Event Planning Guidelines

• Returning events – If you wish to hold your event again the following year, applications must be submitted by December 31.
• Weddings - Wedding ceremonies are booked starting January 15, for the current year only. Applications are accepted ahead of this date, but can’t be booked or confirmed until January 15.  Applications received ahead of time will be looked at in chronological order, from the earliest date of submission.

The Recreation Coordinator will create a Licence to Use Agreement upon the approval of your event date and location from your Outdoor Event Application Form.

A booking is not confirmed until the Licence to Use Agreement has been signed by both the Applicant, the City of Penticton, and all appropriate paperwork has been submitted.

Organizations who received an In-Kind Grant or fee usage must sign the Agreement in the usual manner. The Recreation Coordinator will implement a journal entry through the Finance Department to cover the costs outlined in the In-Kind Grant.

Changes to User Agreements

Changes must be made in writing and a “License to Use or Occupy” amendment must be signed by both the Licensee and a signatory on behalf of the City.  Any trading of booked time must be authorized by the General Manager – Recreation Services or designate.

Cancellation of Bookings by the Licensee

All cancellation requests must be made with the City and will result in the following refunds:

• Full refund if cancellation is 14 days prior to the first rental booking .
• Twenty percent (25%) administration fee is applied for cancellations within 14 days of the booking .
• Fifty percent (50%) administration fee is applied for cancellations within 7 days of the booking.
• Cancellations not made at least 48 hours in advance of the event will result in the total amount of the rental fee being charged.
• Rain-outs must be immediately communicated to the City within 24 hours of rainout. Rescheduling or credits will be applied as applicable.

Cancellation of Bookings by the City

Cancellations by the City will cancel the contract and the City will fully refund fees or reschedule in another suitable facility.

Cancellation by City for Agreement Holders Breach

Without limiting other remedies available to the City, The City may cancel the User Agreement, preventing the Licensee from holding the event, or remove the Licensee from the facility during the event, and in each of these cases keep the damage deposit if the Licensee breaches any term or condition of the User Agreement.

The City retains the right to reschedule any or all unused recreational facilities arising from a cancellation.

There are a variety of potential fees associated with hosting an event. Please read the Fees and Charges Bylaw (#2014-07) for more detailed information.

Park rental and administration fees:

• Park rental fees – hourly rate to book park spaces
• Administration fees – depending on the event, an administration fee may apply. This fee is non-refundable and due at the time of booking to confirm the rental
• Fees are divided into five categories: non-profit local youth/child, non-profit local adult, local private, commercial, and non-resident

Performance Bonds/Damage Deposits

The City of Penticton reserves the right to determine the amount and to require the posting of a performance bond and/or damage deposit. The amount of the damage deposit is at the discretion of management staff and at a level established by staff based on risk, as security for any damages which may occur to the said premises as a result of the use and occupation authorized under this License.

The event organizer shall, prior to the use and occupation of the said premises, pay at the request of the City, a damage deposit. 

The damage deposit will be returned, less any costs incurred for damages, within seven (7) days of the event. If damages exceed the amount of the deposit, the Licensee will pay all additional amounts owed. Although the City may keep the deposit, the City is still entitled to pursue other legal remedies against the Licensee.  Performance bonds and damage deposits must be paid by cash or certified cheque fourteen (14) days prior to the event.

Key and Water Spigot Deposits

Keys are available to event organizers who either require access to power, to the band shell or to gates within public parks. A $100 deposit per key will be applied to your Licence to Use Contract.

If your food vendors require water spigots at Okanagan Lake Park or Skaha Lark Park, they can be rented from the Recreation Coordinator. A $25 deposit per water spigot will be applied to your Licence to Use Contract.

The arrangement of keys or water spigots must be made with the Recreation Coordinator prior to your event. Keys and water spigots can be picked up at the Penticton Recreation Centre Reception desk.

The key and/or water spigot must be returned to the Community Centre on the following day (unless seasonal keys have been issued). After your event, a City of Pentictons' Operating Safety Representative will confirm that the power pedestal is in good working condition and that no damage has occurred.

Payment

Payment for bookings must be made at the time of confirmation of the User Agreement, except when credit is established prior to the event. The City of Penticton reserves the right to demand prior payment of any charges at the time the User Agreement is signed.

Associations with established credit will have a schedule of payments as outlined in their User Agreement.   Statements are issued monthly and payments must be received within thirty (30) days of the scheduled payment date. Interest is charged at two percent (2%) per month on all overdue accounts.

Prior to the granting of a License to Use contract, the Applicant shall obtain and maintain comprehensive general liability on terms satisfactory to the City.

Insurance Requirements:

• The City of Penticton shall be included as an “Additional Insured” on any event organizer or event host Commercial General Liability policy.
• Such policy shall be written on a comprehensive basis with inclusive limits of not less than $3 million per occurrence and up to $5 million aggregate at the discretion of the City's Risk Manager, Chief Financial Officer or their designate.
• The policy shall contain a clause providing that the insurer will give the City thirty (30) days prior written notice in the event of cancellation or material change.
• The event organizer or event host shall provide the City with evidence of such insurance coverage in the form of an executed copy of a Certificate of Insurance to the City ten (10) days prior to the granting of a License to Use contract.

Vendors: Proof of insurance will be required for any vendors that are participating in your event. Vendor insurance provides coverage for claims and lawsuits that may result from a vendor’s operations or participation at your event. Proof of this type of insurance protects your operations as the event host as well as the vendor, in the event of a claim.

Obtaining insurance for your own operations or for vendor operations can be purchased for a single day, weekend or longer period, depending on your needs. The City of Penticton works with the following reputable insurance providers that will be able to assist you with obtaining the appropriate coverage for your contract:

Event Policy:

EventPolicy is Canada’s first web service offering automated, online special event liability insurance. Available 24/7 on all mobile devices.

Website: http://www.eventpolicy.ca
Phone: 1-800-988-7868

*If you have vendors at your event, please select this prompt through the EventPolicy application portal to generate the correct insurance coverage.

SBC Insurance:

SBC Insurance is the only insurance brokerage in Canada that is owned by a non-profit society. When you purchase from SBC Insurance, the profits stay locally, providing revenue to Sport BC, and furthering the programs and charitable organizations associated with amateur sport in BC.

Website: www.sbcinsurance.com or http://sportbc.com/insurance-products/
Phone: 1-877-360-6648
Email: info@sbcinsurance.com

Detailed site maps are required for all events. On your site map please include the locations of tents, mobile vendors, vehicles, temporary play structures, portable toilets, fencing, staging, first aid, beverage garden, and security.

Create a site map using the available park maps below and submit it to the Recreation Coordinator for review.

Gyro Park
Okanagan Lake Park
Skaha Pavilion
Rotary Park
Marina Way Park

In most instances, the programming of activities in parks will have some impact on others’ use of the park and/or has the potential to cause damage to the condition of a park including its natural environment or infrastructure. To minimize the impact events have on parks, the City applies a variety of measures such as site monitoring, restricting activities, controlling amplified sound, limiting vehicle access and collecting security (damage) deposits.   By ensuring that the park preservation measures are in place and adhered to, event organizers and the City are ensuring the site’s continued use for hosting special events.   Failure to do so will result in the denial of future rental privileges.

Park Protection Measures

Event organizers are responsible for implementing measures to protect park conditions and infrastructure. Such measures include fencing landscaped areas, placing plywood under parked vehicles, restricting vehicle movement to hard surfaces, locating and protecting sprinklers and valve boxes and utilizing traffic control for the protection of both property and the public.  

Protection measures required will reflect the potential damage to the park.  Any property damage which occurs as a result of the event, its set-up and takedown will be the responsibility of the event organizers (including second and third-party actions). In some cases, the City may request a security deposit from the event organizers.

Activity Restrictions

The City reserves the right to restrict specific activities in parks.  Reasons for restricting activities relate to potential damage to the park, the impact the activity will have on others’ enjoyment of the park as well as risk management and/or public safety considerations.   In addition, any activities which are prohibited by law are not permitted in parks.

Event Site Clean-Up

Parks are used regularly, especially during the summer season. In order to coordinate the reconditioning of the park, it is critical for event supplies and vendors to be out of the parks at the designated time.

Depending on the type of event, some organizers will be required to notify local residents, businesses and/or the general public of impacts to the area via a notification letter. Notification is required one week prior to the event day. 

As a general guideline, a notification letter is required if your event:

• Has a road closure
• Has amplified sound (i.e. concert)
• Has a large parking impact in a residential area
• Has an extended park closure (i.e. past 10 pm)

The necessity of a notification letter will be determined by the Recreation Coordinator and a copy will be required as part of the Outdoor Event Application.

The notification letter should include:

• Name and a brief description of the event
• Event dates, times, and location
• A map providing information on the road closure location
• Explain alternative access where necessary
• Restricted parking areas
• Name and telephone number for the event organizer and on-site contact
• Website information

Structures including tents, stages, fencing, bleachers, etc . must be included in the Site Plan and may require advance permission and separate permits.  All structures and tents must conform to British Columbia Building Code and meet NFP 96 Fire Suppression Regulations. 

Every tent, air-supported structure, tarpaulins, and decorative materials used in connection with these structures shall conform to CAN/ULC-S109, “Flame Tests of Flame-Resistant Fabrics and Films”. Please review with your supplier/rental company that this can be confirmed on-site.

Inflatables Play Structures

All inflatable play structures at public events are required to have a valid operating permit and operators must be registered with BC Safety Authority and obtain a valid operating permit. If an inflatable is on-site for your event, it is the responsibility of the event organizer to ensure the play structure has been permitted. 

Securing Structures with Pegs/Stakes

You MUST NOT penetrate the ground unless you have received written permission from the City of Penticton. If permission is granted the event organizer must:

a) Review the Safe Tent Zone site map for your event location; 
b) Detail the location and size of tents/structures on your site map;
c) Ensure stakes/pegs are a minimum of one meter away from all light standards, pedestals, utility or irrigation boxes, sprinklers, walkways, hard surfaces or any other existing permanent infrastructure;
d) When ground penetration is approved, the cost for service locates (utility and irrigation) will be charged back to the organizer

Organizers may be given permission to use pathways and service roads during the set-up and take down of their events. Vehicles are not permitted to be parked on grassed areas in parks, pathways or sidewalks unless they are essential vehicles for the event and approved in advance. Event organizers, volunteers and sponsor vehicles must be parked in parking areas (streets or lots) and not in the park.

At no time are vehicles permitted to drive near or to be parked under a tree.

Pre-approval is required for any vehicles driving in a public park. If you must drive in a park for setup or tear down at an event, please follow the guidelines listed below:

• Assign one person to monitor on-site traffic
• Limit and control or prevent public access to the site while vehicles are entering or leaving for safety purposes
• Use vehicle gates only to enter park area and where possible, keep vehicles on hard surfaces
• Vehicles in parks shall be restricted to event organizers or vendor vehicles only, for the purposes of set-up or take-down.
• Avoid driving on sprinkler heads and valve boxes
• If show vehicles are requested to be on display in a park, they are to remain on-site throughout the entire event.
• No parking is permitted on site unless approval has been granted for your event
• You will be required to provide a list of the number and type of vehicles that have been approved

Fencing cannot interfere with the park's circulation network (pathways, bikeways, etc.).  Please ensure that fencing is not set up underneath trees or directly on tree roots.

If you are an event coordinator, please review the Temporary Event Coordinator’s Planning Guide and complete the Temporary Event Coordinator Application. Also review the Province of BC's Public Health Guidelines for Major Planned Events.

Contact an Environmental Health Officer well in advance of the event to discuss the requirements specific to the event before any information packages go out to vendors.

• Major Planned Events Guidelines - Temporary Food Service
• Province of BC's Public Health Guidelines for Major Planned Events
• Lower Risk Temporary Food Service Application
• High-Risk Temporary Food Service Application

Several event parks and beaches have contracted mobile food vendors on-site to serve the general public. For smaller events, organizers are asked to coordinate food service with existing onsite concession operators and/or onsite mobile food vendors to provide food service. 

For larger events, organizers are asked to give existing food vendors the first right of refusal for their fixed position. If vendors choose to participate in an event, they must follow the application process and remit fees in accordance with the event vendor process. Additional food vendors are permitted in conjunction with onsite food service. Any additional food vendors brought onsite should provide fare that varies from onsite concession and onsite mobile food vendors.

The Recreation Coordinator will provide contact information for events in these locations and facilitate coordination with onsite concession operators.

A list of all mobile food vendors must be provided in to the Recreation Coordinator a minimum of 14 days in advance of the event. The Event Organizer is responsible to ensure all mobile food vendors have met all the safety requirements and that the following valid permits and decals are displayed:

• An annual inspection by the Penticton Fire Department
• An Interior Health Authority Permit
• A Special Event Permit (if applicable)

Sales must be directed at event participants and not the general public. Merchandise and services must be event-related and compatible with a public park – event-related items and souvenirs. Festivals are permitted to sell a wider range of arts and cultural items providing that they are an integral part of the event.

If you’re providing or preparing your own food service (pancake breakfast, prepared food, BBQs etc.), it’s your responsibility to ensure the appropriate Interior Health Authority Temporary Food Service Permit is in place.

There must be a plan to dispose of garbage, recycling and other products from food preparation. Vendors are not permitted to dump grease, grey water or ice onto the turf areas, bricks, toilets, sinks or into garbage containers. Grease containment and grey water disposal units must be provided by the event organizer.

Park services do not provide waste removal services for events.

Permission for the serving of alcohol may be obtained depending on the nature and location of the event. Special occasion licensed areas will only be considered for adult-oriented events in larger parks. The scale of the service area must be in relation to the event’s attendance and service is restricted to event participants only. An assessment will be made regarding the impact of the special occasion licence on adjacent neighbours.

Applications for a Special Event Permit require:

1. Approval by the City of Penticton
2. Apply for a Special Event Permit - Through the BC Liquor and Cannabis Regulation Branch (LCRB)
3. Create a Security Plan - The LCRB will review Special Event Permit applications to determine if a security plan is also required. If you are required to have a security plan, you must comply with it.
4. Perimeter Fencing - The liquor service area must be surrounded by a barrier sufficient to contain the sale, service and consumption of liquor to that area. If liquor service is provided throughout the whole event site, the whole event site must be surrounded by a barrier.
5. Display your Special Event Permit - To be posted at your event along with liquor purchase receipt

Authorization granted by the City does not relieve the Applicant from any legal obligations and/or requirements.  A copy of the Applicants approved liquor permit shall be presented and attached to this License including evidence of the Applicant’s comprehensive liability insurance with extended coverage to include “Liquor Liability”, prior to any use or occupation of the said premises. Authorization granted by the City shall be attached to this License prior to any use or occupation of the said premises.

The Applicant shall comply with all regulations outlined in the British Columbia Liquor and Cannabis Regulation Branch - Special Event Permit Manual.

The City provides electrical access in many of our event parks for Event Organizers. The availability and number of power pedestals vary per park. To supplement electrical onsite, generators may be permitted under the guidelines outlined below; subject to City approval.

Request for Power

An Electrical Use Agreement Form is required for any events that require access to power. The form can be filled out and submitted to the Recreation Coordinator.

Field Safety Representative (FSR)

A Field Safety Representative (FSR) is required when the event organizer requires access to a 50 amp plugin, to 6 or more plugins, to the main electrical room, breaker panels or hook up temporary distribution panels.  Your FSR will need to fill out an Electrical Operating Permit, and submit it to Technical Safety BC.  A copy of the Electrical Operating Permit from Technical Safety BC must be submitted as part of the Outdoor Event Application.

We recommend visiting Technical Safety BC for more information, and to apply for a permit.

Please note that all cords must be covered to prevent tripping hazards. 

Access to water is available in many parks at the event organizer's request. Drinking water is available at specific locations in City parks. Please refer to the Park Site Maps for the exact locations of potable water.

Some locations require the use of a water spigot for access. Water spigots can be borrowed from the City of Penticton - a damage deposit will be applied to your contract. 

Water used for irrigating parks is not potable.

The City encourages event organizers to take advantage of the mobile water refill station available for rent.

If an event spans multiple days or sets up equipment overnight in a City park, an Event Organizer can request to have the sprinklers turned off for the duration of the event.

Bollards and gates can be removed or opened at the entrance of some City parks. Event Organizers can indicate which bollards or gates they would like removed and when.

If keys are required to open gates, a $100 deposit per key will be applied to the Facility Rental Agreement

The following parks have removable bollards:

• Okanagan Lake Park (Southwest entrance)
• Rotary Park (Southeast entrance)
• Skaha Lake Park (Several locations)

The following parks have gates that can be removed or opened with keys upon request:

• Link Road and Main Street - Gate removal 
• Okanagan Lake Park (Southeast entrance) - Gate can be opened with keys
• Skaha Lake Park (Play courts) - Gate can be opened with keys
• Skaha Lake Park (Southeast entrance near boathouse) - Gate can be opened with keys
• Skaha Lake Park (North entrance near volleyball courts) - Gate can be opened with keys

Many City parks have onsite washrooms to service the general public. Early opening, late closing and extra cleanings can be arranged with the Recreation Coordinator (additional fees apply).

Depending upon the nature and scope of the event, event organizers may be responsible for arranging porta toilets for their participants. The  requirement  to  provide  washroom facilities is dependent on:

1. Expected attendance exceeds onsite services;
2. The provision of food and beverage services;
3. The availability of onsite washroom facilities.

Please refer to the Fact Sheet on Sanitation for Public Health Guidelines- Major Events.

The cleaning and security of the porta toilets is also the responsibility of the event organizer. The recommendation for quantity is at a ratio of one porta toilet/stall per one hundred people (1:100). This includes onsite washroom facilities and porta toilet.

Event organizers are responsible for leaving venues clean - pick up all waste and remove all garbage from event site. If the site is not clean, charges may be applied for clean-up.

Garbage Disposal

If the garbage accumulation at the event is above and beyond the on-site garbage receptacles, the organizer can either rent garbage and recycle bins from the City of Penticton and dispose of the refuse off-site after the event or make arrangements to rent large garbage/recycling bins from a  waste management company to dispose of the refuse. Parks services do not provide waste removal services for your event.

• Bins can be rented as part of the Outdoor Event Application process
• The City will drop off the bins and bags prior to the event and pick them up post-event
• Management of provided garbage/recycle bins is the responsibility of the organizer
• It’s the organizers responsibility to remove all garbage and recycling post-event

The City strongly encourages all event organizers to recycle. Larger events may be required to provide a recycling plan for their event; especially if food and beverages are provided.

Dumpsters

There is no access to onsite dumpsters in City Parks. It’s the responsibility of the organizer to provide dumpsters for recycling and garbage as part of their waste management plan.

The dumpster should be located on the site map and drop/pickup times will need to be provided as they often occur outside the event date. Insurance will need to cover the entire time infrastructure such as dumpsters are in the park.

The Road Closure Permit applicant must conform to current laws, regulations and requirements, pay applicable fees, and ensure that the road closure remains in compliance throughout its entirety.

Approval time frames vary in accordance with the size and complexity of the event. Event organizers should not assume approval will be provided or act upon that assumption. It is the organizer's responsibility to submit the applications for special event road closures with sufficient time for the application and impacts to be fully considered by the City and revised before entering into any commitments or advertising for the event. 

Event Organizers may be required to provide a traffic management plan, depending on the type of event and the impact on automobile and pedestrian traffic. Organizers are expected to contact the Ministry of Transportation for events using roadways outside of City Limits to ensure MoT requirements are met.  

A public information/communications plan is required as part of all Special Event Road Closure Permit applications.

The Public Information / Communications Plan shall include:

• A map describing the businesses, residents, and property owners that will be contacted and informed about the event with written notice. The notifications map shall include:
  • Transit service provider Berry and Smith Trucking Ltd;
  • Penticton RCMP;
  • Penticton Fire Department;
  • BC Ambulance;
  • All businesses along the route throughout Penticton;
  • All residences along the route throughout Penticton; and
  • City of Penticton - City Engineering Services
• The written notice must be delivered at least one week prior to the event day 
• The dates, locations, and times of any road closures or impacts must be advertised at least one week in advance of the road closure in at least one wide-circulation local newspaper. The applicant must provide proof of the advertisement and confirmation of the dates that the advertisement will run.
• Additional newspaper and radio advertisements may be required depending on the size and location of the proposed closure.

Event organizers are required to obtain a Special Event Business Licence if there are any items for sale at their event, including from vendors. This includes the sale of food, beverage or merchandise.

Please fill out a Special Event Business License Application Form and submit it to the Recreation Coordinator.

Noise from an event probably has the greatest impact on others’ use of the park as well as on park neighbours.  

While it is recognized that most activities generate noise, it is the responsibility of the City and event organizers to invoke measures to mitigate its impact, namely:

• Event organizers and audio companies using City of Penticton Event Parks must keep noise and music levels under control and to a maximum of 95 db(A) Weight as measured from the edge of the event area within the par.   This is considered an appropriate sound level for concerts.
• Event organizers and/or the audio company on site should have an accurate sound measuring device at their disposal to record and monitor sound levels.
• Should sound levels be measured above 95 db(A), the event organizer or audio company will adjust the sound volume to follow the guideline.
• It is understood that there may be intermittent noises that exceed the guideline.    These should be kept to a minimum.
• If your event will go on past 10:00 pm you will need written permission from the Recreation Coordinator.

Use of Drones (i.e. RPAS/UAV/UAS devices) – The Event Organizer must notify the City if a drone will be used during your event, as drones will require further approvals.

• The use of drones should be included in the community notification letters provided to affected businesses and residents.
• Applicants must apply to Transport Canada and/or NAV Canada for drone usage and approval. The use of drones must meet current guidelines as set out by Transport Canada.
  1. Flying your drone safely and legally
  2. Drone site selection tool
  3. NAV Canada Drone Flight Planning
• Drone Operators must hold a valid Transport Canada Special Flight Operations Certificate (SFOC) regardless of device weight
• If/When granted flight authorization by Transport Canada, the Event Organizer must provide the City with evidence that their insurance covers use of a drone and any liability arising out of its use.

Depending on the size and scope of the event, Event Organizers may be requested to submit an Emergency Management Plan to the City for review and approval as part of the Outdoor Event Permit. 

The Event Organizer is responsible for ensuring that the event is conducted safely and orderly and that the activities do not adversely interfere with other park users. Safety and security measures include site security and emergency access plans, traffic management and the provision of comprehensive liability insurance for the site from set-up to take down.

We have created an Emergency Management Plan Template as a guideline.

Resources:

• BC Emergency Health Services for Planned Events
• BC Major Planning Events Guidelines
• Public Health Guidelines: Major Planned Events

Depending upon the nature and scope of the event, organizers may be required to provide staff with a site security plan. The objectives of a security plan are to ensure event patrons are safe and secure as well as to protect public property.    

A site security plan is required if:

• Public access is restricted
• There is high attendance at an event
• The event includes a Special Event Permit (liquor license)
• The event occurs at night
• Structures or equipment are being left overnight

The security plan will include one or more of the following components:

• Public Access Points
• Policing Plan
• Communications plan (walkie-talkies, cellular phones, etc .)
• Fencing Plan
• First Aid/Medical Plan
• Emergency Vehicle Access Plan

The City reserves the right to require that the Event Organizer provide a higher level of security than that deemed adequate by the Event Organizer. The Event Organizer shall be responsible for any additional costs of security associated with their event.

It is the responsibility of the Event Organizer to ensure that all security guards have completed Basic Security Training (BST) through an approved school.  More information can be found on their website: Justice Institute of British Columbia

First aid is the responsibility of the organizer. At a minimum, all events are required to have a fully stocked first aid kit easily accessible by event staff, volunteers and attendees.

As a general principle, special events should be open to the general public.  They should not restrict the public’s access to park space; either through physical or financial barriers. However, the City does recognize that under certain circumstances, the diversity of special event programming can be increased by permitting gated events with admission fees.

Gated events are primarily only permitted in large, destination parks. This ensures that the majority of the park remains open to the public. In addition, gated events cannot interfere with the park’s circulation network (pathways, bikeways, etc.).  Gated events must go through an inspection from the Fire Department. 

Smoking and vaping is not permitted on City parks or School District 67 outdoor spaces. The Event Organizer is responsible for ensuring that all participants, vendors, staff and volunteers adhere to this restriction and for providing efficient signage and language on their website.
(Smoking Regulation Bylaw #2018-68)

The City of Penticton encourages event organizers to seek diverse funding to support their events. Here are some of the available funding options. 

• City of Penticton Municipal Grant Program
• Travel Penticton Grant Funding Application
• Government of BC Event Funding
• viaSport BC Sport Funding
• Government of Canada Event Funding

Recreation Coordinator – Events & Film
Phone: 250-490-2591
Email: events@penticton.ca