Event Planning

Accessibility and inclusion

When coordinating a special event, it's imperative to prioritize inclusivity for individuals with disabilities. This involves not only meeting legal requirements but also fostering an environment where everyone feels welcome and accommodated.

Considerations may include:

• Providing wheelchair-accessible entrances and facilities

• Ensuring clear signage and alternative communication methods for those with visual or auditory impairments

• Offering seating options for individuals with mobility limitations

By proactively addressing these accessibility needs, you create a more inclusive and welcoming environment for all participants, contributing to a positive and memorable experience for everyone involved.

Guide to Accessible Festivals & Outdoor Events (Government of Ontario)

Advertising and signage

Some community events may attract media attention. If members of the media are anticipated to attend your event, please advise your CEAT Representative.

Advertise with us

To advertise community events on our online Events Calendar, create an account and submit an event. Advertising on outdoor community signs and recreation facilities may be requested at no charge at least two weeks before the date you want your sign posted. You can submit a request online by completing a Community Sign Request Form.

Promotional signage

If you wish to promote your event using temporary signage (i.e., banners, posters, relocatable signs), a temporary sign permit may be required.

Generally, special event signs can be placed on private or Town-owned property to advertise a non-for-profit, charitable, or fundraising event, including community events. You can put up this sign no more than three weeks prior to the event and it should be removed four days after the last day of the event. You can only put up 30 signs per event and they must be at least 2 m away from a sidewalk or curb. The sign area cannot exceed 0.55 m².

Learn more about special event signs

Alcohol (Liquor License)

Offering alcohol service at an event comes with significant responsibility. Event organizers wishing to provide alcohol service at their event must abide by the Town of Caledon Municipal Alcohol Policy and the Government of Ontario Liquor License Act.

Alcohol is not permitted at any event unless all of the liquor license requirements are met, including:

• Proof of a valid liquor license from the AGCO and the Town of Caledon that is posted at all times

• Certificate of Insurance for a minimum liability of $5,000,000 that lists the Town of Caledon as additional insured

• A minimum of 2 Smart Serve Certified individuals

• A signed copy of the Event Organizer Agreement

• An enclosed licensed space with controlled access, including fencing if you are hosting an outdoor event. If you are hosting your event in a park, the town can set up beer garden fencing for an additional fee.

• Security guard monitoring may be required depending on our event capacity [link MAP requirements]

Animals and petting zoos

Peel Public Health requires permits for all petting zoos at public events. Submit a Special Event application to Peel Public Health at least 4 weeks prior to your event.

Only service animals are permitted within indoor town facilities due to health and safety regulations and to ensure a safe and comfortable environment for all patrons. Service animals are trained to assist individuals with disabilities, which makes them essential rather than discretionary pets.

Animals for entertainment include, but are not limited to, animal or reptile exhibits, animal rides, animal shows, birds, open farms, petting zoos, and pony rides. If you plan to include animals, this must be clearly identified on your Special Event application to the town. Additional health, safety, or site requirements may apply.

Submit a Special Event application (Peel)

Health guidance

Animals can carry germs that can make people sick, and direct contact increases this risk. Ontario Public Health guidance recommends that operators and event organizers take steps to minimize these risks, including:

• Ensuring animals are healthy and appropriate for public interaction

• Providing supervised contact

• Making facilities available for proper hygiene

Hand hygiene stations (with soap and water or sanitizer) should be placed at all exits from animal areas and strongly encouraged for visitors before consuming food or drinks. Signage and staff should remind people to wash hands after animal contact and explain potential risks for high-risk groups such as young children, immunocompromised individuals, and pregnant people.

Designated areas

Barriers and clear transition areas should separate animal interaction zones from food, seating, and general pedestrian areas. Operators should also have processes for managing ill or distressed animals and ensure animal care practices follow recognized standards.

Demonstrations and rallies

Events appearing on town property shall be consistent with the principle of respect for the dignity and worth of all persons. Demonstrations, rallies, or actions that could incite violence of any kind are not allowed on town property, including sidewalks and roadways.

Events occurring on town property should not promote the hatred or derision of any group and shall not be permitted if likely or intended to cause unreasonable danger to the health and safety of any person. The desecration of flags or other national symbols is not allowed.

Drones, photography, and filming

Drones

The inclusion of a drone(s) at your event must be approved by your CEAT Representative. Any drones approved for event use must comply with all Transport Canada drone regulations and protocols.

Photography and filming

Event organizers are not permitted to photograph or film attendees, particularly members of the public, for promotional or public use without obtaining prior, informed consent. This applies to all forms of media, including social media, marketing materials, and websites.

It is the responsibility of the event organizer to ensure that appropriate steps are taken to inform attendees when photography or filming is taking place. Clear signage and/or verbal notices should be used, and written consent is strongly recommended, especially when children or vulnerable individuals are present.

Download sample photography and filming consent signage

Food vendors and food trucks

Peel Public Health requires permits for all food being served at public events, including pre-packaged food. Submit a Special Event application to Peel Public Health at least 4 weeks prior to your event.

If you have food vendors at your event, each vendor must also complete the Special Event application at least 15 days before the event. It is the event organizer’s responsibility to ensure these forms are completed and submitted on time.

Submit a Special Event application (Peel)

Barbeques

Barbeques are allowed in all parks with a valid rental contract. Propane barbeques are permitted on Town property; no other type of barbeque grill or smoker will be permitted. It is recommended that a fire extinguisher be provided by the event organizer.

Food and refreshment vehicles

If you own or operate a food truck, ice cream truck, or other food or refreshment vehicle, you must be licenced before operating in the Town of Caledon. Before submitting an application, you must be in good standing with Peel Public Health.

Learn more about food truck fees

Fire, fireworks, and pyrotechnics

Discharging of fireworks for personal use is not allowed, nor is the sale of home fireworks.

The Town of Caledon Fireworks By-law sets out the restrictions and regulations surrounding fireworks and pyrotechnics at events. This includes both low-hazard family fireworks and display or theatrical fireworks used for large-scale events, movies, or special effects. Flying lanterns, sky lanterns, or wish lanterns are not permitted.

Events planning to discharge display or theatrical fireworks must obtain a permit from Caledon Fire and Emergency Services. The by-law uses a permit system for fireworks displays, which ensures public safety and compliance with provincial regulations.

Permit requirements for displays

• Minimum safe distances of 300 metres from all vulnerable occupancies, including schools, nursing and care facilities, industrial sites, fuel dispensing facilities, and agricultural properties with livestock.

• Displays must be conducted by a licensed Display Supervisor.

• Adequate insurance coverage for liability purposes.

• Safety inspections before and during the display.

• Fireworks must be planned for acceptable times and locations, typically from dusk until 11 p.m., unless otherwise approved.

Information required with the permit application:

• Letter of Intent, detailing: method and sequence of firing, security and fire safety measures, storage and disposal of effects, and an assessment of potential risks to people and property.

• Site Plan, showing locations of pyrotechnic effects, audience areas, spotters, and fire extinguishers.

• Pyrotechnics details, including all fireworks and special effects listed on the Explosives Regulatory Division (ERD) Approved List, with size, quantity, and manufacturer.

• Authorization from the property owner where the display will take place.

• Certificate of Insurance, with comprehensive general liability of at least $5,000,000, listing the Town of Caledon as co-insured.

• Pyro Plan if open flames are employed, following NFPA 160 standards.

Proper planning and adherence to these requirements help ensure a safe and enjoyable fireworks experience for your event attendees.

Learn more about fireworks

Face painting and personal services

Personal services include activities such as face painting, temporary tattoos, henna application, facials, nail services, piercing, and other aesthetic services. If personal services will be offered at your event, this must be disclosed on your Special Event Application to the town.

Face painting and henna

For face painting and henna at special events, applications may not be required, but vendors should use non‑toxic, cosmetic‑grade products, provide a temporary hand wash station or sanitizer, and follow basic hygiene practices and safety recommendations.

Specialty personal services

Vendors offering tattooing, piercing, nail services, facials, and other aesthetic services at special events must comply with Peel Public Health Personal Services guidelines, which include Government of Ontario Personal Service Settings regulation and follow infection prevention and control practices.

Organizers and vendors are responsible for submitting the required Special Event vendor application to Peel Public Health at least 15 days before the event. Vendors must meet general safety and hygiene requirements, including appropriate hand hygiene, clean work surfaces, potable water availability, and safe waste disposal. Contact Contact Peel Public Health for details and ensure compliance with local health and safety expectations.

Submit a Special Event vendor application (Peel)

Fundraisers, lotteries, and games of chance

The Town issues lottery licences to eligible organizations and groups within the community. If you are planning on running a game of chance where people pay to play for a prize, you will likely need a lottery licence. To apply, contact Service Caledon by email info@caledon.ca or 905-584-2272 ext. 7750.

Events conducting fundraising activities on town property as part of the event’s programming are required to obtain permission from the town. Fundraising activities must be declared on the Special Event Application form to the Town, and your CEAT Representative will follow up for more detail.

All occurrences of gambling, gaming, or games of chance (including 50/50 draws, Bingo games, lotteries, raffles, etc.) in Ontario are subject to licensing and regulations of the Alcohol and Gaming Commission of Ontario.

Generators and portable power units

If your event includes electrical equipment, portable generators, lighting, heaters, food vendors, amusement devices, or other powered equipment, you may be required to file a notification of electrical work with the Electrical Safety Authority (ESA) in advance of your event.

For larger events, festivals, carnivals, travelling shows, and midways, individual vendors and operators using generators or electrical equipment may also be required to submit their own ESA notifications. Event organizers should ensure all required ESA notification numbers are obtained and kept on file for the event.

In general, larger generators (including those over 12 kilowatts or 240 volts) require an ESA notification and inspection. Smaller portable generators that plug directly into built-in outlets may not require inspection, but must still be used safely and in accordance with manufacturer instructions. Speak with your CEAT Representative about grounding.

Generators must always be placed outdoors in a dry, well-ventilated area and kept away from tents, buildings, doors, windows, and air intakes due to carbon monoxide risks. Fuel must be handled safely, and generators should be allowed to cool before refueling.

All extension cords, lighting, heaters, and electrical equipment used at events must be approved for their intended use (indoor, outdoor, or wet locations), be in good condition, and be properly rated for the electrical load. Ground Fault Circuit Interrupter (GFCI) protection is strongly recommended for outdoor use to reduce the risk of electrical shock. Cords should be secured to prevent tripping hazards and overheating.

Event organizers are responsible for ensuring compliance with ESA requirements and any additional municipal permits that may apply. For complete requirements or to confirm whether a notification or inspection is required, contact the Electrical Safety Authority directly.

Learn more about ESA requirements

Inflatables, amusements and entertainment

Inflatables are not permitted indoors at Town facilities or events. Outdoor inflatables and amusement devices may be allowed depending on the event location and site conditions, and must be provided by a licensed third-party vendor.

All inflatable and amusement vendors must be listed on the event’s Vendor Listing Form and provide a Certificate of Insurance with $5,000,000 in Commercial General Liability coverage, naming the Town of Caledon as an additional insured.

In Ontario, inflatable structures used at public events — including bouncy castles, slides, obstacle courses, and similar amusement devices — are regulated under the Technical Standards and Safety Authority (TSSA) as “amusement devices.” This means the vendor must hold a valid TSSA licence and obtain a separate permit for each device to ensure it is safe for public use. The TSSA reviews technical and safety documentation, issues permits, and conducts inspections to confirm each device meets provincial safety standards before it can be operated at an event. Organizers should confirm with vendors that all TSSA licences and permits are current and available upon request.

Event organizers are responsible for ensuring vendors provide all required TSSA documentation, including licences and permits for the specific devices being used, prior to the event. This helps ensure compliance with provincial safety requirements and minimizes risk to attendees.

Staking, spiking, or digging into the ground, grass, or concrete/pavement on municipal property is not permitted at any time.

Learn more about amusement devices

Insurance and liability

When you host a public event, you will need liability insurance. This insurance covers any accidents or damage that might happen while you're using our property. Insurance costs depend on several factors, including what’s happening during and the number of attendees at your rental.

All vendors involved in your event (market vendors, performers, entertainment, stage rentals, DJ, food vendors, etc.) are required to provide insurance for your event. All insurance certificates need to be completed in full and submitted to your CEAT Representative at least 5 business days prior to your event date.

When budgeting for your event, consider purchasing blanket vendor insurance coverage. This option can save time and effort by eliminating the need to collect individual insurance certificates from each vendor. It’s especially useful for events with multiple vendors, helping streamline the approval process and ensure compliance with insurance requirements.

The town reserves the final decision-making authority with respect to considering, granting, issuing, or terminating an event permit at any time, as well as the right to cancel any scheduled or active event where public safety is a primary concern.

Music and live performers

Amplified sound must not disturb adjoining property owners during the day and is prohibited from 11 p.m. to 7 a.m. as indicated under the Town of Caledon Noise By-law, unless authorized by your CEAT Representative. All stages require approval from your CEAT Representative.

SOCAN licence

The Society of Composers, Authors and Music Publishers of Canada (SOCAN) is a not-for-profit organization that represents the Canadian performing rights of millions of Canadian and international music creators and publishers. Through licenses, SOCAN gives businesses the freedom to use music legally and ethically.

The town retains a SOCAN license. As part of the terms of this license, the town requires that all events using town property and featuring live or recorded music pay a SOCAN fee. SOCAN fees are based on the number of attendees (paid or free) anticipated at an event.

Learn more about SOCAN

Parking and transportation

Caledon does not have a public transit network, so organizers should plan for how attendees will get to and from the event. Parking is available at most Town facilities and parks. Attendees parking on the street must comply with the Town of Caledon Traffic By-law.

Consider promoting active transportation by choosing walkable or bikeable venues, providing secure bike parking, or highlighting nearby pedestrian routes. Ridesharing can also be encouraged by designating clear pick-up and drop-off points. For larger events, you may want to arrange shuttle services or rent municipal parking lots for exclusive attendee use.

In certain circumstances, temporary parking passes may be requested, though some exceptions apply. If you have parking concerns, review the process for filing a parking complaint.

If you want to use a Caledon road or trailway for an event, you will need a permit.

Roads, sidewalks, and trailways

If you want to use a Caledon road or trailway for an event, you will need a permit. There are two types of permits:

Road Closure – this permit involves a full closure of a road for a specified period of time.
Share the Road – this permit does not include a full road closure and is used for events such as cycling events, walking events, and driving events. Walking events on the Caledon Trailway will require a Share the Road permit.

Full Road Closure

The following is required for a full closure of a roadway, sidewalk or trailway:

1. Complete a road closure application.
2. Provide a Certificate of Insurance with a limit no less than $5,000,000 and list the Town of Caledon as additional insured.
3. Provide a letter of intent to detail how the road will be used and the purpose of the closure.
4. Provide a Traffic Control Plan and Detour Route to reflect how traffic will be managed during the road closure.
5. You are required to book Paid Duty Officers to assist with the road closure. Please upload a confirmation of your Paid Duty Officers request to your road closure application. Your assigned CEAT representative can provide you with the Paid Duty Officer Request form.

Complete a Road Closure application

Share the Road

The following is required when occupying a roadway, sidewalk or trailway:

1. Complete a share the road application.
2. Provide a Certificate of Insurance with a limit no less than $5,000,000 and list the Town of Caledon as additional insured.
3. Provide a letter of intent to detail how the road will be used and the purpose of the closure.

Complete a Share the Road application

Safety and emergencies

The event organizer is responsible for adequately considering, planning for, and mitigating against event emergencies (i.e., lost child, site evacuation, fire, etc.) and ensuring the event has a current Emergency Action Plan in place.

Maximum capacity

The event organizer shall, at all times, know the total number of persons using the permitted facility space, and understand the layout of the facility, including the location of emergency exits. Ensure you do not exceed the maximum capacity provided by your CEAT Representative.

Access points

Every event site shall designate primary, secondary, and emergency access points. A minimum width of six (6) metres shall be observed at all access points at all times. All access points are to be clearly marked on all event site maps and layout diagrams.

Access routes

As part of the event’s Emergency Action Plan, event organizers should pre-determine a designated emergency access route for emergency vehicles. This route should:

• Avoid any temporary or permanent gated access points.

• Have easy access from a main street.

• Be set away from the main flow of event attendees (pedestrians or vehicles).

Extreme weather response

Event organizers are responsible for tracking and communicating extreme weather conditions to participants and attendees before and during the event. Hot temperatures, high winds, heavy rain, snow, and sleet can all pose safety risks. Ensure your event has an Extreme Weather Response Plan in place.

Please use the following to ensure your plans reflect the Town of Caledon’s Extreme Weather Response guidelines:

• All tents and temporary structures are appropriately weighted down at all times, regardless of the forecast. Staking or spiking into the ground, grass, or concrete/pavement is not allowed.

• Your event has an Extreme Weather Response Plan, and all event staff and volunteers are familiar with its protocols.

• Your committee has a method of communicating between all staff and volunteers (e.g., 2-way radios, extra batteries; do not rely on cellular service in emergencies).

• Your event site features pre-assigned safe areas for attendees to access shade, cool air, and water during summer events, and heat/warmth during winter events.

Security and paid duty officers

For larger events, assistance from the Ontario Provincial Police (OPP) and paid Security Guards may be required to manage traffic congestion, road closures, crowd control, alcohol beer gardens, or other safety concerns.

Security Guards may be required if you are having alcohol at your event. Please refer to the Municipal Alcohol Policy and discuss requirements with your CEAT representative.

Event organizers should contact their CEAT Representative to connect with the OPP Caledon Detachment for guidance on staffing requirements, rates, and the booking process. Private security vendors can also be engaged directly, but organizers remain responsible for ensuring all security personnel meet regulatory requirements and are properly trained for the event type. Early planning is strongly recommended, as both paid duty officers and security vendors may have limited availability during peak event seasons.

Site map

All public events hosted on Town property are required to submit a site map to their CEAT representative for review and approval.

The site map should clearly outline the event layout and include key elements such as vendor and exhibitor locations, stage or entertainment areas, tents and structures, food vendors, alcohol service areas (if applicable), emergency access routes, fencing, portable washrooms, waste and recycling stations, parking areas, entrances and exits, and any road closures. Including these details helps ensure the event can be reviewed for safety, accessibility, and operational requirements.

Staking and digging

Staking, spiking, or digging into the ground, grass, or concrete/pavement on municipal property is not permitted at any time.

Underground utilities (including hydro, gas, or irrigation lines) may be buried below the surface of municipal property and are at risk when staking or digging. Any penalties or charges resulting from damage to underground utilities due to unapproved staking, spiking, or digging are the responsibility of the event organizer.

If an event requires items that must be weighted down (e.g., tents, inflatables), it is the event organizer’s responsibility to coordinate for the use of appropriate weighting devices that do not require staking, spiking, or digging. Weighting devices may include concrete blocks, industry-certified rubber tent weights, sand bags, and water barrels. The use of these weighted materials must be done in consultation with installation experts to ensure the safety and security of the public, the event site, the items, and the weights.

Tents and fencing

Tents are a popular way to provide shade and shelter at outdoor events, but certain tents require permits.

Small portable tents

For smaller or temporary tents that do not meet the permit thresholds, organizers should ensure safety and stability:

• Use weights or ballast at each corner and along edges to secure the tent; staking into the ground is not allowed.

• Ensure the tent is on a level surface and clear of overhead power lines or obstacles.

• Avoid placing tents near pedestrian or vehicle traffic unless proper barriers or markings are provided.

• Follow the manufacturer’s instructions for setup and wind safety ratings.

• Consider using sidewalls or tie-downs for added stability during windy or inclement weather.

Even if a permit is not required, following these safety practices reduces the risk of accidents and helps ensure a safe experience for attendees.

Large tents (permit required)

A Building Permit is required if your tent:

• Covers 60 m² (646 sq. ft.) or more, either as a single tent or combined group of tents; or

• Is attached to a building; or

• Is located within 3 meters (9 ft 10 in) of another structure.

To apply for a permit, complete the Building Permit application and attach the following:

• Site Plan: Clearly indicate all property lines, existing structures, proposed structures, and dimensions. Include the occupant load of the proposed tent(s).

• Structural Plans: Fully dimensioned plan and elevations of the tent with connection and staking details. Your tent company can provide this.

• Fire Rating Certification: Certification for the proposed tent. Your tent company can provide this.

Permit fees apply per tent, and applications should be submitted at least 15 business days before your event. All permitted tents must be secured with appropriate weights; staking into the ground is not allowed.

Learn more and apply for a permit

Fencing

Approval of all event fencing must be obtained prior to installation by your CEAT Representative.

• Temporary non-ground-penetrating fencing must be indicated on the site map.

• Fencing is required around the perimeter of a liquor licensed area.

• At no time may event fencing block access to adjacent property, driveways, parking lots, walkways, or thoroughfares.

• Fencing must be kept clear of all emergency access points and routes.

• Staking or spiking into the ground, grass, or concrete/pavement is not allowed at any time.

Vendors and exhibitors

A vendor is any individual, partnership, or corporation providing a product, service, appearance, or presence before, during, or after your event. This includes food, liquor, products, equipment, performers, security, or information providers.

A vendor is any individual, partnership, and/or corporation (for-profit and not-for-profit) who provides either a product, service, appearance, or presence before, during, or after your event, regardless of the dollar value. It includes those serving food, serving liquor, selling products, demonstrating product, performing, providing equipment, providing security service, giving out information, etc.

When budgeting for your event, consider purchasing blanket vendor insurance coverage. This option can save significant time and effort by eliminating the need to collect individual insurance certificates from each vendor. It’s especially useful for events with multiple vendors, helping streamline the approval process and ensure compliance with insurance requirements.

Washrooms and portalets

Many town parks have permanent washrooms (open seasonally). Organizers are encouraged to do a site visit prior to their event. Consider renting portalet washrooms depending on event size.

Ask your CEAT Representative about rates and recommended quantities.

Waste management

Provide three-stream garbage, recycling, and compost receptacles. Failing to provide adequate waste management may result in fines in accordance with the Town of Caledon Dumping By-law.

Receptacles are available at all facilities and most picnic locations. Ask your CEAT Representative for additional information.