Special Events

The special events application review team (SEART) is a group of City staff representing various municipal divisions and contributors, facilitating and supporting outdoor events taking place on City property. SEART ensures events have the necessary permits, permissions, and insurance to protect organizers, participants, the City, and others.

If your organization wants to host an event on municipal property, you must follow the SEART process if your event includes:

• food vendors
• alcohol
• fireworks
• sound amplification
• use of electricity
• tents greater than 60 square metres (a building permit is required)
• projected attendance of more than 500 people

Please make sure the information you provide is, to the best of your ability, accurate so the City can properly facilitate and support your event. The main contact on the application must be able to legally represent the organization applying.

Completing your special event application is only the first step in the SEART process. When you submit an application, SEART:

1. Informs the affected City divisions about your proposed event.
2. Makes sure all health and safety guidelines are met.
3. Makes sure all necessary permits, permissions, insurance, and approvals are secured.
4. Ensures there are no scheduling conflicts with other activities or events.
5. Ensures your event does not negatively impact City services.

Please be aware that organizers may be required to attend a SEART meeting to present and discuss their event.

Fire safety plan

Additionally, we require a special event fire safety plan. Please find attached a special event fire safety plan template.

North Course events: Includes water access, 1,000 metre buoyed course, athlete centre access, timing tower access, change room facilities, utilities, launch docks, and internet access.

South Course events: Includes water access, 2,000 metre buoyed course, timing tower access, utilities, launch docks, and internet access.

Waterway camp: Includes non-exclusive access to the waterway. A learning component must be included. Equipment rentals are not available, and City staff will provide facility access.

If you require use of City equipment, please complete the equipment rental form.

For our fees and charges, please visit the by-laws and policies web page.

An event organizer must be on-site for the delivery of any City equipment to advise on the correct placement of the equipment.

Showmobile rental

To request the Showmobile, please complete the equipment rental form and upload it on the online facility rental application. If it is available, a permit is issued, and payment is due immediately upon approval.

The Showmobile must be plugged into a 50-amp outlet (three-prong). If the site is not equipped with a three-prong outlet, a generator is required. You can rent a generator from the City, if required.

The use of additional equipment, such as a portable generator or PA equipment, is available for an extra charge.  Bands must not use the Showmobile’s electrical system; the permit holder is responsible for any damage to the electrical system.

The permit holder must provide liability insurance naming the City of Welland as additional insured in the amount of $5M. Security must monitor the Showmobile unit at all times. The permit holder is responsible for any damages incurred to the Showmobile during delivery and pick up.

A representative must be present at both the delivery and pick up and, if necessary, assist staff in placing the unit at the site.

If you require road use/closures, please complete a road occupancy permit (ROP) and submit it one month before your event. An ROP will not be processed until a certificate of insurance and payment are received.

For fireworks, please complete a display fireworks application. Visit fireworks safety tips for more information, including the by-law.

Will alcohol be served at your event?
If so, a special occasion permit (SOP) is required. Please refer to the Alcohol and Gaming Commission of Ontario (AGCO) requirements.

All SOP functions must abide by the City’s Municipal Alcohol Risk Management policy. These documents must be provided one month before your event:

• special occasion permit (liquor licence)
• liability insurance naming the City of Welland as additional insured in the amount of $5M
• Smart Serve certification

Fire departments guidelines

The AGCO requires letters of approval (also known as compliance letters) from various municipal agencies. The fire department created a guideline to assist organizers in writing their request to the fire protection officer.

Municipal significance

The AGCO may require your event be deemed as municipally significant to process the SOP. The designation of municipal significance is provided by the municipality where the events is taking place.

The following information is reviewed when considering municipal significance:

• Does this event have a significant public profile?
• Will the event attract participation from a broad cross section of the community?
• Will fundraising for a local registered charity/not-for-profit be a significant part of this event? If so, organizers must provide proof of the charity/not-for-profit and details about the percentage of profits.
• Is it a celebration of special importance that will benefit the community?
• Is the event an athletic, social, religious, cultural, recreational, or educational public gathering that supports community building objectives?

Please view the Grants and Special Assistance policy for more information. The application identifies September 30 as the submission deadline.

Liability insurance naming the City of Welland as additional insured in the amount of $5M must be provided.

The Regional Municipality of Niagara must also be listed as an additional insured when a road closure is required.

A detailed site drawing illustrating the event’s amenities (for example, location of equipment, parking, vendor booths, fencing, staging, etc.) is required when completing the event application.