This guide explains what approvals are required and what steps you should complete before your event. It is designed to help organizers avoid delays, ensure public safety, and comply with municipal by-laws.
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Planning a Special Event in Clarence-Rockland? Start Here
Whether your event is being held on public or private property, there are several requirements you should review before moving forward.
While the City of Clarence-Rockland does not currently require a special event permit, other municipal permits and approvals may still be necessary depending on the nature of your event.
A building permit may be required for tents and other temporary structures.
Under the Ontario Building Code, a permit is generally required if:
A tent or group of tents exceeds 60 m² (645 ft²) in total area;
A tent is attached to a building; or
A tent is located within 3 metres of another structure.
Additional requirements may apply for larger tents, stages, bleachers, or enclosed structures. If you are planning to install a temporary structure, contact the City's Building Division early in the planning process.
If your event includes amplified music, entertainment, fireworks, or other activities that may create noise outside the hours permitted by the City's Noise By-law, you must request an exemption to the Noise By-Law before the event.
A permit is required if you plan to hold a fireworks display. Fireworks must comply with all provisions of the City's Fireworks By-law, including safety distances, supervision requirements, and approved dates and times.
Even when an event takes place entirely on private property, organizers must consider any impact on public spaces and municipal infrastructure, including:
Sidewalks
Roads and road allowances
Easements
Municipal parks or pathways
Parking and traffic circulation
Activities that affect public property may require additional approvals from the City.
Every event is different. We encourage organizers to contact the City early in the planning process so staff can help identify any permits, approvals, or by-law requirements that may apply to their event.
What is considered a Special Event?
A special event is any organized gathering, celebration, festival, activity, or event that may have an impact on the public, neighbouring properties, municipal infrastructure, or City services.
Community festivals and fairs
Food truck rallies and food festivals
Cultural celebrations and community gatherings
Concerts and live music events
Outdoor movies and public entertainment events
Fundraisers, charity events, and awareness campaigns
Sporting tournaments and races
Car shows, motorcycle shows, and exhibitions
Farmers' markets and vendor markets
Parades and processions
Fireworks displays
Corporate events and company celebrations
Weddings held in parks, public spaces, or large outdoor venues
Large private gatherings that may affect parking, traffic, noise, or neighbouring properties
You may need additional permits or approvals if your event:
Is open to the public or advertised publicly
Involves amplified sound or entertainment
Includes food vendors or refreshment vehicles
Involves alcohol service
Includes tents, stages, inflatables, or other temporary structures
Impacts roads, sidewalks, parking areas, or other public spaces
Requires exclusive use of a park or municipal facility
Draws a large number of participants or spectators
Where is your event taking place?
The location of your event may affect the permits, approvals, and requirements that apply.
Events taking place on municipal property, including parks, sports fields, trails, parking lots, roads, sidewalks, and other City-owned lands, are subject to the Parks and Recreation Area By-law.
City approval may be required depending on the location, attendance, and activities planned. If your event will take place on a municipal road, sidewalk, or right-of-way, additional approvals may also be required under the Temporary Road Closure By-law (2012-11).
Events held on private property do not require a municipal special event permit solely because they are taking place.
However, organizers must ensure the event complies with all applicable municipal by-laws and provincial regulations, including zoning, parking, noise, fire safety, alcohol, and business licensing requirements.
Safety and Accessibility
Every event organizer should consider the safety and accessibility of participants, volunteers, vendors, and spectators.
Emergency vehicle access
Safe pedestrian movement
Crowd management
Accessible event layouts
Severe weather planning
Emergency procedures
First aid services, where appropriate
Depending on the size and nature of the event, organizers may be required to submit emergency, security, or risk management plans.
Food Vendors and Refreshment Vehicles
Event organizers and property owners are responsible for ensuring every refreshment vehicle operating at their event holds a valid municipal licence.
The City offers a Special Event Refreshment Vehicle Licence for vendors attending temporary events. This licensing process helps verify that vendors meet applicable municipal requirements and comply with public health and safety standards.
☐ Will I be installing a tent or temporary structure?
A building permit may be required depending on the size and location of the tent or structure.
☐ Will my event include amplified music, entertainment, or other loud activities?
A request for a Noise By-Law exemption may be required if activities will occur outside the hours permitted by the Noise By-law.
☐ Will my event include fireworks?
A Fireworks Permit is required before holding a fireworks display.
☐ Will food trucks or refreshment vehicles be attending my event?
Event organizers and property owners are responsible for ensuring that all refreshment vehicles operating at their event hold the appropriate municipal licence.
☐ Will alcohol be served or sold at my event?
Additional approvals, including a Special Occasion Permit from the AGCO, may be required.
☐ Will my event take place in a municipal park or recreation facility?
Additional approvals may be required for larger gatherings, vendors, amplified sound, temporary structures, or exclusive use of a municipal space.
☐ Will my event affect a road, sidewalk, pathway, easement, or other public space?
Additional permissions or approvals may be required if your event impacts public property or municipal infrastructure.
☐ Is my event taking place on private property?
Even on private property, you should consider impacts on neighbouring properties, roads, sidewalks, parking areas, and public spaces.
This checklist is intended as a general guide only and may not identify every permit, approval, or requirement that applies to your event. Depending on the nature, location, and activities associated with your event, additional municipal, provincial, or agency approvals may be required. If you have any questions or are unsure whether a permit is needed, please contact the City of Clarence-Rockland before proceeding with your event.
