Special Events Permit

As per By-Law No. 25-10, applicable fees are dependent on the scope of the event.

• Not for Profit Organizations proposing a fund-raising event or any proposed community events are NOT subject to any fees
• Private organizations are subject to a $150.00 fee

Payments can be made over the phone by Visa or Mastercard.

The Special Events Permit is valid for one (1) year from the date of issue unless otherwise approved by the Counties. All copies must be signed and issued by the Counties.

Please ensure that the event dates on the Permit reflect the actual event dates. Amendments to the dates can be communicated to the Counties at any time.

Full Road Closure – Any event proposed for the roadway where a complete closure is required to ensure public safety. A designated detour route will be required as part of the submission.

Partial / Lane Closure – Any event proposing the closure of a single lane of traffic where a traffic control plan and/or a detour route will be required.

Roadway Use – Any event proposing the use of the roadway where the flow of traffic will not be altered and a traffic control plan will not be required. Such events may include, races, rallies, walks and marathons. Due to the increased risk, additional insurance may be required.

Road Allowance – Any event proposing the use of the road allowance which includes all spaces between the road surface and the adjacent property line. A traffic control plan may be required.

Limerick Forest – Any event proposing the use of the Limerick Trails. Please specify the preferred trail.

Signed Terms and Conditions: A digital signature acknowledging the terms and conditions of the permit.

Insurance Certificate: A certificate of insurance confirming coverage and naming the United Counties of Leeds and Grenville as an additional insured is required. The standard minimum coverage is $5,000,000 Liability. The Certificate must be signed and stamped by the insurance company and submitted with the application form.

Letter of Endorsement from Local Township: A letter from the Town Clerk or Public Works Manager stating that they are aware and in favour of the proposed event. The letter must be signed and dated.

Map of Route Along County Roads: A map outlining the proposed travel route/path for marathon/race/rally type events.

Proposed Detour Route: Where a complete road closure is proposed, a clearly defined detour route with traffic control measures outlined and described, shall be submitted with the permit application. The Counties may request an alternative route should public safety be of concern or if the route conflicts with scheduled Counties works.

Site plan: A site plan shall be submitted for any event proposing the use of property owned by the Counties. Items to be demarked on the site plan may include parking, vendor booths/tents, emergency services, entrances and exits, washrooms, and dinning locations.

Traffic Management Plan: A traffic management plan, conforming with the Ontario Traffic Manual Book 7, shall be submitted with any application proposing a complete and/or partial road closure. The Counties may also request a traffic management plan for events making use of the road allowance and/or roadway.

Draft Copy of the Notification Letter to Residents: Should a road closure be proposed, a letter to the residents outlining the event details (date and time), detour route and event contact information shall be submitted with the application.