams should be emailed to Chris Stoutenburg at cstoutenburg@collingwood.ca. If you need assistance in developing a site diagram, email the above.
Note that overhead maps can be sourced at County of Simcoe Interactive Mapping.
Note that while food trucks at special events are exempt from By-law No. 2010-064 and require no additional permit or licensing fees, they DO require inspection and approval by the Collingwood Fire Department. You will need to provide the name of the food truck and the contact information for its operator. You will be asked to provide a list of equipment being used for cooking.
You will be required to secure a health permit for any food being prepared on or off site from the Simcoe Muskoka District Health Unit
Be sure to inspect your event site before submitting an application to understand what sanitation facilities are available and what will need to be brought in. If you have an expected attendance greater than what the onsite facilities can accommodate, you will be required to provide additional washrooms.
Special Event Online Application
For more information, please contact
Chris Stoutenburg
705-441-5251
cstoutenburg@collingwood.ca