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Special Events Policy for City Parks and Facilities
Policy Number
POL-70
Effective
May 01 2019
Review Date
Not scheduled
Final Approver
Council
Training Course Code
Not applicable
Document State
CURRENT
1.0 Purpose
1.1
Create an effective, efficient and adaptable administrative model
that simplifies the approval process for staff and event
applicants;
1.2
Provide a clear definition of Special Events that would be eligible
for and benefit from logistical support;
1.3
Provide a list of City park locations suitable for the hosting of
Large Scale and Mega Events;
1.4
Identify usage limits for parks hosting events;
1.5
Establish uniform criteria and procedures that ensure consistent
implementation of the policy;
1.6
Provide a fair and transparent service delivery model that
ensures equitable access and promotes a diverse range of
organized activities;
1.7
Establish solid interdepartmental relationships for the event
planning process and clarify roles and responsibilities; and
1.8
Provide guidelines that ensure all Special Events are safe,
accessible and sustainable.
2.0 Persons Affected
2.1
All event organizers and community groups planning events in
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the City of Kingston.
3.0 Policy Statement
3.1
An effective customer focused process for the management of
events and to establish equitable resource allocations for special
events in alignment with relevant policies, priorities and by-laws.
3.2
The City of Kingston supports special events through adherence
to the following Guiding Principles:
3.2.1
Value
The City recognizes community involvement, their
contribution in planning events and values the social
and economic benefits that special events bring to the
City. The City recognizes Special Events as an
important part of Kingston's quality of life and provider
of affordable entertainment to its residents and visitors.
Special events enhance tourism, culture, recreation and
education as well as playing a role in economic benefit
for the businesses in the City of Kingston.
3.2.2
Fair and Transparent Application Process
The City will use the Special Event Policy, along with
other existing policies, to base decisions and thereby
create an equitable and reliable process.
3.2.3
Event Classification Framework
The following framework will be used to classify events
and determine suitable park location options:
Event
Type
Special
Event
Large Scale
Event
Mega
Event
Application
deadline
November 15th
of previous
year for events
held between
May and the
following April
November
15th for
events to be
held the
following year
Minimum 6
months prior to
event date
Length
1-2 days
1-7 days
1 day-1 month
Frequency
(same year)
One-time
One-
time/recurring One time
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Frequency
(annual)
One-
time/recurring
One-
time/recurring
Likely not to
recur
Number of
venues
0-1
Multiple,
and/or roads
Multiple,
and/or roads +
may require
new/modified
venues
Attendance
Expected
attendance
less than 500
500-5,000/day >5,000/day
Logistics -
Impact on City
services and
resources
Minimal or no
disruption of
services or
impact to City
resources
Some-
moderate
disruption of
services and
impact on City
resources.
Resource
charge backs.
Significant
disruption of
services and
impact on City
resources.
Event funding
support may
be required.
Resource
charge backs.
Parking &
Transportation
On-site parking
plan including
accessible
parking plan
On-site and
off-site parking
plan,
Accessible
parking plan,
transportation
plan,
organizers
provide
parking
personnel.
On-site, off-
site parking
plan,
Accessible
parking plan,
transportation
plan, shuttle
service,
parking
arrangements,
organizers
provide
parking
personnel.
Suitable Park
Locations
Regional parks,
City-wide
parks, District
parks,
Neighbourhood
parks
Identified
Regional or
City-wide
parks
Identified
Regional parks
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Park resting
Not applicable
Minimum 10
days
30 days
Usage limits
Not applicable
Combined
total of no
more than 5
per location,
per year
Combined
total of no
more than 1
per location,
per year
3.3
Application Process for Special Events Policy
An Application Process and Management Framework for Special
Events has been developed to increase communication within
the Interdepartmental Event Planning Team and between City
staff and applicants. The following tools of the Application
Process and Management Framework also ensure that the
process is seamless, consistent, organized and provides the
event applicant with the information they need to run a
successful event.
3.4
Special Events Application for Outdoor Events
The applicant completes a City of Kingston Special Events
Application which provides the organization and applicant's
contact information, outlines the type of event and provides
preferred date(s) and location(s). For indoor events, a booking
application form must be completed and organizers must comply
with the terms and conditions of their permit and the
regulations/restrictions of the permitted facility.
3.5
Special Events Meeting
Upon receiving the application, the Special Events Office will
assign a Special Events Coordinator to the application. The
Special Events Coordinator schedules a meeting, by phone or in
person, with the applicant to complete the Application Form. The
form is designed to ask a series of questions to define the event,
determine eligibility and the level of service the organization will
need. The applicant will be asked to provide a site map, a
parking plan and transportation plan, depending on the scope of
event, as well as a risk management and emergency plan. The
Supervisor of Special Events, along with the Special Events
Coordinator, will then complete the Evaluation Criteria Scorecard
to prioritize the event (see Section 3.6.1 and 3.6.2 for
prioritization and public benefit criteria).
3.6
Application Deadlines
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Applications for events held between May and the following April
must be submitted by November 15th of the previous year for
Large Scale Events. Applications for Mega Events must be
submitted a minimum of 6 months prior to the event date.
Event requests received outside of annual deadlines will be
considered on a case-by-case basis after the review and approval
of application requests. A Special Events Application submitted to
the City for approval must meet certain criteria to be eligible for a
permit. The City reserves the right to modify an event or deny an
application. The Director of Recreation & Leisure Services may
approve or deny a permit application outside of the application
deadline timeframe, impose terms and conditions on any approval
any time during the term of the approval, including special
conditions.
The criteria includes the following:
3.6.1
Prioritization
When prioritizing permits for Special Events, the City
will use the following guidelines:
Event has significant municipal importance and
attracts international, national, provincial, regional
participants;
i.
Organization's mandate and event aligns with the
City's strategic priorities;
ii.
Event promotes sustainability, and is accessible and
safe;
iii.
Event is a historic event in good standing;
iv.
Total number of event participants;
v.
Event and organization is not-for-profit; and
vi.
Event is held in partnership with the City.
vii.
3.6.2
Public Benefit
To be considered for a permit, a Special Event must
provide a meaningful public benefit and must have
direct impact on one or more of the following areas:
Culture & Arts/Heritage
i.
Enrich the character and identity of the City
ii.
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Create unique or innovative experiences
iii.
Health and wellness / physical fitness
iv.
Extend the overall range and mix of programming
currently offered by the City
v.
Education
vi.
Economic Impact / Public Benefit
vii.
Queen's University will be required to follow the same process for
event applications as all other event applicants. City staff will
continue its work with Queen's to consider all Queen's University
property as a first priority for Queen's events before utilizing City of
Kingston parks and facilities. This includes, but is not limited to,
Orientation Week and Homecoming events.
3.7
Event Applicant Package
The Special Events Office assigns a Special Events Coordinator
from the Events Office, based on the type of event and location.
The Coordinator will provide an Event User Guide that contains:
relevant information; application forms; maps; Sustainability
Guidelines and Checklist; which includes a Service Provider
Resource and Contact List; Accessibility Guidelines; Emergency
Preparedness Guidelines and template. The Coordinator will
assist the applicant to complete the forms and templates, and to
direct them through the event planning process.
3.8
Event Protocol Manual
The Coordinator will refer to the Event Protocol Manual
throughout the event planning process. It is an internal staff
resource that provides guiding policies, procedures, bylaws and
processes. The Event Protocol Manual is maintained by the
Special Events Office.
3.9
Insurance
Each Special Event Permit holder must be prepared to obtain
and maintain a certificate of Commercial General Liability,
Automobile Liability insurance and any other required coverage
depending on the nature of the event to the satisfaction of Legal
Services in an amount no less than five million dollars
($5,000,000). The Commercial General Liability coverage must
indicate that the City of Kingston has been added as an
additional insured on the policy. Evidence of this insurance must
be provided to the Coordinator with the Special Events
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Application.
3.10 Fees
All user fees, equipment and service fees are subject to the
provisions of the By-Law to Establish Fees and Charges to be
collected by the Corporation of the City of Kingston. Payment
must be received when the Special Event Permit is approved by
the City, including payment of permit fee, security deposit and
any applicable fees related to the Application as per the terms
and conditions stipulated on the permit. Event organizers who
meet eligibility criteria may apply for a reduction or a waiver of
fees through the City's Waiver of Fees Policy.
3.11 Cancellations and Refunds
The City reserves the right to cancel any scheduled Special
Event and revoke any Special Events Permit:
3.11.1
when the facility is needed for an event of municipal
significance;
3.11.2
in order to ensure public safety; or
3.11.3
in the sole opinion of the City, if the Event Applicant fails
to comply with the requirements of the Special Events
Permit or any other provision of the By-Law to provide
for the Regulation Use of Parks and Recreation
Facilities of the Corporation of the City of Kingston or for
any other reason that the City deems appropriate.
3.12 Logistics
Logistics are items involved in the coordination, planning and
execution of an event. Large Scale Events and Mega Events are
those with significant logistical needs and may require permitting
from a number of departments within the City, and therefore
need further considerations when authorizing an appropriate
location. Staff will require applicants of Large Scale and Mega
Events to provide detailed site plans including an emergency
plan and a risk management plan. Applicants may be required to
provide paid duty Police Officers, emergency responders,
security and City staff for the duration of the event at their own
expense.
3.13 Parking and Transportation
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Parking and Transportation refers to all items pertaining to
accessing an event site. The following are required to be
submitted by the applicant:
3.13.1
A Transportation Plan including transit options, which
may include offsite shuttle services, etc.;
3.13.2
A Parking Plan including accessible parking
considerations, on-site and off-site locations, staffing
requirements and signage;
3.13.3
Any public road closure requirements; and
3.13.4
Social media/advertising/public education strategy to
inform event participants and event attendees of the
various parking and transportation options, including
large trucks, large equipment and vendor vehicles.
Applicants of Large Scale and Mega Events may be required to
provide paid duty Police Officers, emergency responders, security
and City staff for the duration of the event at their own expense
related to parking and transportation management.
Events with significant parking requirements may be directed to
City locations where on-site parking is available, these locations
being; Lake Ontario Park, Kingston Memorial Centre, Portsmouth
Olympic Harbour and Grass Creek Park.
3.14 Park Classifications
As identified in the Kingston Official Plan, the following
classification of parks applies under Section 3, Page 169 Land
Use Designation & Policy:
3.14.1
Regional parks and recreation areas attract patrons
from the wider regional area and may include multiple
functions on a property;
3.14.2
City-wide parks attract patrons from a wide area across
the municipality and may be designed for multi-
purposes or specialized functions, including civic and
cultural activities and recreational and social functions;
3.14.3
District parks and playfields, serving a number of
neighbourhoods, provide for a variety of outdoor or
indoor facilities for sports, recreation and community
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centre uses; and
3.14.4
Neighbourhood parks and playgrounds accommodate a
range of more informal recreational, leisure and play
activities, frequently oriented to children's facilities.
Both Regional and City-wide parks are identified in this Policy as
suitable sites for the hosting large scale events.
Recommended Regional parks for large scale events include:
3.14.5
Grass Creek Park
3.14.6
KP Trail
3.14.7
Portsmouth Olympic Harbour
Recommended City-wide parks for large scale events include:
3.14.8
Belle Park
3.14.9
Breakwater Park (excluding the beach area)
3.14.10 City Park (including Cricket Field)
3.14.11 Confederation Park
3.14.12 Douglas R. Fluhrer Park
3.14.13 Grenadier Park
3.14.14 Lake Ontario Park
3.14.15 Kingston Memorial Centre
3.14.16 Macdonald Memorial Park
3.14.17 Rotary Park
3.14.18 Shannon Park
3.14.19 Victoria Park
It is not anticipated that large scale events will take place in District
and Neighbourhood Parks. Staff will be authorized to review and
approve applications in these classification of parks on a case by
cases basis if the application meets the prioritization and public
benefits event criteria.
Recommended Regional parks for Mega Events include:
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3.14.20 Grass Creek Park
3.14.21 Portsmouth Olympic Harbour
Recommended City-wide parks for Mega Events include:
3.14.22 Confederation Park
3.14.23 Kingston Memorial Centre
3.14.24 Lake Ontario Park
3.15 Park Usage Limits & Resting
Parks hosting Large Scale Events will be limited to one large
permitted event per week (unless partnerships occur for the joint
hosting of events on one site during the same timeframe), or a
total of no more than five Large Scale Events from and including
Victoria Day weekend to and including Thanksgiving weekend,
whichever is the lesser.
In order to allow open and unscheduled enjoyment for residents
and for parks to rejuvenate over time, staff will strive to allow 10
calendar days between each large scale event and may decide to
limit the number of Large Scale Events per park based on site
conditions, environmental impacts and other park programming.
Parks hosting Mega Events will be limited to no more than one (1)
event per year and require a resting period of 30 days.
3.16 Exemptions
Park Resting exemption:
3.16.1
Kingston Memorial Centre for the duration of both the
Kingston Fall Fair and the Kingston Ribfest and Craft
Beer Show
3.16.2
Portsmouth Olympic Harbour for purpose of CORK
events Parks suitable for hosting Large Scale Events
exemption:
3.16.3
McBurney Park (District Park) for the hosting of the
annual Skeleton Park Arts Festival
Park Usage Limits exemption:
3.16.4
Portsmouth Olympic Harbour for the purpose of CORK
events
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3.16.5
Confederation Park, which operates under the
guidelines of the First Capital Place Programming and
Operations Policy
3.16.6
Major sports field sites and arenas, which operate under
the Sports Field Allocation Policy and Ice Allocation
Policy
Special Circumstances exemption:
From time to time staff may receive applications for Large Scale
Events and Mega Events that may not meet the entire event
classification framework and are not already subject to the
exemptions described in the policy. This may include, but not be
limited to, park resting, usage limits, park locations and application
deadlines.
The Director of Recreation & Leisure Services will be authorized to
evaluate and approve a Large Scale Event or Mega Event
application on a case by case basis due to special circumstances
and to notify Council of such exemptions in advance of the
Director's approval.
3.17 Amplified Sound and Noise By-Law
Amplified sound at outdoor special events must comply with the
City's Noise By-Law. Exemptions from the City's Noise By-Law
can only be granted by City Council. Applications for exemptions
to the Noise By-Law must be submitted to the Licensing and
Enforcement Division at least 8 weeks in advance of the event.
City staff reserve the right to require any event that would
otherwise be exempt under Schedule 'C' of the Noise By-Law, to
obtain a formal noise exemption from City Council.
The following guidelines will apply to events with amplified sound:
3.17.1
Location of all speakers, sound equipment and stages
must be provided as part of the event application on a
detailed site plan or map.
3.17.2
Measures must be taken to mitigate the impact of sound
extending beyond the target audience. For example,
speaker stacks can be positioned to tilt downward
towards the audience rather than over the crowd.
3.17.3
The event organizer will be required to notify all
potentially affected neighbouring businesses and
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residents within a 120 metre radius of the event site
about the proposed event a minimum of 10 days in
advance. This includes times and dates, type of sound
and contact names and numbers for persons who
respond to any neighbouring concerns before, during
and following the event. The organizer is responsible for
making attempts to address concerns of complainants.
3.18 Community Input and Engagement
The City will engage stakeholders annually to review planned
events, discuss duplication, gaps and opportunities to build
relationships and increase communication. Stakeholders include,
but are not limited to: Tourism Kingston, Kingston Economic
Development Corporation, Downtown Kingston BIA, Kingston
Accommodation Partners (KAP), Queen's University, Royal
Military College and St. Lawrence College.
3.19 Safety
The safety of Kingston residents, visitors and event participants
will be a priority through the lifecycle of Special Event
management, including planning, execution and closure.
Employees
3.20 Any employee who breaches this policy may be subject to
discipline up to and including dismissal.
4.0 Responsibilities
4.1
Recreation & Leisure Services will be the lead Department and
will oversee the implementation and execution of the Special
Event Policy. The Department will be responsible to assign the
following roles and ensure that interdepartmental event planning
as well as external partnerships are maintained.
4.2
Event Supervisor (Supervisor) reviews the event application form
and proposed location, site map/floor plan, and reviews the
Evaluation Criteria to determine the needs of the group,
approved location and assign an Event Coordinator from the
Event Office, as required.
4.3
Event Coordinator (Coordinator) is the assigned City staff person
who will assist the applicant through the planning process,
including completing and submitting the required applications.
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4.4
Interdepartmental Event Planning Team includes representatives
from departments that are involved in the special event planning
process and who will meet annually and as required to review
the Special Event Policy and the Event Manual. They will
communicate with the Coordinator, as necessary. City of
Kingston departments/divisions include, but are not limited to:
Recreation & Leisure Services, Cultural Services, Traffic
Division, Parking Operations, Real Estate & Environmental
Initiatives, Public Works, Kingston Fire & Rescue, Building
Services, Licensing and Enforcement, Communications &
Customer Experience, Transit, Utilities Kingston, Legal Services,
and Accessibility Compliance, as well as Kingston Police
Services, KFL&A Public Health and Hydro One.
4.5
External Partnerships - Bidding means that Recreation & Leisure
Services staff will assist Tourism Kingston by determining the
availability of required facilities and providing information related
to bidding on event opportunities, and by fulfilling host
responsibilities as outlined in agreements associated to the event
and as requested by the organizers and approved by Council.
Tourism Kingston has a mandate to support the local, regional
and national community of sport tourism and business
organizations establish Kingston as a sport tourism and
recreation destination of choice. It strives to serves as a catalyst
for the attraction, creation, promotion and delivery of rewarding
sport and recreational experiences for visitors, participants,
partners and residents.
Breach of Policy
4.6
Employees are responsible for compliance with this policy and
shall be aware that any employee who breaches this policy may
be subject to discipline up to and including dismissal.
5.0 Approval Authority
Role
Position
Date
Approved
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Subject Matter
Expert
Special Events Office
Manager, Recreation Programs
Supervisor, Special Events &
Marketing
Assistant Supervisor, Recreation
Programs, Special Events
Managment
Review
Supervisor, Special Events &
Marketing
Manager, Recreation Programs
Director, Recreation & Leisure
Services
Legal Review
Senior Legal Counsel
Final Approval
Council
6.0 Revision History
Effective Date
Revision #
Description of Change
April 15, 2014
1
New policy
May 1, 2019
2
Policy update
7.0 Appendix
7.1
Definitions:
Accessibility ensures a barrier-free event can be enjoyed by all;
including people with physical, sensory or cognitive disabilities.
Amplified Sound is any sound created by an electronic device or a
group of connected devices, incorporating one or more loud speakers
and intended for the production, reproduction or amplification of sound
including, but not limited to, a radio, video screen or television,
amplifier, loud speaker, public address system, sound equipment.
Application Process and Management Framework will apply to
Special Events and includes a Special Event Application, Special
Events Discussion Questionnaire, Event Applicant Package and Event
Manual/Staff Resource.
City refers to the Corporation of The City of Kingston.
Economic Impact - The financial effects of an event on the economy
in a specified area, ranging from a local, regional, provincial or national
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level.
Event Lay-Out is a proposed lay-out that outlines where activities,
equipment and amenities will be located including, but not limited to,
vehicles, access points, tents, food operating areas and portable
washrooms.
Event Applicant (applicant) is the representative from the
organization who will be the lead contact person with the City.
Execution Process involves the delivery of the Special Event,
including full implementation of the operations and services for event
participants and spectators.
Facility refers to a City owned and/or operated building, park or road.
Fees are charges that are approved under the By-Law to Establish
Fees and Charges to be collected by the Corporation of the City of
Kingston.
Interdepartmental Event Planning Team includes representatives
from departments that are involved in the Special Event planning
process.
Large Scale Events are those with significant logistical needs,
approvals required from multiple City departments, and/or anticipated
attendance of five hundred persons or more. These events can take
place on one or multiple consecutive days.
Logistics are items involved in the coordination, planning and
execution of an event. This can include such items as: washroom
facilities, vending and sales licenses, staging, vendor layout and more.
Mega Events are those with significant logistical needs, including the
use of City resources, with an estimated daily attendance of five
thousand persons or more, operating over one or multiple consecutive
days, and that generate considerable benefits for Kingston in terms of
economic and cultural impact, media exposure, community
engagement, legacy and/or trade opportunities. These types of events
can be used to leverage and enhance areas of local and regional
strength in specific economic sectors, innovation, and arts and culture.
Parking and Transportation refers to all items included in accessing
an event site including, but not limited to: temporary location of
vehicles, bicycles and other methods of transport, drop-off and pick-up
locations, etc.
Planning Phase is the development of goals, objectives and
strategies for the event life cycle, including scope, action planning,
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resource requirements and budget.
Special Events are organized gatherings of people for the primary
purpose of supporting a community, culture, arts, heritage, recreation
or sport experience within a limited period of time, a unique sport
competition, recreational or cultural activity that is sanctioned by a
recognized authority or a parade of people, and/or animals, and/or
vehicles which travel in unison for the purpose of celebration with
attendance less than five hundred persons.
Special Events Office (Events Office) is comprised of City staff
representing park bookings, room/hall bookings and special events.
Special Events Permit is issued by the City of Kingston to
demonstrate that approval has been received for running the Special
Event. The duration of the permit includes any necessary set up and
tear down times. Special Event Permit(s) may not exceed a total of 10
days per year, per Event Applicant.
Sustainability primarily means minimizing the negative impact an
event may have on the natural environment and climate change but
may also include consideration of cultural, economic and social factors
that impact on the resilience of the community and quality of life of its
citizens.
7.2
Related Policies, Legislation & Bylaws
The event must abide by all of the following: a) be in compliance with
municipal bylaws, and provincial and federal laws and acts; b) be in
accordance to all City of Kingston policies and procedures; c) be in
accordance to health and safety rules and regulations administered by
the Kingston Police, Kingston Fire & Rescue, and KFL&A Public
Health; d) be in accordance with the Human Rights Code.
The Special Event Policy does not apply to commercial film projects
which take place on or make use of City property as set out in the City
of Kingston Film Policy. There may be situations where the Film
Liaison will seek assistance from the Special Event Office.
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