If you're hosting an event on City of Burlington property there are specific requirements which need to be completed before an event contract can be issued. The steps may vary based on the event's size, scope or location. Ensuring accuracy and as much detail as possible when submitting your application to host an event will help our staff to better assist you.
Festival and Events Application Timelines
The City accepts event applications annually (in September) in order to meet our space allocation timelines. Events may be considered in a shorter time-frame where appropriate.
The timelines identified below are to ensure successful execution of the event from application to completion if your event is submitted outside of the annual intake of applications.
- Neighbourhood - 45 days
- Community - 60-90 days
- Major - 8-12 months
- Signature - 12 months
- Mega - 18 months+
Learn more about event classifications...
Festival and Event Application - Steps to Follow |
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The following application process applies to event organizers looking to host events on City of Burlington property. Depending on the category the event falls within, this process may vary. For more information on the timelines for obtaining your event contract, please refer to the Festivals and Events Policy. |
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For additional resources, please refer to the Festivals and Events resource planning page If you have any questions about hosting an event on City of Burlington property or about the Event Application Process, contact our team at festivalsandevents@burlington.ca. For a complete list of application questions contact our team at festivalsandevents@burlington.ca. |
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Application |
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Event organizer submits an event application. If you are looking to host your event at Spencer Smith Park, please review the below evaluation criteria and prepare to answer questions regarding these criteria on your event application. This will help you avoid being timed out of the system before completing the application. |
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Application Evaluations |
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The Festivals and Events Strategy Team (FEST) is a group of both internal and external stakeholders responsible for reviewing event applications. They apply the criteria set out in the Festivals and Events Policy to evaluate each application. Any events requesting Spencer Smith Park in 2026 will be assessed through the FEST process.
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Application Received |
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| Events staff receive the application. It is assigned to an event staff liaison, who connects with feedback on the application to the event organizer. | ||||||||||||||||||||
Application Review |
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| Event application is reviewed by event staff liaison in collaboration with members of the Special Events Team (SET) and the Festivals and Events Strategy Team (FEST). Event staff liaison provides next steps to the event organizer. | ||||||||||||||||||||
Community Information |
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Certain events may be subject to undergoing communication with the public. This process is in place to inform the surrounding community of anticipated event related impacts and allows them to inform staff of any particular concerns. Staff will work with the event organizer to address these concerns and help mitigate impacts to ensure the event runs smoothly. |
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Conditional Approval |
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| Event staff liaison provides event organizer with conditional approval or refusal of event after collaborating with the Special Event Team (SET). | ||||||||||||||||||||
Special Event Timeline |
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Event staff liaison provides special event timeline outlining requirements and resources to event organizer. Depending on the scope of event, requirements may include but are not limited to:
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Requirements Submission |
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| Event organizer submits requirements to the City of Burlington directly to the department or external stakeholder responsible for the request. Event staff liaison assists with facilitating relationships, processes, and timely submission. | ||||||||||||||||||||
Event Approval |
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| Once all requirements are met, event staff liaison determines completeness and releases the event contract to the event organizer. | ||||||||||||||||||||
Event Execution |
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| Event organizer is responsible for the execution of the event as outlined on their application and in accordance with the requirements. | ||||||||||||||||||||
Event Debrief |
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| Event staff liaison provides an event evaluation to the event organizer based on comments provided by the community, special events team members and their own observations. |
Application Deposit
An application deposit will be required once your event is conditionally approved. There is a $140 deposit for commercial events and a $100 deposit for non-profit or charity events. We will deduct the deposit amount from your event cost if you event proceeds. We will refund your deposit if we don't approve your event application. Deposits are non-refundable if you cancel your event application.
Event Cancellations or Changes
We may not be able to accommodate event date changes once we have conditionally approved your event. If you want to add, change or cancel specific parts of your event, you must do so in writing to your Staff Liaison at least 60 days before your event. This gives us enough time to process any additional approvals.