Special Event Application

Terms and Conditions

1. The event Organizer is responsible for ensuring the chosen site is appropriate for the planned activity/event. The activity/ event will be safe, orderly and restricted to the assigned areas.
2. Property damage resulting from the event, set up activities and/ or take down activities, is the responsibility of the Event Organizer. Damages to Town property will be reported to the Parks, Recreation and Community Relations Department immediately for assessment. Repairs and/or replacement costs will be billed to the Event Organizer.
3. A damage deposit, in addition to rental fees, of $150 may be requested depending on the venue(s) selected for your event. The Parks, Recreation and Community Relations Department Representative will advise when reviewing the application request if there is a damage deposit required for the venue(s). All damage deposits must be paid before the event(s) can be booked and approved.  Damage deposits are refunded after the event(s) pending inspection of the site(s) and return of keys. If there is damage, site(s) is not cleaned, or keys are not returned, the damage deposit will not be refunded.
4. Special Event cancellations received with less than one month notice will forfeit their deposit of $150.00. In the event that inclement weather forces cancellation of an event, the refund will be in full.
5. All special event rental fees must be paid 2 weeks prior to the event(s) taking place. If all special event rental fees are not paid within the above timeframe the special event is subject to possible cancelation
6. The Event Organizer must have an adequate monitoring and supervision system in place from the beginning of set up to the end of the take down to ensure compliance with all the Parks, Recreation and Community Relations Department’s Terms and Conditions.
7. The Event Organizer will leave the event/activity area(s) clean and litter free and may be billed for subsequent cleanup cost.
8. Event Organizer will include a description of the method of garbage and litter collection. Barrels and other receptacles may be placed throughout the use area. However, dumpsters are restricted to hard surfaces and are prohibited from grassed and other high use sections of the site.
9. Event Organizers are responsible for trash collection of any and/or all vendors and will be responsible for communicating the garbage/litter collection process to them.
10. Recycling is required during Special Events.
11. Only paper/plastic cups will be used for beverages. Glass containers are prohibited for safety reasons.
12. Event Organizers will provide and maintain the appropriate number and placement of portable toilets for event patrons. Portable toilets will be located on hardscapes and will not impede pedestrian traffic flow or accessibility of the site by emergency vehicles.
13. Event Organizers are responsible for arranging for any restrictive traffic flow or the closure of any Town or other thoroughfare by contacting the Parks, Recreation and Community Relations Department or respective government agency or department.
14. Barbeques (propane and/or briquettes) may be used provided that are in safe working condition and are not positioned as to cause damage to grassed/treed areas, asphalt, concert, picnic tables or other site amenities. All used and unused briquettes will be removed from the event site in a safe manner. Barbeques may be restricted or disallowed depending upon the site and/ or planned activities.
15. If a large vehicle or tractor trailer is required for the delivery of materials or stage set up, the Event Organizer will provide adequate turf protection. In the same manner, trees, and their roots, must be protected from any damage. Any and/or all resultant damage will be reported immediately to the Parks, Recreation and Community Relations Department for assessment. Repairs and/or replacement cost will be billed directly to the Event Organizer. (see attached property damage form)
16. Currently, there is one stage with electrical hook up at Caseley Park and a Gazebo with electrical hook up on the water front on Coverdale Road. The provision for alternate or additional staging is the responsibility of the Event Organizer.
17. Electrical services beyond what is currently available at the event site, is the responsibility of the Event Organizer. Upon approval of the Parks, Recreation and Community Relations Department the Event Organizer may plan, arrange for installation and dismantle additional electrical service(s) using certified Electricians.
18. Public telephone service is unavailable at event sites. The provision of public telephone services is the responsibility of the Event Organizer with the permission of the Parks, Recreation and Community Relations Department.
19. Organizers of Concerts will be responsible for the registration and payment of SOCAN (Society of Composers, Authors & Music Publishers of Canada) fees as legislated by the Government of Canada. Proof of registration will be submitted with the Special Events Application. SOCAN representatives can be contacted by telephoning 1-866-944-6223 or www.socan.ca.
20. No personal tents or canopies are permitted in undesignated Public Parks, open spaces, or playgrounds. Overnight camping is prohibited.
21. Roller blades, skateboards, bicycles and other like modes of transportation are not permitted in special event areas with the exception of bicycles used for patrols by RCMP and other security service providers.
22. The Event Organizer will designate one specific individual to serve as the liaison between the Parks, Recreation and Community Relations Department and the organizing committee/organization. The role of this individual will be to work with the Town of Riverview Parks, Recreation and Community Relations Department, or other designated Town Department or Divisions and event personnel/volunteers to ensure compliance with all special event guidelines and to prevent damage to the chosen site(s).
23. Organizers will comply with all Federal and Provincial Laws, Statutes and Regulations in the implementation of a special event including Municipal By-Laws.
24. The Town of Riverview reserves the right to cancel or postpone a special event/activity for any reason and will not be responsible for any associated cost or damaged accrued to the Event Organizer.
25. The Event Organizer of the special event will submit the following documentation with the Special Event Application Form before permission is granted to hold their event.
    • Special Event Application
    • A map and/or site plan clearly indicating the requested use areas. The site plan will indicate areas of use such as toilet locations, vendor areas, attractions, etc.
    • A complete list of activities planned during the event(s).
    • The event Organizer/Association/ League/ Teams must obtain comprehensive general liability insurance protecting the Town of Riverview against liability for bodily injury, death and property damage arising out of the event and listing the Town as an “additional named insured” on the certificate. The minimum limit of $2,000,000.00 (Two Million Dollars) will be per occurrence and have a cross liability clause. A copy of your insurance certificate must be submitted.
    • Copy of current budget if an entry fee is charged.
    • Copies of all licenses/permits obtained from other Government agencies related to food/beverage sales, toilet requirements, etc. (if applicable).
    • Copy of SOCAN registration (if applicable)
    • List of all vendors
    • Description of the method of garbage and litter collection.