Detailed Booking Information

Below are important guidelines and requirements to consider when booking and hosting an event at Tom Davies Square.

Presence at the Event: The organizer must be present for the duration of the event to oversee its activities.

Noise Control: Ensure noise levels remain appropriate to avoid disrupting City of Greater Sudbury or Greater Sudbury Police Services operations.

Security: Additional security may be required for events at Tom Davies Square. Corporate Security will assess the security needs and if necessary, arrange for additional security at a cost of $27.59 + HST per hour, per guard, as of May 2025. A four-hour minimum charge applies per guard. Rates are subject to change on an annual basis. 

Insurance: Proof of insurance is required for all events. Organizers will submit a Certificate of Insurance naming the City of Greater Sudbury as additional insured. Coverage will range from $2 million to $10 million, depending on the type of event and must be provided at least 10 days prior to the event. Organizers can submit their own certificate of insurance or purchase coverage through an insurance vendor, such as Instant Risk, or any other licensed liability insurer. For more information on insurance, visit Insurance Requirements for Events on City Property.

Emergency Response Plan: Organizers must have the necessary resources to implement the City’s emergency response guidelines during events. They will be provided with the TDS fire safety plan and must familiarize themselves with its emergency procedures in case of an emergency.

Accessibility: For individuals with mobility issues, Tom Davies Square can be accessed by Minto Street, which provides an accessible route to the entrance; or accessible parking spaces are available in the underground parking garage. Visitors can use the elevator from the parking garage to the ground floor where they can access the foyer or courtyard.  

Parking: Paid underground parking is available via Paris or Minto Streets. Pay Stations are located on both the municipal and provincial sides of the parking lot, before exiting. Additional parking is available at nearby city lots and on-street spaces. Payment can be made at the nearest pay station or through the HotSpot Parking app. Parking is free after 6 p.m. and on weekends, unless there is an event at the Sudbury Arena.

Gate Access to the TDS Courtyard: If you are requesting access through the locked gates on Minto or Larch Streets, contact TDS Security at 705-665-1130.  

Courtyard Vehicle Access and Weight Capacity: Only passenger vehicles and light-duty trucks or vans (under 4,000 kg or 9,000 lbs.) may access the area. Special access for heavier vehicles requires prior authorization, which may include a load analysis. All vehicle access, including for delivery and pickup of event equipment, must meet the weight restriction requirement.

Electrical Outlets: Multiple outlets are available; please specify your needs in the special event application. If you intend to use outlets in the courtyard, City staff will activate them for the event. 

Extension Cords: All extension cords must be CSA-approved, heavy duty, in good condition and appropriate for their intended use. Extension cords must also be securely taped down or otherwise secured to prevent tripping hazards.? 

Tablecloths, Skirting and Drapes: These may be used but must be fire-rated and certified as fire-resistant. 

Tents: Tents or canopies can be set up in the courtyard and must be secured with weights or sandbags. Tent stakes are not permitted. Tents and canopies must be fire rated and certified fire resistant. All tents must have a separation of at least ten feet from other tents, structures and property lines. Tents greater than 646 square feet require a building permit.

After-Hours Use of Equipment: Equipment will be set up in the foyer for after-hours events. If the event is held in the courtyard, the equipment will be left in the foyer. Event organizers can access the equipment by contacting TDS Security via the intercom by the revolving doors. Security will provide access, and organizers are responsible for moving and setting up the equipment, as well as returning it to the foyer afterward.  

Vendors: The organizer must submit a list of all participating vendors. Vendors serving food must provide insurance certificates and special events food service permits. 

Events with Food and Alcohol: Events involving food or alcohol must follow the City’s guidelines. Learn more here.

Fire: Open flames, including candles, are prohibited in the foyer. If a bonfire is planned for the courtyard, please include this information in the special event application. No unattended fire or unattended open flame is permitted in the courtyard. Prior authorization is required from the City of Greater Sudbury Fire Services and Facilities Management. 

Washrooms: Public washrooms are available on the main floor of Tom Davies Square, Monday to Friday, from 8:30 a.m. to 4:30 p.m. Access outside of these hours requires prior arrangement and additional security costs.

Cleanup, Waste Removal and Janitorial Services: Event organizers are responsible for cleaning up after their event, ensuring the space is left in the same condition as it was prior to the event. For large events, organizers are also responsible for recycling and garbage removal. After-hours janitorial services are available at a cost of $31 per hour, with a minimum charge of three hours, as of May 2025. Rates are subject to change on an annual basis. An estimate will be provided based on the event's needs and the applicable hourly rate for these services. 

Gate Access to the TDS Courtyard: If you are requesting access through the locked gates on Minto or Larch Streets, contact TDS Security at 705-665-1130.  

Courtyard Vehicle Access and Weight Capacity: Only passenger vehicles and light-duty trucks or vans (under 4,000 kg or 9,000 lbs.) may access the area. Special access for heavier vehicles requires prior authorization, which may include a load analysis. All vehicle access, including for delivery and pickup of event equipment, must meet the weight restriction requirement

Damages: The event organizer is responsible for any damages, repair costs or loss of City property or equipment. These costs are due immediately upon receipt of the invoice. 

For more information or assistance, contact events@greatersudbury.ca.