Special Event Permits | Municipality of West Perth

What Counts as a Special Event?

A Special Event includes any public activity on municipal property, such as:

Festivals, concerts, fairs
Parades or street events
Outdoor gatherings
Races, tournaments, or exhibitions
Events offering food, alcohol, rides, tents, sound amplification, etc.
Events expecting over 250 people

How to Host a Special Event in the Municipality of West Perth

Planning a special event in West Perth? This step‑by‑step guide outlines everything you need to know—from confirming your location to submitting your application and meeting safety requirements.

Application Instructions:

Step 1: Confirm Your Event Location

Before applying, contact Community Services to confirm the availability of your preferred location.

Director of Community Services
📍 160 Wellington St., Mitchell ON
📞 519‑348‑8429 x 218
📧 nlarsen@westperth.com

Helpful links:

Step 2: Submit Your Special Event Application

To apply, you must submit:

✔ Completed Application Form & Checklist
✔ Proof of age or incorporation
✔ Draft Event Plans (see requirements below)
✔ Security deposit/fees (if applicable)

Important:
Limit marketing and advertising until the municipality confirms you may proceed.

Step 3: Meet Required Timelines

Applications must be submitted before your event based on its type:

Event Type	Submit At Least
Road closure or parade	120 days prior
One‑day event, no external approvals	60 days prior
Multi‑day event, no external approvals	90 days prior
Alcohol sales/service	120 days prior
Annual event with alcohol	90 days prior

Late submissions may delay approval or impact facility booking.

Step 4: Provide Insurance & Indemnification

You must provide:

$5 million liability insurance, naming The Corporation of the Municipality of West Perth as additional insured
Non‑owned auto coverage
Tenant’s legal liability
30‑day cancellation notice clause

Additional coverage may be required depending on event risk.

Step 5: Book Your Facility

Once your application is reviewed, staff will confirm your booking.

Contacts:

📧 recadmin@westperth.com
📞 519‑348‑9311

Event Plan Requirements:

All events require the following plans, forming your final operational plan once approved.

Site Plan

Shows all physical elements of your event including:

Entrances/exits
Emergency access routes (6m clearance)
Tents, stages, inflatables
Parking (incl. accessible)
Washrooms & waste bins
Licensed areas
Power sources & generators

Food & Beverage Plan

Required if ANY food is served. Must include:

List of vendors
Safe food handling plans
Huron Perth Public Health approvals
Refreshment vehicle (food truck) permit (if applicable)
SOP (alcohol permit) if alcohol is served

Structural Plan

Required for temporary structures such as:

Tents
Stages
Bleachers
Platforms

A building permit may be required. Contact the Building Department to confirm.

Fire Site Safety Plan

Must show:

Fire extinguishers
Routes/exits
Fuel storage
Emergency lighting
Cooking areas
Tent fire safety plans

Fire Chief Contact: bhunter@pertheast.ca

Emergency Plan

Required for events involving:

500+ attendees
Alcohol
High‑risk activities

Must outline:

Medical response
Evacuation
Communications
911 procedures

Security Plan

Required for events with:

Alcohol
Large attendance
High‑risk activities

Must show:

Staffing
Security posts
Perimeter control
Screening
VIP/restricted areas

Traffic Management Plan

Required if you are affecting roads, traffic, or parking.

Must include:

Road closures
Detour routes
Parking plan
Volunteer roles
Emergency vehicle access

Waste Management Plan

Must include:

Garbage & recycling
Washrooms and cleaning schedule
Grease/oil disposal
Animal waste plan (if applicable)

Community Impact & Communications Plan

Must outline:

How nearby residents/businesses will be notified
Noise impacts
Parking and traffic impacts
Your public communications strategy

After You Apply:

Application Review

Your application will be reviewed by:

The Special Event Advisory Team (SEAT)
Council (if 2500+ attendees)

They may approve, conditionally approve, or refuse the permit.

Event Coordination

Expect ongoing communication, site meetings, and inspections.

Post-Event Meeting

Please note that a review will be held within 45 days after the event to address:

By-law compliance
Safety
Logistics
Improvements for future events

Additional Rules to Note:

Animals

Animal exhibits or shows must be approved and included in your plans.

Accessibility

Events must comply with AODA accessibility standards.

Camping

Not permitted in public spaces.

Fireworks

Only permitted on Victoria Day & Canada Day unless approved.

Inflatables, Rides, Amusement Devices

Must have TSSA approval and proper anchoring.

Logo Use

Municipal branding may not be used without permission.

Lottery/Games of Chance

Requires a municipal-issued lottery license.

Noise

Noise exemptions must be approved by Council at least 45 days prior.

Personal Services

(henna, tattooing, nail services) require Huron Perth Public Health approval.

SOCAN Fees

Mandatory if live or recorded music will be played.

Special Occasion Permit

A permit from the Alcohol and Gaming Commission of Ontario is required any time alcohol is offered for sale or served anywhere other than in a licensed establishment or private place. In order to receive a Special Occasion Permit (SOP) for liquor sales from the AGCO for a public event held in West Perth, you must receive a letter of "municipal significance."

A Public Event SOP can be issued:

To a charitable organization under the Income Tax Act (Canada);
To Not-for-Profit organizations/associations organized to promote charitable, educational, religious or community objects.
For an event of provincial, national or international significance; or
For an event of “municipal significance” where a Municipal Council has passed a resolution, or a letter has been issued from the municipal clerk or designated authority which designates the event to be of municipal significance.

SOP Letter of Municipal Significance Requirements:

Proof of insurance in the amount of $5,000,000.00
Include the Municipality as an additional insured party and indemnify the Municipality of all and any associated risks resulting from the public event