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How To Book

Fill out the application below the more information and detail you include the easier it will be for us to assist you with your request.

Planning Guide_ Application.pdfPlanning Guide & Application Form


Fax applications to 403 320 4163 or drop off in person to Recreation & Culture (3rd floor City Hall).

Special Event Planning Checklist

Special Event Checklist

FAQ's:

How quickly will I know if my event has been approved?

  • Depending upon the complexity of the event approvals can take a minimum of  1 – 10 business days
  • For major events the planning process can take several months for all parties involved
  • Ensure you allow enough time when submitting your application form

What if I make changes to my event after I send my application in?

  • A review and approval process will begin
  • Recreation & Culture and other City business units will review the request depending upon the event requests
  • The Facility Programmer will be responsible for booking the event and will be the person through whom all additional requests, approvals, permissions and requirements will be communicated
  • Ensure the Facility Programmer is informed of any changes as the event develops     403-320-3011
  • Although initial approval for an event may be given, additional details may be required
    • Program activities
    • Production schedule
    • Site layout
    • Food and merchandise sales
    • Vehicle access/use 
    • Public health and safety services
  • Organizers may also be asked to supply additional documentation
    • Licensing insurance
    • Indemnification
    • Other legal requirements

Space Availability

  • The peak season for outdoor events is typically mid-May until mid-October
  • Space is typically available for programmed activity between 9:00 a.m. and 10:00 p.m.
  • Requests for earlier or later times may be considered on a case by case basis
  • Only one event is allowed in any given space at the same time
  • Priority will be given to events that have taken place in previous years

Event Restrictions

  • Priority is placed on requests for space for special events which are open to the public and which have a recreational, cultural, environmental or community wellness mandate
  • Private functions, commercial functions and/or events that are primarily religious or political in nature may be considered on a case by case basis.

Activity Restrictions

  • Applicants are to identify all activities they wish to include as part of their event
  • As the event develops and planned activities change, the applicant must keep their liaison informed of these changes
  • All activities of an event are subject to prior approval before the event
  • Each space may have amenities or be located within a community that makes it distinct from other spaces and will determine what activities are appropriate or inappropriate
  •  Activities that may be approved in one site may not be appropriate in another
  • Condition of the space and availability of staff may be factors 
  • Event activities will determine many of the conditions that will be put into place and which other regulating bodies will be contacted
  • Most restrictions that will be put into place are to ensure public safety and preservation of the space setting
  •  Activities not generally permitted include those which: 
    • May cause significant damage to the space or environment 
    • Are against bylaw and/or law 
    • Are not compatible with natural open space 
    • Involve risk to individuals or the City of Lethbridge