Frequently Asked Questions

What is the Special Events Advisory Team?

The Special Events Advisory Team (SEAT) is made up of representatives from municipal departments and separate agencies that facilitate or permit various aspects of special events. The SEAT meets on a biweekly basis to review event details and online applications. By submitting a special event application, you'll receive support from municipal representatives who will collaborate with you to ensure your event is successful.

Tourism & Event Support 

What programs are available to support events in the community? 

How do I find out about events happening in the city? 

An events calendar can be found at discoversudbury.ca/events. To have your event added to the calendar, please email sudburytourism@greatersudbury.ca.  

Parks and Recreation Services

Do I need permission to host an event on City property?

Yes, you must get permission to host an event on City property for a few reasons. The first is to ensure that no other group has already booked the space you are hoping to use. The second is to determine if the space you are interested in using is the best location for your specific event. Lastly, to ensure that the event you plan to host abides by all event policies and requirements and is safe for all those attending.  If you would like to speak with City staff about a location for your event or to learn more about planning an event, reach out to events@greatersudbury.ca 

What City facilities are available for event rentals and how do I book them? 

Parks and Recreation Services has a variety of locations where special events can be hosted. Some of which include outdoor gazebos, arena halls, green spaces, and the Grace Hartman Amphitheatre. To check availability of these facilities, please call Parks and Recreation Services at 705-674-4455 ext. 2446 or email Parks.Recreation@greatersudbury.ca  

Bylaw

When does an event require a noise exemption?

Anytime there is amplified or unusual noise from a special event, an exemption to the noise by-law may be warranted depending on the location of the event.

What is neighbourhood notification and do I need one for my event?

If your special event includes noise that may disturb residents close by, you must notify those residents in advance of the event.  Notification generally consists of the event organizers creating a notification letter that will be distributed to nearby residents' homes.  It is the event organizers’ responsibility to create, print, and distribute these letters prior to the event.  A notification letter template is available through your city liaison.

How do I have my event deemed municipally significant?

Events serving alcohol to the public must be deemed municipally significant by the councillor overseeing the ward where the event will occur. This requirement is mandated by the Alcohol and Gaming Commission of Ontario for obtaining a Special Occasions Permit. When you submit your event application and indicate alcohol service to the public, By-law will start this process and issue the municipal significance letter to the event organizer before the event. 

Building Services 

When do I require a tent permit?

Tents larger than 646 square feet (about twice the area of a parking space) require a tent permit. Tents exceeding 2422 square feet must undergo review by a professional engineer. Depending on the size and scale of your event, we recommend using standard 10x10 tents with weights whenever feasible.

How far apart must the tents be spaced?

Tents must be spaced 10 feet apart from each other, all structures, and property lines. The tents must be made of fire-retardant materials, and the tie-downs cannot present a tripping hazard.

When do I require a permit for a stage?

A permit is required for stages 2’ (24”) in height or higher. For more information, please contact Building Services at 705-674-4455 ext. 4278.

Traffic Disruptions 

When do I require a road closure or road occupancy permit?

A Road Occupancy Permit is required for any roadwork or event that occurs within the City’s right of way (road allowance).

A Road Closure Permit is required for any event or construction work that necessitates closing the road. For complete information on permit requirements and fees, please visit the Traffic Interruptions and Road Closures page. 

What is a traffic control plan and why do I need one?

Event planners are required to provide a traffic control plan with their event application, detailing how traffic will be managed during the closure. You can refer to the Ontario Traffic Manual’s Book 7 (Temporary Conditions) for guidance or hire a third-party company to develop the plan. City staff will review and approve the Traffic Control Plan. 

Once your Road Occupancy/Closure permit and traffic control plan are approved, you will receive your permit via email. Police Services will be informed of the permit's status, and Paid Duty Officers may be required to escort your parade or direct traffic at closed intersections. 

Insurance Requirements 

Why do I need event liability insurance and why is it so important?

Event insurance is mandatory when renting city property or premises for events or gatherings. This insurance shields you, your group, or your named company from liability in the event of injuries or property damage leading to a lawsuit against the organizer. The City does not offer liability coverage to event organizers, their groups, companies, employees, or volunteers, nor does it extend coverage to claims or legal actions arising from the event.

Do vendors taking part in my event need to provide insurance?

Most insurance plans purchased by the event organizers do not provide liability coverage to their vendors. 

As the event organizer, you can also be held liable if a vendor at your event causes injury to individuals or damage to property. In such cases, the injured party may sue both the vendor and the event organizer. 

As the event organizer, you are required to collect certificates of liability insurance from all your vendors as proof of their coverage. Ensure the event organizer is listed as an additional insured on these policies.  

Public Health Sudbury & Districts 

When does an event require a food permit? 

When serving food to the public outside of an inspected food premises, a Special Event Food Service Permit is required. To obtain this permit, a vendor application must be submitted to Public Health for review by a Public Health Inspector. However, if you are only serving low-risk, pre-packaged food items purchased from an inspected food premises (such as candy or chocolate), a permit is not necessary. 

For large events with multiple food vendors, event organizers should complete and submit an organizer application. Each food vendor must also submit a separate vendor application for review by a Public Health Inspector. 

Please be aware that the City of Greater Sudbury requires a Special Event Food Certificate for any public event where non-pre-packaged food is served, even if the kitchen is PHSD inspected. This requirement applies to the event itself, not just the food handlers. 

For more information, contact Public Health Sudbury & Districts at 705.522.9200 ext. 464, Monday to Friday, 8:30 a.m. to 4:30 p.m., or visit their website at Public Health Sudbury & Districts. 

Where do I get more information on safe food handling procedures?

Visit Public Health Sudbury & Districts’ website at Public Health Food Handler Training  or contact a public health inspector at 705.522.9200 ext. 464, Monday to Friday, from 8:30 a.m. to 4:30 p.m., for more information.

Are petting zoos allowed at events? 

While petting zoos are popular attractions, they can also be a source of infection and illness for visitors. If you’re looking to have a petting zoo at your event, you’ll need a Special Event Animal Exhibit Permit from Public Health. phsd.ca/professionals/owners-operators/animal-exhibits 

Public Safety at Events 

What is an Emergency Plan and why is it important to have one for my event?

An emergency management plan for an event is a detailed strategy that outlines how to handle potential emergencies, including medical incidents, fires, and severe weather. It includes procedures, roles, communication methods, and training to ensure a swift, effective response and the safety of all participants.  

An emergency management plan is crucial for ensuring the safety and well-being of attendees, staff, and volunteers at an event. It helps identify and mitigate risks, enables a swift and coordinated response to emergencies, and ensures compliance with legal requirements. Additionally, it boosts public confidence, minimizes disruptions, and improves overall preparedness and reputation. 

How do I get a permit to have a bonfire or fireworks at my event?

To obtain a permit for a fire or fireworks in Greater Sudbury, you must submit a completed application form to Fire Services. For bonfires, you need to provide details about the location, size, and purpose of the fire. For fireworks, the application requires information about the type of fireworks and the event's location. You can access the necessary forms on our Fire Services page.

Greater Sudbury Police Services 

When are Police required at events? What are Paid Duty Officers?

The Greater Sudbury Police Service is committed to providing a quality service to the community. The Paid Duty Program allows approved clients to hire off-duty officers on a contract basis to provide a police presence at their events. Officers will not be assigned to any function that requires them to act outside the normal scope of police duties. Some of the assignments for which officers are available include (but are not limited to): 

  • Community events, festivals, and concerts 

  • Film productions 

  • Parades 

  • Road construction 

  • Sporting events 

  • Traffic control 

Each request will be reviewed to ensure it falls within the mandate of the Paid Duty Program. The Greater Sudbury Police Service reserves the right to determine the number of officers and equipment required for an event based on a risk assessment. Fees for this service do apply and are determined by the number of officers required and the duration they will be on site. 

Services will only be provided when all parties agree, and all required positions are filled. The GSPS is under no obligation to provide paid duty police officers. All requests for paid duty services are subject to prior approval by the Service. Please contact the Paid Duty Coordinator at 705-675-9171 ext. 2523 or email paid.duty@gsps.ca to organize paid duty officers for your event.