Required Special Event Documents

STEP 1 – SUBMIT APPLICATION

• Parks Use Application 1 (Event in any City park)
• Event Application 1A (Stationary event held at venue other than in a City park)
• Event Application 1B (Walk/run/cycle/parade)
• Event Application 1B (Walk/run/cycle/parade)
• Event Application 1C (Beer Graden)
• Foster Park Gazebo Reservation Request 1D (for groups under 100 persons)
• Parksville Community Park Gazebo Reservation Request 1E (for groups under 100 persons)
• Parksville Community Park Picnic Shelter Request 1F (for groups under 100 persons)
• Green space / Pocket Park Reservation Request 1G (for groups under 100 persons)

STEP 2 – SUBMIT SITE PLAN AND TERMS AND CONDITIONS

The special events coordinator will review the application and contact organizers for a site plan and signed terms and conditions. For one-time, minimal risk events with fewer than 100 participants, approval may be issued after the application form and signed terms and conditions have been received. The City of Parksville reserves the right to request further documents or event details depending on the nature of the event and the number of participants.

• Terms and Conditions for Use of City of Parksville Facilities
• Terms and Conditions for a Beer garden

STEP 3 – STAFF REVIEW/EVENT APPROVAL

Events with multiple bookings, and/or 100+ participants, and/or complex events, the special events coordinator may initiate a pre-planning meeting with additional department representatives. During this stage, your event application will be reviewed and required documents will be outlined.

Documents include, but are not limited to:

• Certificate of liability insurance
• Sanitation plan
• Traffic management plan
• Refundable damage deposit

Event Approval
All documents and deposits must be received at least ten business days before your event. If documents are not received within the due date, the City reserves the right to cancel your event. Applications for large-scale events must be submitted six months in advance of the proposed event date. Approval letters will be emailed to organizers once all supporting documents are received and have been reviewed/approved by the required departments.