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 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
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
- Other legal requirements
- 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
- 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.
- 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