Apr 22, 2024

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

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.

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

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.

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