Any event hosted on Municipal property must complete an event application. Before submitting your event application, we recommend you read the Festivals and Events Policy, and feel free to contact us with any questions and refer to our Festivals and Events resource planning page to become familiar with the various requirements for successful event hosting.
Festival and Event Application - Steps to Follow |
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The following application process and timelines apply to event organizers looking to host events on City of Burlington property. Depending on the category the event falls within, this process may vary. |
Application |
| Event organizer submits an event application (online) following the event application timelines outlined in this policy. |
Application Received |
| Events staff receive the application. It is assigned to an event staff liaison, who connects with feedback on the application to the event organizer within 5 days. |
Application Review |
| 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 within four weeks. |
Community Consultation |
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New events deemed to have a significant impact, or existing events planning significant changes, are required to go through a community consultation process. This process can take up to seven weeks, with development of the consultation (four weeks), feedback from community (two weeks) and debrief with event organizer (one week). Community consultation allows for the City to connect with the residents, businesses, and the local community in the surrounding area of the proposed event and provide an opportunity for them to share their feedback. The following festivals and events require community consultation:
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Conditional Approval |
| Event staff liaison provides event organizer with conditional approval or refusal of event within two to four weeks of collaborating with the Special Events Team (SET). |
Special Event Timeline |
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 |
| 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 |
| Once all requirements are met, event staff liaison determines completeness and releases the event contract (permit) to the event organizer. |
Event Execution |
| Event organizer is responsible for the execution of the event as outlined on their application and in accordance with the requirements. |
Event Debrief |
| 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 within six weeks. |
Event application
We will review your application and contact you with the requirements related to your event, which could include:
- Agency approvals from the Halton Regional Police Services (HRPS), Alcohol and Gaming Commission of Ontario (AGCO) and other agencies
- Building permit if your event has structures such as tents or stages
- Event layout, site plan and route map
- Applicable licences
- Parking arrangements
- Proof of a of minimum $2 million in commercial general liability insurance
- Traffic control plan
Once we receive all the event requirements, we will confirm your event approval and issue you an event contract.
Application Deadlines
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.
Please note that new events deemed to have significant impact, or existing events planning significant changes may be required to complete a community consultation process.
We recommend contacting us about your event prior to submitting an application
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...
Application Evaluations
The Festivals and Events Strategy Team (FEST) will use the criteria outlined in the Festivals and Events Policy for the following:
- Evaluating 2025 applications for Spencer Smith Park, specifically the open spaces
- Evaluating 2026 applications for new and existing events that fall under the major and signature categories outlined in the Festival and Events Policy
The Festivals and Events Strategy Team (FEST) is a stakeholder team comprised of internal and external members tasked with assessing event applications and applying criteria outlined in the festivals and events policy to evaluate event applications.
The following criteria will be used by the Festivals and Events Strategy Team (FEST) to review events on City of Burlington property.
| Criteria | Description |
|---|---|
| Innovative | Brings something new or different to the community. |
| Economic Impact and Tourism | Provides economic benefit and/or contribution to the community and/or attracts visitors. |
| Sustainable | Demonstrates environmentally responsible practices and the potential to continue in the future. |
| Welcoming | Is free and open for all to attend and/or considers various demographics in the community such as newcomers, multicultural groups, families, etc. |
| Location | The size and scope aligns with the intended use of space. |
| Professionalism | Proven track record of organizing events and meeting requirement deadlines. |
| Risk and Safety Planning | Demonstrates the ability to minimize liability and risk to the community. |
| Community Impact | Addresses community interest, demands, trends, and disruptions. |
| Local Engagement | Supports the local community including event organizers, artists, vendors, sponsors, businesses, etc. |
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, plus HST. 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.