Event planning guidelines

Application timelines

• New events - Applications will be accepted and evaluated on an ongoing basis for the current year and must be submitted at least 60 days in advance. Any requests made within the 60-day limit may be declined if there isn’t adequate time to process application. Those wishing to apply for the following year will be evaluated after Dec. 1 of the current year
• Returning events - If you wish to hold your event again the following year, applications must be submitted by Oct. 15. You can roll over your application online at any time once your current event has been completed. Any changes to dates or locations will be considered once all returning events are confirmed
• The Returning Event Calendar for the upcoming year is finalized from Oct. 15 to Dec. 1 of the current year

Information submission deadlines

• Non-refundable application Fee (due to confirm booking)
• Site map / route map / traffic management plan (60 days)
• Production Schedule (large events) & food vendor information (60 days)
• Supporting permits (21 days)
• Final payment / signed agreement (seven days)

General event

All events taking place on City property are required to have, at minimum, $2 million Comprehensive General Liability Insurance.

The following is required on your Certificate of Insurance:

• A limit of liability of no less than $2 million per occurrence. Some events may require a limit of no less than $5 million as deemed by the City
• The City of Kelowna named as additional insured
• Name of the event, location of event and event dates
• Products/completed operations
• Blanket contractual
• Contractor’s protective
• Personal injury
• Contingent employer’s liability
• Broad form property damage
• Non-owned automobile
• Cross liability clause

All policies noted above shall contain amendments to reflect the following:

• Any deductible or reimbursement clause contained in the policy shall not apply to the City of Kelowna and shall be the sole responsibility of the Insured
• 30 days prior written notice of material change and/or cancellation will be given to the City of Kelowna

Events and/or activities deemed as a higher risk (such as: host liquor, multi day events, participant injury, etc.) will require additional coverage. Details are reviewed through the Outdoor Event Permit process.

Note: Certificate of Insurance must be provided and approved before the Outdoor Event Permit can be issued.

Onsite activities

Many onsite activities have additional insurance requirements or specific guidelines which require City approval prior to being onsite. The most common activities include, but aren’t restricted to, amusement rides, petting zoos, inflatables and drone operators.

All contractors/vendors for these activities must provide proof of Commercial General Liability (CGL) insurance policy via a certificate of insurance with a limit of no less than $2 million (or otherwise deemed by the City) naming “The City of Kelowna, 1435 Water St, Kelowna BC V1Y 1J4” as an additional insured. 

All certificates of insurance are also required to indicate the following:

• The name, address and telephone number of the named insured
• The name, address and telephone number of the insurance broker
• Certificate needs to have the broker’s name, title, company name, broker signature of Authorized Signatory and date signed.
• A description of the location and event to which this certificate applies
• Details of the insurance company writing the policy: name, address and telephone number
• Insurance policy number
• Policy effective date and expiry date
• Policy limits 
• Participant injury
• Description of coverage detailing Commercial General Liability;
• Details related to automobile liability insurance
  • Insurance company writing the policy: name, address and telephone number
  • Insurance policy number
  • Policy effective date and expiry date
  • Policy limits
• Any deductible or reimbursement clause contained in the policy shall not apply to the City and shall be the sole responsibility of the insured named above
• 30 days prior written notice of material change and/or cancellation will be given to the City

Activities requiring additional insurance and subsequent submission of insurance documents will be reviewed as part of the Outdoor Event Permit.

Creating a clear and easy to read site map is important to the hosting and implementation of a successful event. A site map is required for all events taking place on City property. As part of the Outdoor Event Permit, the Event Services Team may facilitate a site walk to familiarize the organizer with onsite amenities and conditions of use.  

For larger events, a production schedule is required, indicating load-in/out plans and timelines. Many event sites have specific guidelines for access. It’s the organizer’s responsibility to ensure contractors are aware of and adhere to guidelines. We created a Sample Production Schedule as a guideline.

When creating a site map, the following should be indicated:

• Areas of use - if using multiple areas of the park, each area should be indicated on the map with activities and/or requirements. This includes areas such as parking lots, lake-based events, beach area, etc.
• Vehicle and emergency access/egress - many parks have specific access routes and guidelines. A minimum 6m (20ft.) emergency access route is required through the event site
• Portable washrooms - location should be easily accessible for servicing, and where feasible, placed on a hard surface
• Dumpsters - location should be away from the main event area, easily accessible for servicing and, where feasible, placed on a hard surface
• Tents - including sizing information
• Inflatables and other onsite activities such as amusement rides, petting zoos, etc.
• All infrastructure such as staging, bleachers, fencing, barricades, display vehicles, etc.
• Generators
• First aid/medical centre location
• Volunteer Tent location - if applicable
• For site maps with beer gardens or full site licensing:
  • Ticket sales areas
  • Service areas
  • Entrances and exits
  • Security locations
  • Fencing

TIP: Place anything requiring electrical access by the onsite services instead of running cords long distances (saves money and removes potential tripping hazards)

We have a useful mapping tool that can assist with the creation of your site map.

Please note for events with activities on the water, it’s the organizer's responsibility to confirm any Transport Canada or Ministry of Transportation requirements and to have adequate safety measures in place. Please see the Water Section for more information.

Many City parks have onsite washrooms to service the general public. Extra supplies and cleanings are coordinated by the City to support onsite events at no charge back to the organizer (some exceptions may apply).

When event attendance exceeds onsite services, it’s the organizer's responsibility to arrange for portapotties. The cleaning and security of the portapotties is also the responsibility of the organizer. 

For general planning, the recommendation for quantity is at a ratio of one portapottie/stall per one hundred people (1:100). This includes onsite washroom facilities and portapotties.

Accessible portapotties should be added if onsite accessible stalls are limited in number.

Portapotties should be placed on a hard surface where feasible, and easily accessible for load in/out and servicing.

We provide electrical access in many of our event parks at no cost to event organizers. Availability and amount vary per park. To supplement electrical onsite, generators may be permitted under the guidelines outlined below; subject to City approval.

It’s important for organizers to determine the total electrical requirements for their event - this includes amount required to access electrical (plug into) onsite as well as the number and size of generators onsite at your event, to determine both grounding and electrical permit requirements. 

TIP - When creating your site map, ensure any activities or food vendors requiring electrical access or grounding for generators are placed near these services in the park. The Event Services Team can provide service locations in the various parks.

Generators and grounding

Generally speaking, most generators are required to be grounded. Technical Safety BC will state to ground generators as per the manufacturer’s instructions. However, staking, the most common instruction, isn’t permitted in city parks. 

Other grounding options need to be sourced and may include:

• Self grounding generators
• Grounding plate(s) - several parks have grounding plates which can be identified through the Event Services Team
• Alternative grounding options - as facilitated by the Event Services Team. Organizers aren’t permitted to ground to infrastructure in the park without prior approval

Electrical Permit

An Electrical Permit is required when the onsite supply requirement is greater than 250kVA or the equipment (i.e. generators) installed for temporary use AND the supply is greater than 5kVA.

We highly recommend visiting Technical Safety BC for more information, and to apply for a permit.

A copy of the electrical permit or email confirmation from Technical Safety BC stating such a permit isn’t required must be submitted as part of the Outdoor Event Permit.

TIP - All cords must be covered to prevent tripping hazards. Cable covers are a quick and easy way to help make the event site safe. Visit our Available equipment accordion to learn how to reserve the cable covers and learn more about what other event equipment may help you!

Garbage/recycle/refundables

We’re proud to offer garbage, recycle and refundable bins and bags, at no charge to assist in the waste management of your event.

• Bins can be requested as part of the Outdoor Event Permit process
• Bin sizes are the standard 240L recycle bin size issued by the Regional District of Kelowna to homeowners
• The City will drop off the bins and bags prior to the event and pick them up post event
• Management of provided garbage/recycle/refundables and the permanent onsite bins during the event is the responsibility of the organizer
• It’s the organizer's responsibility for all garbage/recycle and refundable bag removal post event

Dumpsters

City parks generally don’t have access to onsite dumpsters. It’s the responsibility of the organizer to provide dumpsters for recycle and garbage as part of their waste management plan.

Dumpster location should be located on the site map and drop/pickup times will need to be provided as they often occur outside of the event date. Insurance will need to cover the entire time infrastructure such as dumpsters are in the park.

Management plan

A good waste management plan can be a major contributor to a successful event. Without one, the event site can look messy, dirty and unappealing, lowering the quality of the experience for attendees.

Suggestions for efficient waste management:

• Strategically place bins where obvious garbage will be created – i.e. by food trucks, booths, or existing receptacles
• Group the garbage/recycle/refundables bins together in groups of three so participants can make the right choice. If not together, attendees are likely to dump everything into one bin
• Plan a process and identify locations for discarding full bags - i.e. dumpster, back of truck, etc. For larger events, book golf carts to expedite process
• Have a dedicated team responsible for overseeing the bin - i.e. Solicit a sports team or community group to manage the refundables portion in exchange for keeping the profit or offer an honorarium for full waste management
• Ensure volunteers are monitoring onsite bins as well as event bins

Road closures may be approved as part of the Outdoor Event Permit.

Requirements for road closures:

• Signage posted on impacted roadways a minimum two weeks in advance of closures
• Class 1 barricades
  • At all entry points
  • Accompanied by marshal/volunteer
• Class 3 barricades
  • Required at all unmanned entry points
• Emergency corridor of 20ft (6m) throughout
• Traffic Management Plan
• Courtesy tows as necessary
• Public notification of road closures to impacted residents and businesses
• Clearly defined detour routes

Traffic Management Plans

Detailed Traffic Management Plans showing all traffic control devices and personnel, detour routes, and traffic flow are the responsibility of the organizer. The Traffic Management Plan is subject to City approval and must be implemented by the organizer as approved.

All requirements identified by the BC Ministry of Transportation, City of Kelowna, RCMP, Work Safe BC, Motor Vehicle Act or other related governing bodies must be adhered to.

When required, RCMP support will be enlisted for traffic management at the organizer's cost and managed through the Outdoor Event Permit.

Ministry of Transportation approval is required for any provincial highways, roadways, lands and waterways. MOT approval is required as part of the Outdoor Event Permit. Please visit Ministry of Transportation for more information.

Traffic equipment such as barricades, detour signs, cones, etc., can be booked as part of the Outdoor Event Permit. Visit our City Event Equipment section for more information.