Event Permits

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.

Event organizers are required to inform all residents and businesses located along the affected roadway(s) when a road closure is planned. This notification supports community awareness and helps foster positive relationships as a community partner during the event. Written notice must include the date, time, and reason for the closure and be provided in advance. Notification may be delivered through letters or informational cards distributed to those impacted.

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?

Letters of Notice

In some cases, the Alcohol and Gaming Commission of Ontario (AGCO) may require you to send Letters of Notice to the local municipality, fire department, police, and public health unit. These letters serve to inform each department about the details of your upcoming event and should include the following information:

• Type of event (e.g., public, private, stag and doe, fundraiser)
• Event date
• Event location, including whether it will be held indoors, outdoors, or in a tent
• Times when alcohol will be served
• Event contact person

Each letter must be individually addressed and submitted to the appropriate department. A sample letter outlining the required format and content can be found on this webpage.

For events taking place in the City of Welland, Letters of Notice should be emailed directly to the following departments:

• Clerks Department: clerk@welland.ca
• Fire Department: fire@welland.ca

Explore more about the Community Grants Program on Engage Welland. We’ve designed this resource to help you navigate the policy, requirements, and processes of the program.

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.

• Other available funding opportunities
• Experience Ontario
• Funding — Culture, history, and sport
• Local Festivals — Building Communities Through Arts and Heritage
• Niagara Community Grant Foundation
• Ontario Cultural Action Fund
• Ontario Trillium Foundation