The City of Edmonton issues licenses and permits to organizations or groups wishing to host events on city parkland. Requests for event licences will be forwarded to the Neighbourhood Resource Coordinator. Please submit your request through our Neighbourhood Events Application Form with a minimum of 4 weeks notice. Approval is based on our assessment criteria and availability of the requested park site. The license and permits must be kept on site during the event at all times.
All groups and organizations, at your own expense, must obtain and maintain throughout the duration of the event general liability insurance in an amount not less than two million dollars ($2,000,000.00) per occurrence for death, bodily injury, property damage, and personal injury. This insurance policy must be endorsed to add the City of Edmonton as third party additionally insured.
- Use of parkland must be in accordance with Parkland Bylaw 2202
- Parkland is for public use and a license does not grant exclusive use
- Depending on the scope of the event, additional event requirements may be identified
- Any damage to parkland and/or amenities is the responsibility of the licensee
The City conducts its operations in accordance with Environmental Policy C512. All users of parkland are required to conduct their operations and activities in accordance with Environmental Policy C512 and all applicable provincial and federal legislation.
Planning Your Event
Define your organization's overall goals for the activity
- What do you want to achieve with a special event?
- What opportunities will this event create for your organization?
- What are the needs and assets in your community?
- What are the board's expectations: to make money, lose money, break even or subsidize the special event?
Create an Organizing Committee
- Depending on the size of the event, the program director may be the chair of this committee
- Find members with talent, time, commitment, and creativity in the following are as:
- Marketing and communications
- Site/facility prep
- Volunteer/staff coordination
- Contingency planning
Identify and define what special event you are planning
- Create/update your annual plan
- Research what has been done in the past
- Ask what neighbouring communities are doing
- Look for potential partnerships
- Determine what activities are popular
- Consider your demographics - age, marital status, cultural diversity and so on
There may be costs associated with the permits and civic services required depending on the event location.
Permits are required if your event includes any of the following activities:
- Is in a park
- Is on a road right-of-way
- Is on City-owned property
- Is on a street
- Will have tents or other structures on site
- Plans to have vendors selling food or merchandise
- Plans to have alcohol on site
- Plans to have activities involving fire or pyrotechnics (for example fireworks, fire pits, fire sculptures, fire performance)
Depending on your event type you may also require:
- Special event policing
- Transportation of City property (picnic tables, waste receptacles, fire pits)
- ETS detours
- Medical services
Consider the best way to recognize your volunteers after the event (for example, host a small celebration at the very end, showcase/thank your volunteers in your community newsletter, invite volunteers to an annual volunteer gala and so on).
How do you plan to use the evaluation information? This will help determine who to collect information from (participants, committee, and/or volunteers) and how to collect it.
- Do you feel it is worthwhile to run this event again? What went well? What could be improved? What did you learn?
- How will you present the evaluation to the board (verbal report, written report, statistical report)?
- Record finalized budget.
- Create an information/learning package so that future planning committees can benefit. Give to the community league board to keep for reference.