Required Special Event Documents

The City requires all event booking documents to be completed prior to approval. Please note, submission of the application does not guarantee the event has been approved. The person signing the application form is responsible for ensuring all conditions in the agreement are met. A proposed event, including returning or repeat applications should not be advertised before obtaining approval from the City, keeping in mind the review process timeline, the complexity of the proposed event, and any required input from other City departments. Email applications to events@parksville.ca

STEP 1 – SUBMIT APPLICATION

Parks Use Application 1 (Event in any City park)
Event Application 1A (Stationary event held at venue other than a City park)
Event Application 1B (Walk/run/cycle/parade/sidewalks)
Event Application 1C (Beer Garden)
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. Depending on the nature of the event and the number of participants, the City of Parksville reserves the right to request further documents or event details.

STEP 3 – STAFF REVIEW/EVENT APPROVAL

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

Requirements include, but are not limited to:

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

Liability Insurance
Event liability insurance can be purchased through your own provider or the Municipal Insurance Association of BC (MIABC), which offers an easy event policy portal or miabc.eventpolicy.ca

Event Approval
All documents and deposits must be received at least ten business days before your event. If documents are not received by 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 relevant departments.

FOR INFORMATION

British Columbia Major Planned Events Guidelines

Return to Top

Home Residents Business Visitors City Hall Online Services