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Selwyn Township is a great place to host a wide range of events, such as festivals, fundraisers, walks/runs, parades, concerts, and family focused events.
If you would like to host a community event in Selwyn Township, read the information below and complete a Special Event Application. A community event is any planned gathering on public property and/or private property consisting of 50 or more people or any sized event which blocks/reserves access to public property/right of way. Examples of these events include, but are not limited to:
When hosting a community event, it is recommended that the details of the event are promoted early:
If you would like to rent a facility to host a private event (such as a children's birthday party, retirement party, etc.), visit the Facility Booking page.
Host an Event
The below categories are intended to help event organizers understand the information and documentation Selwyn Township requires prior to approving an event. Please click on the categories below to learn about the areas that may apply to your event.
Completing this application is the first step toward hosting your event in Selwyn Township. The application provides the Township with important details to ensure a safe and successful event. The Event Organizer is responsible for following up directly with the proper authorities regarding approvals for certain event activities. Click on the categories below to understand these requirements.
Complete the Special Event Planning Guide & Application
There are several agencies that you may be required to contact.
The below categories are intended to help event organizers understand the information and documentation Selwyn Township requires prior to approving an event. Please click on the categories below to learn about the areas that may apply to your event.
Completing this application is the first step toward hosting your event in Selwyn Township. The application provides the Township with important details to ensure a safe and successful event. The Event Organizer is responsible for following up directly with the proper authorities regarding approvals for certain event activities. Click on the categories below to understand these requirements.
There are several agencies that you may be required to contact.
Bouncy Castles and Inflatables
Inflatables that carry people, such as bouncy castles are considered a high risk activity. Choosing to include a bouncy castle type activity at your event will adjust insurance, requiring a minimum of $5 million in commercial general liability coverage.
Insurance provided by the bouncy castle companies is not sufficient and will not be accepted.
Events that have inflatables in the form of booths, arches, or movie screens should be included in your event application.
Advertised Events: Drone pilots are not allowed to fly near or over advertised events, such as outdoor concerts and sporting events, unless they have a Special Flight Operations Certificate that specifically allows them to do so.
If you choose to utilize drones during your special event, the Event Organizer will be required to upload a drone pilot certificate or special flight operations certificate.
Drone pilots must carry a valid drone pilot certificate and only fly drones that are marked and registered. If you are flying a drone that is less than 250 grams, a drone pilot certificate is not required.
Transport Canada outlines regulations for recreational and non-recreational drones. If your event will include the use of a drone, please provide the details below along with proof of compliance with these regulations. The Township reserves the right to limit drone use within municipal parks, open spaces and road closures.
Government of Canada Drone Safety
For information on where you can fly a drone within Township limits, consult the Transport Canada interactive map.
For information on Privacy guidelines for drone users, see the Transport Canada Website.
Electrical Equipment and Generators
Events that include electrical equipment and generators larger than 12 kilowatts or 240 volts require an Electrical Safety Authority electrical permit and an electrical inspection.
For further information, contact the ESA at 1-877-372-7233 or visit the ESA Special Events website.
Accessibility should be at the top of your list when planning an event. Things you should consider to make your event more accessible include:
Check out the Province of Ontario's Guide to Accessible Festivals & Outdoor Events for more detailed information.
If you wish to serve alcohol at your event, you will need to adhere to both provincial and municipal guidelines to ensure you are legally permitted to serve alcohol.
A license/permit is required from the Alcohol and Gaming Commission of Ontario (AGCO).
The AGCO may require that the event be declared as municipally significant for your application. If so, please complete the Municipally Significant Event Application Form.
Events with alcohol require Host Liquor Liability with a minimum of $5 million in the commercial general liability coverage.
Fireworks and Open-Air Burning
Fireworks on municipal property must comply with the Township's Policy for Fireworks on Township Property. This Policy establishes requirements to conduct fireworks displays on Township owned properties and outlines the requirement of getting Township approval, timing of the fireworks, as well as public notice of the fireworks display.
Open air burning is permitted in some areas within the Township of Selwyn. The Ontario Fire Code requires that all open-air burning must be approved by Fire Services. Selwyn Township's Open Air Burning By-law 2021-034 regulates open air fires and burn permits in our community.
For more information, visit the Selwyn Fire Department page or contact the Selwyn Fire Department at 705-292-7282.
Insurance is mandatory for all special events.
Insurance provides coverage for event organizers and volunteers for third party liability claims resulting from an injury to a third party and/or damage to their property. The Township of Selwyn does not provide personal property and/or injury coverage.
The amount of insurance required depends on the components of the event. The Township of Selwyn reserves the right to determine the minimum amount required.
Please advise your insurance provider of these requirements. Failure to include this information on your Certificate of Insurance will result in a request for a revised certificate. This can result in delays in your approval and the possible cancellation of your event, or an activity associated with the event:
If the Event Organizer is not able to submit insurance at the time of application, a letter from the Event Organizer's Insurer verifying that they will evidence acceptable insurance 30 days prior to the event will suffice. This letter must be submitted along with the Application. Insurance verification acceptable to the Township must be received a minimum of 30 days prior to the Event.
Due to the varying nature of Special Events, The Corporation of the Township of Selwyn reserves its right to amend insurance requirements. The above insurance requirement is meant as a guideline only.
Amplifiers, loud speakers and other noises likely to disturb must comply with the Township’s Noise By-law 2003-97. Sound levels during the event must remain at an acceptable level given consideration to the type and location of the event.
Event parking is an important component of event planning.
Appropriate on-site/off-site parking must be considered, including shuttles, impacts to on-street parking, and municipal parking lots, arenas, parks, or open spaces. The Event Organizer must prepare a Parking Plan that indicates how this will be managed. The Parking Plan is to be included with the Special Event Application.
The Event Organizer is responsible for all costs related to road closures.
Applications related to road closures are dependent on the jurisdiction over the road. Please view the Township's Road Map to determine the appropriate jurisdiction. For events that require a County of Peterborough road closure, please refer to the Peterborough County website for more information. For Township road closures, contact the Clerk at 705-292-9507 extension 221 or email info@selwyntownship.ca.
Event Organizers can apply for the following types of road closures through the Special Event Application:
Approval is contingent upon ensuring adequate signage and barricading and providing adequate emergency access at all times to the satisfaction of the Fire Department, Police, Paramedic services, Public Works and Township staff who have the right to determine the adequacy of same. Barricades must be easy to remove to allow emergency vehicles to access the closed portion of the street. Contact the Public Works Department at 705-292-9507 extension 236 or email publicworks@selwyntownship.ca to inquire about obtaining barricades. The Event Organizer will locate the barricades on the traveled portion of the highway and remove following the event.
For further information, contact the Clerk at 705-292-9507 extension 221 or email info@selwyntownship.ca.
Depending on the number of attendees and the nature of the event, you may be required to hire a Paid Duty Officer.
Hiring a security company may also be an option. As part of your Special Event Application, please provide details on how site security will be managed at your event.
Any signs or banners erected for the Event must comply with the Township's Sign By-law.
Many community events utilize temporary signs to promote their upcoming event. As per the Township's Sign By-law, a “Temporary Sign” shall mean a sign which is intended to advertise community events or civic projects, or promote patriotic, religious or charitable events on a temporary basis. Examples of temporary signs include, but are not limited to, lawn signs, banners, sandwich boards, etc.
A permit is not required for Temporary Signs, subject to their removal within one (1) week of the conclusion of the special event.
For information on other types of signage and the requirements associated with them, refer to the Township's Sign By-law.
Applications must include a detailed site plan showing the location and dimensions of all physical components of the event such as:
Temporary Stages and Structures
If you are planning to erect a temporary stage or structure the Ministry of Labour must be notified. Refer to the Ontario MOL's Temporary Performance/Event Structure Safety Guidelines for the Live Performance Industry in Ontario.
All temporary structures must be identified on your Certificate of Insurance within the description of operations.
An accurate scale drawn plan that shows the layout, size and stance from other structures and property lines is required.
Tents less than 60 square metres do not require a building permit.
Tents greater than 60 square metres require a building permit.
Groups of tents erected closer than 3 metres apart that cover an area over 60 square metres also require a building permit. For example, you can have a maximum of six 10x10 foot tents placed together.
If the tent requires stakes to be entered into the ground, the Event Organizer must request locates to identify where utilities are before staking.
Please note that tents cannot be erected closer than 3 metres to property lines or other structures.
For more information, check out the Tent Information Sheet.
Building permits must include:
If the tent is greater than 225 square metres, has bleachers proposed inside, and/or has enclosed sides, the building application also requires, in addition to the above:
The Building Department will have final say with respect to permit requirements.
If you have questions, please contact the Building Department at 705-292-9507 extension 214 or email building@selwyntownship.ca.
If you choose to include vendors at your event, they must be noted in the description of operations within your Certificate of Insurance.
The Event Organizer is responsible for obtaining a Certificate of Insurance from every organization participating in the event. Certificates must include both the Event Organizer and the Township of Selwyn and any other relevant agencies (Peterborough Public Health, road authority, etc.) as additional insureds.
Event Organizers who wish to have food vendors must complete the Food Vendor Requirement Form for Peterborough Public Health, and a health inspection will be required.
Selwyn Township's Refreshment Vehicle By-law 2023-038 regulates refreshment vehicles and their licensing in our community. A refreshment vehicle is defined as a vehicle or other mobile food premises from which food prepared therein is offered for sale to the public.
Examples of a medical vendor include massage therapy, or chiropractic services taking place at the event. If you choose to include medical vendors at your event, it will adjust insurance requirements.
Waivers: Participants and Vendors
Based on the nature of your event the Township may require the Event Organizer to collect a “release and waiver” from event participants, vendors and/or volunteers. The release and waiver shall release the Event Organizer and The Corporation of the Township of Selwyn from any liability for personal injury or death arising out of the person’s participation in the event and must contain a provision acknowledging that any risk or possibility of injury or death arising out of participating in the event is voluntarily assumed by each participant.
If applicable, the Event Organizer will be required to submit a sample release and waiver as part of their application.
Washrooms and Sanitary Facilities
Event Organizers are responsible for providing portable washrooms and hand sinks if the location for the event does not have sinks if the location for the event does not have sufficient washroom facilities to accommodate the anticipated crowds and people with disabilities.
To determine the number of portable washrooms and hand sinks required for your event, please refer to the Ontario Building Code's Plumbing Fixtures for Assembly Occupancies table 3.7.4.3.(1).
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