Hosting an Event in Vaughan

Whether you're considering a community festival or sporting event, the first step is to determine the scope, size and budget of your event in order to find a suitable venue. If you're considering a venue on municipal property, please proceed to Step 2. For events on private property, please proceed to Step 3. 

All community events on municipal property require a facility permit to reserve the space and ensure the event runs smoothly and safely. Permit approval is contingent on many factors, including the nature of the request, venue availability, and the completion and submission of all necessary event requirements.

City facilities 

• Parks (playgrounds, splashpads, tennis facilities and courts, skate parks, walking trails, basketball courts, baseball diamonds, soccer fields and more)
• Community centres 

For more information about facility rentals, please visit vaughan.ca/FacilityRentals. 

Event locations

Event locations include, but are not limited to, the following:

• Community centre activity rooms and gymnasiums  
• Concord Thornhill Regional Park
• Dr.’s McLean Park
• Mackenzie Glen District Park
• Maxey Park
• North Maple Regional Park
• Vaughan Grove Sports Complex
• Vaughan Studios & Event Space  

For all facility inquiries, please contact rec@vaughan.ca.

To obtain a facility permit, please complete the Special Event in a City Park or Facility (PDF) request form and submit it to rec@vaughan.ca.

Commercial general liability insurance

Commercial general liability (CGL) insurance is a broad type of insurance coverage designed to protect organizations from financial loss due to third-party claims of bodily injury, property damage, or personal injury.

Insurance is required for all events. If you are hosting your event at a City of Vaughan facility, you can:  

1. obtain and submit your own CGL insurance by having your insurance provider complete the standardized insurance template (PDF).
2. purchase third-party liability insurance through the Recreation Services department at the same time as applying for your facility permit. Insurance fees are based on the scope and size of your event. 

Note: Vendors are separate legal entities and require their own insurance.

Minimum insurance requirements

• outdoor exhibits - $5,000,000
• other special events - $2,000,000
• if inflatable devices are present, an additional $2,000,000

A special event permit is required to hold a variety of special events in the city of Vaughan, such as athletic events (community runs or races), outdoor exhibitions, filming (including student filming), parades, processions, festivals, and street parties/social events.

How to apply

1. Apply through the licensing portal at vaughan.ca/BusinessLicensing.
2. Complete the Special Events Permit (PDF) application form and either:
   1. mail the form to the By-law and Compliance, Licensing and Permit Services department.
   2. drop the form off in-person at any drop box located at the entrances of Vaughan City Hall, with the enveloped marked, "Attn: By-law and Compliance, Licensing and Permit Services."
   3. submit the form via email to bylaw.licensing@vaughan.ca, along with scanned copies of required documentation and a phone number of the contact person for staff to collect payment.

Note:  

• Events on private property may also require a special event permit
• Farmer's markets, events at places of worship and events by invitation only do not require a special events permit, however, must remain compliant with all City By-laws. 

Refreshment vehicles 

If you are inviting refreshment vehicles to operate at your event that are not licensed in the city of Vaughan, complete the Special Event Invitation for Refreshment Vehicles Licensed in Other Municipalities (PDF) form and provide it to the refreshment vehicle owner. Once your special event permit is approved, the refreshment vehicle owner(s) can use this invitation to apply for a Refreshment Vehicle License (PDF), which is needed to operate at your event. For more information about the refreshment vehicle license application process, please visit the Refreshment Vehicle webpage. 

Inflatables/carnival rides 

Event organizers that would like to have inflatables or carnival rides are required to ensure the amusement device operators have a valid operating license issued by the Technical Standards and Safety Authority (TSSA). Vendors would also have to provide additional insurance, naming the Corporation of the City of Vaughan as additional insured on their policy with a minimum of $2,000,000 liability.

Fireworks 

Fireworks are only permitted on private property. It is illegal to set off fireworks in a park or on a roadway, sidewalk or any other public property. If you would like to have fireworks at your special event on private property, a fireworks permit (PDF) is required. For more information, please visit vaughan.ca/fireworks.

Food vendors and personal services

If your event includes food vendors or personal services (e.g., hairdressing or tattooing), York Region requires that you complete a Food Vendor Application Event Form (PDF) and/or a Personal Service Settings Vendor Application Form (PDF). These forms, if applicable, must also be submitted with your special event permit application. For more information, please visit York Region's Special Events, Farmers' Markets and Wild Game Dinners webpage.

Lottery 

Event organizers wishing to feature gambling, gaming or games of chance (50/50 draws, Bingo, raffles, and/or the sale of break-open tickets, etc.) must obtain a lottery license (PDF). Silent auctions do not require a lottery license.

Alcohol 

The City of Vaughan promotes the health and safety of all participants at events where alcohol is being sold or served. If your event will be serving or selling alcohol, a Special Occasion Permit Application must be submitted to the Alcohol and Gaming Commission of Ontario (AGCO). Applications must be received 30 days before the event if there will be less than 5,000 attendees and 60 days before the event if there are more than 5,000 attendees. Events selling alcohol can inquire about a letter of support from the City of Vaughan's Office of the City Clerk that can be used to apply for the liquor license through the AGCO. The letter of support is not a requirement to apply for the liquor license.

Emergency plan 

The emergency plan should include plans to protect the public, organizing staff and participants from any identifiable hazards and threats that may occur at the event. The emergency Plan should include details of any paid duty officers, firefighters and/or paramedics, and their access routes. An emergency plan template has been provided.

Services in Kind 

The Parks, Forestry and Horticulture Operations department provides equipment rentals and delivery for various items:   

• Fixed stage
• Mobile stage (staffing charges apply, security required overnight)
• Garbage containers
• Recycling bins
• Picnic tables
• Tables and chairs
• Tent (20 feet by 10 feet OR 10 feet by 10 feet)
• Generator
• Podium

The following City services are also available at an additional cost: 

• Garbage pick-up
• Portable washrooms
• Additional field lining and grooming 

Events on private property requesting a service in kind are subject to the approval of the Parks, Forestry and Horticulture Operations department.

Waste management plan

It is important to determine a waste management plan to ensure a clean, safe, and enjoyable event for everyone. All events require a waste management plan that is approved by the Parks Operations team. Please complete the form and submit to rec@vaughan.ca for review and approval.

Locates 

Utility infrastructure, such as hydro, gas or irrigation lines, may be buried below the surface of City property. If your event requires the installation of any object that penetrates the ground, including, but not limited to, fence posts, tent poles and pegs, locates must be completed. It is the responsibility of the event organizer to notify City staff of the intention to stake an object into the ground prior to event setup. Locates must be obtained a minimum of two weeks prior to the event and are valid for 30 days once performed. Additional fees apply. 

The erection of any temporary structure larger than 20 feet by 10 feet requires a building inspection and permit. This includes tents and mobile stages. For more information, including how to submit an application, visit the Building Standards webpage.

To improve and make the planning process as seamless as possible, we need your feedback! Once your event is complete, you will be sent a post-event survey. Please submit the completed survey to rec@vaughan.ca. You will also be invited to attend a post-event information session to discuss successes and challenges that you may have experienced or to simply share best practices with other event organizers.