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Alcohol policy

Acknowledgement Statement

I, the Sponsor for the described Special Occasion Permit understand that as the Permit Holder, I, or my group, can be held liable for injuries and damages arising from failure to adhere to the Liquor Licence Act of Ontario. These infractions include serving someone to intoxication, serving someone who is already intoxicated, serving minors, and failing to prevent impaired individuals from driving.

I acknowledge, by signing this form, that the 'Your Planning Guide for Hosting An Event', provided to me by the City of Ottawa has been received, read and understood and that I must strictly observe and ensure compliance with the requirements and controls detailed in the 'Your Planning Guide for Hosting An Event '.

 
RELEASE OF LIABILITY, WAIVER OF CLAIMS AND ASSUMPTION OF RISKS AND INDEMNITY AGREEMENT

Please read carefully before signing, then submit this completed signed Acknowledgement Statement form to the City of Ottawa representative responsible for the facility/premises you are booking.

I, the Sponsor of the following described event,

Event (describe): ________________________________________________________

Location: _______________________________________________________________

Date of Event: ________________________________________________________

shall indemnify and save harmless the City of Ottawa from any and all claims, demands, causes of action, loss, costs or damages that the City of Ottawa may suffer, incur or be liable for, resulting from the Sponsors', event workers' and agents' performance, actions and negligent acts or omissions in connection with the holding of the described event involving the serving of alcohol on City premises.

I agree to comply with the regulations of the Liquor Licence Act, to abide by the City of Ottawa Municipal Alcohol Policy, Standards, Policies and Procedures, General Terms and Conditions of the Rental Agreement, City By-laws including but not limited to the Smoking By-law and Noise By-law and Federal, Provincial and Municipal laws that apply to the use of the premises and holding of the described event.

I am the full age of 19 years. I am aware of the nature and effect of the RELEASE OF LIABILITY, WAIVER OF CLAIMS AND ASSUMPTION OF RISKS AND INDEMNITY AGREEMENT that I am signing. I am executing this Release and Waiver of Liability Agreement freely and without any compulsion on the part of the City of Ottawa. I acknowledge to having read this entire Acknowledgement Statement prior to having signed it. Intending to be legally bound, I have signed this RELEASE OF LIABILITY, WAIVER OF CLAIMS AND ASSUMPTION OF RISKS AND INDEMNITY AGREEMENT this _______ day of _________________________ 20 _______

Sponsor, please print your name: ________________________________________________________

Signature of Sponsor: _______________________________________________________________

Sponsor's mailing address: ________________________________________________________

Sponsor's telephone number: ________________________________________________________

Signature of Witness: ____________________________ Dated: ____________________________

Personal information contained on this form is collected under the Authority of the Municipal Act. RSO1990, cM.45, s.207 (45). This information is collected for the administration and management of the City of Ottawa Municipal Alcohol Policy and Risk Management Program. Questions about the collection and use of this information should be directed to the Insurance Services Coordinator, Risk Services, City of Ottawa, 100 Constellation Crescent, 4th Floor West Tower, Nepean, Ontario. K2G 6J8, 613-580-2424 Ext. 43625.

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Municipal Alcohol Policy

( for use of alcohol on City premises )

  1. Policy statement
  2. Definitions and short forms
  3. Terms and conditions
  4. Where the MAP applies
  5. Event category criteria guideline
  6. Events not eligible for special occasion permits
  7. Acceptable premises
  8. Youth admittance to events
  9. Signs
  10. Event servers and monitors
  11. Alcohol server training programs
  12. Security/operational plan
  13. Important facts about alcohol and controlling consumption
  14. Insurance
  15. Alcohol marketing practices
  16. Event advertising
  17. Safe transportation
  18. Controls
  19. Revoking a permit
  20. Failure to comply
  21. Enforcement
  22. Policy monitoring
  23. Policy deviations and amendments
  24. Planning guide, acknowledgement statement and contacts list
  25. Indemnification

1. Policy statement

The City of Ottawa is committed to providing safe and enjoyable City owned/leased premises to its residents and visitors, and recognizes that an effective alcohol policy supports the following objectives:

  • Creates a safe environment at City premises for the general public and staff, thus enhancing enjoyment of events by both drinkers and non-drinkers;
  • Protects the public and staff against bodily injury and property damage caused by alcohol abuse;
  • Contributes to the well being of the community and reduces the risk of ill health caused by alcohol abuse;
  • Reduces opportunities to engage in high risk drinking;
  • Reduces the City's and Sponsors’ exposure to risk by requiring Sponsors to procure third party liability insurance coverage and use trained alcohol servers;
  • Increases the general public's awareness in regard to their responsibilities and obligations under the Liquor Licence Act;
  • Communicates the importance of responsible alcohol management and drinking practices advocated by the City;
  • Provides the public and staff with Municipal guidelines and prevention tools aimed at reducing the potential of alcohol related incidents;
  • Supports the Risk Management Policy Statement approved by Council September 12, 2001.

Therefore, this Policy establishes a series of reasonable conditions, which all persons will be required to follow where the consumption of alcohol is permitted on City premises.

2. Definitions and short forms

In this Policy the following definitions apply:

Alcohol:

Means spirits, wine or beer, or any combination thereof and includes any product of fermentation or distillation in a form appropriate for human consumption as a beverage, alone or in combination with another matter.

City

Means the City of Ottawa, as of January 1, 2001.

Premises

All City of Ottawa, and contractual related third party, owned or leased lands, buildings and structures, or any of them.

Sponsor:

Means any person 19 years of age or over seeking to hold an event involving the serving of alcohol at City premises.

Designate (Responsible Alternate):

A person(s) appointed by the Sponsor, and acceptable to the City, who is over the age of 19 and who has satisfactorily proven to the Sponsor that she/he will act in accordance with the MAP

Trained Server

A paid/volunteer person(s) appointed by the Sponsor, who is over the age of 19 and who has satisfactorily proven to the Sponsor that she/he has been trained by a recognized alcohol server training course to include Smart Serve, S.I.P. and TEAM.

Monitor

A paid/volunteer person(s) appointed by the Sponsor, who is over the age of 19 and who has satisfactorily proven to the Sponsor that she/he will act in accordance with the MAP.

Facility Representative

City official, or designate, having operational jurisdiction over a City premise.

The Standard Drink means,

12 oz or 341 ml. of beer with 5% alcohol

5 oz or 142 ml. of wine with 12% alcohol

1 ½ oz or 43 ml. of spirits with 40% alcohol

MAP

Refers to the City of Ottawa’s Municipal Alcohol Policy

Policy (MAP):

Means the City of Ottawa Municipal Alcohol Policy set out herein.

Special Occasion Permit (S.O.P.):

Means a permit issued by the Alcohol and Gaming Commission of Ontario pursuant to the Liquor Licence Act, which is required any time alcohol is served in a non-private place.

Publicly Advertised

An event which is made generally known to the public, utilizing advertisement sources such as flyers, newspaper, radio or formal announcements.

Good Standing

A Sponsor holding an event in good standing is one who:

  • Operates in compliance with the City of Ottawa MAP and related City of Ottawa By-laws, Policies and Procedures, Terms and Conditions and Standards;
  • Has no prior unresolved issue of non-compliance to the MAP or related City of Ottawa By-laws, Policies and Procedures, Terms and Conditions and Standards;
  • Operates in compliance with the Liquor Licence Act.

3. Terms and conditions

A sponsor holding an event must:

  • Be in good standing with the City
  • Comply with the requirements set out in the MAP
  • Comply with the regulations of the Liquor Licence Act
  • Comply with all rules and regulations, standards, policies and procedures of the City, all City By-laws including, but not limited to the Smoking By-law and Noise By-law, and comply with all Federal, Provincial and Municipal laws that apply to the use of the premises or holding of the event.

4. Where the MAP applies

  • Events occurring on City of Ottawa premises
  • City of Ottawa events held at any location
  • Events sanctioned by the City that are held on premises owned by third parties

5. Event category criteria guideline

A sponsor holding an event must meet the passive, moderate, high risk and major event criteria detailed in the Category Criteria Guideline outlined in Appendix ‘A’.

6. Events not eligible for special occasion permits

All events involving a majority of participants under the legal drinking age of 19 years of age shall be designated as Non-Special Occasion Permit events and no alcohol can be distributed or sold.

7. Acceptable premises

Acceptable premises suitable for serving alcohol include:

  • Those premises for which the City has granted approval to a S.O.P. hold an event;
  • Those premises listed in Appendix B;
  • Those premises where a permanent liquor licence, Catering Endorsement or a S.O.P. has been issued by the Alcohol Gaming Commission of Ontario;
  • Premises which are not identified in Appendix B, when a specialized event is scheduled to occur, provided the Director (or their delegate) of the Branch having operational jurisdiction over the premises has granted permission to hold the specialized event exception;
  • Outdoor premises listed in Appendix B, provided the area is defined by a barricade that is at least 0.9 metres high and that makes the premises readily distinguishable from adjacent premises to which the permit does not apply. This does not apply to a professional sporting event of municipal, provincial, national or international significance at which spectators walk around large areas in order to follow the event if the event is held in an area that is kept separate from surrounding areas. A barricade at least 0.9 metres (36”) high is required at an event involving the driving of motor vehicles, motorized snow vehicles or boats.

The following favourable park guidelines are provided to staff for consideration during the decision making process when a park is being considered as an acceptable location to serve alcohol:

  • Adequate parking is provided to accommodate the nature of the event.
  • The temporary outdoor area used for the serving of alcohol is installed a minimum of 100 meters distance from any residential property.
  • The park is primarily used for community and citywide events.
  • The park offers special attractions and/or is the site of several major sporting facilities.
  • A city premise, with amenities to include a community centre, field house, comfort station arena, etc., located on site.
  • The park location is easily accessible by Emergency Services in the event of an emergency.

8. Youth admittance to events

Persons under the legal drinking age of nineteen (19) should not be admitted to events held on City premises where alcohol is to be consumed, unless accompanied and monitored by an adult 25 years of age. This requirement can be altered at the discretion of the Facility Manager, Supervisor or Portfolio Manager or community partner having operational jurisdiction over the facility. It is understood that underage participants will not be provided or served alcohol directly or indirectly at the event.

9. Signs

During events, where alcohol is to be served, an approved bilingual City sign with the following wording shall be displayed in a prominent location immediately within each licensed area where alcohol is to be sold or distributed in any manner.

 

"IT'S THE LAW"

SERVERS ARE PROHIBITED FROM SERVING ALCOHOL TO PARTICIPANTS UNDER 19 YEARS OF AGE AND INTOXICATED PERSONS, OR TO SERVE ANYONE WHO APPEARS TO BE AT THE POINT OF INTOXICATION

ASK YOUR SERVER ABOUT SAFE TRANSPORTATION OPTIONS!

The original S.O.P. must also be posted/displayed in a conspicuous location in the licensed/server area by the Sponsor for the duration of the event.

Rooms within City premises where alcohol infractions have been an issue, to include all arena change rooms, will be equipped with signs permanently affixed to walls in a visible location stating:

 

CONSUMPTION OF ALCOHOL IS NOT PERMITTED ON THE PREMISES, UNLESS THE CITY HAS GRANTED APPROVAL AND A SPECIAL OCCASSION PERMIT HAS BEEN POSTED ON THE SITE

10. Event servers and monitors

The following guideline sets out the ratio of event servers and monitors to event participants. However, the requirements may be increased or decreased by the Director (or their delegate) of the Branch having operational jurisdiction over the premises depending on crowd dynamics and type of event.

Trained Servers must be certified by a recognized alcohol server training course that has been approved by the City. Recognized alcohol server training courses approved by the City include Smart Serve, S.I.P. and TEAM. The Sponsor shall ensure all event workers are over the age of 19. Door and entrance monitors are encouraged to monitor the door for a minimum of 1.5 hours following the advertised admission time and for a minimum of 1.5 hours prior to the advertised departure time.

Passive, moderate, high risk and major event classifications are determined by staff/community partner based on event dynamics.

 

Trained Servers

Door/Entrance Monitors

Floor Monitors/Security

Passive Event

*1

N/A -The Sponsor is responsible to monitor the entrance to the room

N/A

Moderate Event

2

1 at the entrance to the room

1

High Risk/Major Event

2 + 1 for every additional 200 participants

1 per every entrance to the room

1 + 1 per every additional 200 participants

* The server requirement for ‘passive’ events may be waived at the discretion of the Facility Manager, Supervisor or Portfolio Manager or community partner having operational jurisdiction over the facility, when an event has approximately 100, or less, participants in attendance.

11. Alcohol server training programs

The City of Ottawa offers SMART SERVE training opportunities at the listed facilities on the days specified. SMART SERVE training takes approximately 2.5 hours. Training should be arranged FOUR (4) weeks before the event to ensure SMART SERVE certification is issued prior to the event. To schedule training, contact the facility at the telephone number indicated below.

Location

Day of the Week

Time

Orleans Recreation Complex
1490 Youville Drive
Gloucester, Ontario
Telephone: 613-824-0819

Upon request

Upon request

Heron Road Centre
1480 Heron Road
Ottawa, Ontario
Telephone: 613-247-4808

1st Thursday of every month

7 - 9:30 p.m.

McNabb Recreation Complex
180 Percy Street
Ottawa, Ontario
Telephone: 613-564-1070

3rd Tuesday of every month

7 - 9:30 p.m.

Ron Kolbus/Lakeside Centre
2805 Carling Avenue
Ottawa, Ontario
Telephone: 613-828-4313

The Ron Kolbus/Lakeside Centre is the designated site to offer the on-line Smart Serve Ontario training program.

Contact the Centre directly to register.

Smart Serve training is also available on-line. You will have 30 days to complete the course. The training includes a two-hour test with 25 multiple-choice questions. You receive your results immediately and if you were successful a certification card is mailed to your home. If you have questions or require information regarding the on-line course (and Smart Serve Training Kits) call Smart Serve Ontario, toll-free at 1-877-620-6082 or visit their website a www.smartserve.ca.

Smart Serve training is also provided by Algonquin College; call 613-727-4723 ext. 5226, for information. 

12. Security/operational plan

The Sponsor, if determined necessary by the City, shall submit a security/operational plan when an event is classified as a high risk or major event. Such security/operational plan shall be approved by Police, Fire, Paramedics and the Liquor License Inspector and, at the discretion of the Police, Fire, Paramedics and the Liquor License Inspector, must be amended to conform to the City’s risk assessment of the event. All costs associated with the security/operational plan shall be borne by the Sponsor.

13. Important facts about alcohol and controlling consumption

Non-alcohol beverages must be made readily available throughout the duration of the event and at a cost significantly lower than drinks containing alcohol.

Sponsors must ensure that a variety of low-alcohol ‘lite’ beverages are available. Low-alcohol beverages are the ‘smart choice’ to help control and prevent intoxication. They provide responsible patrons with an opportunity to consume less alcohol and avoid becoming intoxicated at an accelerated rate. For example, a patron consuming a regular beer at 5% alcohol would have to drink two ‘extra light’ beer at 2.5% alcohol to ingest the same amount of pure alcohol. ‘Lite’ beer at 4% alcohol represents a 20% reduction in pure alcohol intake than a regular beer.

The City supports the serving of a ‘standard drink’ as ameasure to gauge alcohol consumption.

The Standard Drink

12 oz or 341 ml. of beer with 5% alcohol

5 oz or 142 ml. of wine with 12% alcohol

1 ½ oz or 43 ml. of spirits with 40% alcohol

Each of these standard drinks has 0.6 ounces or 17 ml. of pure alcohol that has similar effects on the body.

Many alcohol products contain a higher pure alcohol content than a ‘standard drink’. These products are considered to be ‘fortified’. Sponsors and servers are strongly discouraged from serving ‘fortified’ alcohol products and must be aware of the following:

  • Beer products with more than 5% alcohol, wine products with more than 12% alcohol and spirits with more than 40% alcohol, are considered ‘fortified’ alcohol products.
  • Many coolers and beerproducts are ‘fortified’, check the pure alcohol content before serving.
  • ‘Fortified’ products have a greater alcoholic content and patrons must be made aware these products will lead to accelerated adverse alcohol effects on the body.
  • You are responsible to closely monitor and limit the consumption of ‘fortified’ alcohol products by patrons.

Controls to limit consumption:

  • If alcohol beverage tickets are sold, the sale of a maximum of five (5) tickets per person will be permitted at one time.
  • The Sponsor shall allow the redemption of unused tickets for cash on demand at any time during the event.
  • Sponsors are encouraged to limit the number of free drinks provided to guests during an ‘open bar’ event to two (2) drinks per person.
  • That a maximum of two (2) drinks be sold/served to one person at any one time.
  • Prohibit ‘last calls’ and announcements prior to the end of the event that advise patrons the bar is about to close, in order to control drink stocking within the last minutes of the event.
  • Better quality premium drink brands encourage guests to sip and savour their drink rather than ordering multiple lesser-priced drinks.
  • In order to reduce the risk of intoxication and the rate of consumption, Sponsors must supply food sufficient to serve the persons attending the event. Serving food is one of the best ways to lower the risk of becoming intoxicated. Not only does food delay the absorption of alcohol into the blood, but it generally takes longer to drink while you are eating. Sponsors are strongly encouraged to offer food throughout the event, rather than just a buffet at midnight, to ensure your guests are not drinking on an empty stomach. Pizza slices, sandwiches, soups, vegetable dishes, hot dogs or hamburgers are considered substantial food types. Snacks such as chips, pretzels, and peanuts are not considered food and due to salt intake increase the rate of consumption.

Prior to the event, the Sponsor will be requested to provide the Facility Manager, Supervisor or Portfolio Manager or community partner, having operational jurisdiction over the facility, with a copy of the S.O.P. City staff/community partner will review the S.O.P. to ensure the quantities brought on site are acceptable to the City and equal to the quantities listed on the S.O.P. for the number of participants declared to attend the event.

14. Insurance

 

Minimum Third Party Liability Insurance required

Insurance

Endorsements required

Confirmation of Insurance

Passive Event

$1,000,000

Sponsors are strongly encouraged to advise their Insurance Broker that they will be serving/selling alcohol at an event away from their residence in order that their

* Personal Liability Home Owners or Tenants and Condominium Owners Liability can be extended.

For your protection, ask your Insurance Broker to endorse your Personal Liability Home Owners or Tenants and Condominium Owners Liability policy to include:

** Host Liquor Law Liability, or *** Liquor Law Liability

The City may request a Certificate of Insurance, evidencing the coverage.

Moderate Event

$1,000,000

* Personal Liability Home Owners, Tenants or Condominium Owners Liability, or Commercial General Liability, or Special Events Liability

** Host Liquor Law Liability, or

*** Liquor Law Liability Endorsement adding the City of Ottawa as an additional insured.

At the time of final payment for the event, the Sponsor is required to provide a Certificate of Insurance evidencing the coverage.

High Risk/Major Event

$2,000,000

**** Commercial General Liability, or Special Events Liability

** Host Liquor Law Liability, or

*** Liquor Law Liability Endorsement adding the City of Ottawa as an additional insured.

At the time of final payment for the event, the Sponsor is required to provide a Certificate of Insurance evidencing the coverage.

* It should be noted Personal Liability Home Owners, Tenants or Condominium Owners Liability insurance coverage provides protection to the sponsor only.

** A Host Liquor Law Liability endorsement is required if alcohol is not sold.

*** A Liquor Law Liability endorsement is required if alcohol is sold.

**** Endorsement adding the City of Ottawa as an additional insured only applies to the Commercial General Liability or Special Events Liability insurance requirement.

How to Obtain Insurance Coverage

Contact your Insurance Broker to discuss your insurance options. For the information of Sponsors, the City of Ottawa administers a User Group Liability insurance program with a $1,000,000 limit that can be purchased by the Sponsor directly from a city/community partner representative at an affordable premium charge.

15. Alcohol marketing practices

Marketing practices, which encourage increased or immoderate consumption, such as oversized drinks, double shots of spirits, drinking contests, liquor raffles and volume discounts, are not permitted. No alcohol advertising is permitted on City premises frequented by youth without the approval of the Director having operational jurisdiction over the premises. The provision of free alcohol for marketing promotion purposes must be approved by the Director.

16. Event advertising

A Sponsor shall not publicly advertise liquor or the availability of liquor without the prior written approval of the City.

17. Safe transportation

The Sponsor shall be responsible for promoting safe transportation options for all drinking participants at the event. These safe transportation options may include:

  • The requirement to have a designated driver strategy. Your strategy should include information such as the names of the person(s) that will use a personal vehicle to drive impaired participants to a place of safety.
  • The promotion of taxis, buses, or other forms of alternate transportation; and/or,
  • Call a friend, relative, or taxi to assist intoxicated drivers; and/or,
  • If necessary, call police, warn or apprehend the impaired driver.

If an uncontrollable situation develops in relation to intoxicated patrons driving their/others vehicles, the Sponsor, designate, or if present an approved City representative, shall call the Police and request that the intoxicated patrons be apprehended to ensure they do not drive vehicles while intoxicated.

The provision of a taxi service alone is not a substitute for a safe transportation driver strategy. Sponsors must ensure other forms of transportation are also available. If a taxi service is required, the cost to provide such service shall be the responsibility of the Sponsor. At premises where deposits are mandatory, if required, staff/community partner may apply the Sponsor's deposit to pay for this service.

The Sponsor must remain on the premises until all the patrons have left the premises by a safe and satisfactory means of transportation.

18. Controls

The Sponsor, or acceptable designate, shall sign and have witnessed the document attached to this Policy as Appendix ‘C’ to verify that they have received, read, understand and will strictly observe and ensure compliance with these controls and policy regulations.

These controls shall include the following:

  • Prior to obtaining a S.O.P. from the Alcohol and Gaming Commission of Ontario, the Sponsor shall confirm with a City representative that the premises are available for rental on the date required.
  • The event Sponsor must obtain an S.O.P./Catering Endorsement from the Alcohol and Gaming Commission of Ontario and must show proof of this to a City representative prior to the event. Failure to provide this documentation will result in the Sponsor not being permitted to serve alcohol at the event.
  • The Sponsor must display the original S.O.P./Licence/Catering Endorsement and levy receipts in a conspicuous location within the immediate area where the alcohol is to be sold or distributed.
  • All alcohol permitted on the site must be purchased or approved under the S.O.P. application. Substitute or supplementary alcohol is not permitted.
  • If the LCBO has determined a ‘Guest List’ is required for the event, such ‘Guest List’ must be made available at the event for inspection.
  • Acceptable forms of identification, which include a photo, are: a BYID card issued by the LCBO; Driver's licence; Canadian Armed Forces I.D. card; Canadian Citizenship Card, or a Canadian passport. Such identification shall be inspected before admitting and serving a person, apparently under the age of 19.
  • The Sponsor or designate, must attend the event for the entire duration, including the post event clean up, and be responsible for making decisions regarding the operation of the event and safe transportation.
  • The Sponsor, or designate and event workers shall remain sober during the entire event.
  • The Sponsor shall permit City representatives to enter the event at all times.
  • The event Sponsor, and staff if present, must ensure the physical setting is safe for drinkers and non-drinkers. All exits must be kept clear of obstruction.
  • Should the event Sponsor or staff become aware of a situation that could lead to injury or property damage they must take immediate and decisive action to prevent patrons from engaging in activities or conduct that is drunkenness or riotous, quarrelsome, violent or disorderly which could harm themselves or others, or could result in property damage.
  • The event Sponsor will be available upon request to event workers who require assistance in managing a person who is refused a sale or becomes unmanageable.
  • The Sponsor shall ensure liquor that is sold or served on the premises is not removed from the premises, or brought into an unacceptable area, by a person attending the event.
  • All bottles must be retained within the licensed area. All beverages must be served in unbreakable cups except for formal dinners and catered events and events held in a restaurant.
  • The serving of alcohol will cease no later than the hour specified on the S.O.P., Catering Endorsement or Licence.
  • The Sponsor shall conceal or remove all evidence of the service and consumption of liquor within forty-five (45) minutes after the end of the period during which liquor may be sold or served under the permit. (When the bar set-up is permanent, as required by Alcohol and Gaming Commission of Ontario regulations, patrons must be cleared from the room within 45 minutes of closing.
  • The Sponsor must comply with the regulations of the Liquor Licence Act, to abide by the City of Ottawa Municipal Alcohol Policy, Standards, Policies and Procedures, General Terms and Conditions of the Rental Agreement, City By-laws including but not limited to the Smoking By-law and Noise By-law and Federal, Provincial and Municipal laws that apply to the use of the premises and holding of the event.
  • A City or community partner representative, the Sponsor or an event worker who has reason to believe that the presence of a person on the premises is threatening, the City or community partner may request the person to leave or forbid the person to enter the premises. The Sponsor shall not permit persons to enter the premises who are or appear intoxicated, are known troublemakers or individuals who could cause overcrowding.
  • If drunkenness, riotous, quarrelsome, violent or disorderly conduct could lead to an uncontrolled situation and the troublemaker refuses to leave, the Sponsor, designate, event worker or City staff/community partner will:
      • first ask the person to leave, and
      • if the individual refuses to leave, call the Police.

19. Revoking a permit

The City reserves the right to revoke a permit to hold an event or disallow the serving of alcohol at an event on City premises without notice:

  • When the sponsor does not comply with the terms and conditions of the M.A.P. or fails to perform or fails to conduct its activities in a manner acceptable to the City.
  • If the City becomes aware of an individual or group that espouses or promotes views, ideas or presentations which are likely to promote discrimination, contempt or hatred to any person on the basis of race, national or ethnic origin, colour, religion, age, sex, marital status, sexual preference, or disability, gratuitous sex and violence or denigration of the human condition.

20. Failure to comply

A Facility Manager, Supervisor or Portfolio Manager or community partner having operational jurisdiction over the facility has the authority to demand correction and/or to shut down an event on behalf of the City of Ottawa.

Sponsors, individuals and groups who fail to comply with any portion of the M.A.P. will be subject to the following consequences:

  • Loss of their entire, or a portion, of their deposit, shall pay for corrective action, additional costs or damages, and/or
  • Suspension, for a specific period, from booking City premises.
  • Such other action, including long term or indefinite suspension of future rental privileges, as may be determined by the Director (and/or designate) of the Branch having operational jurisdiction over the premises.
  • Deposit amounts can be increased at the discretion of the City when prior infractions occurred that resulted in substantial property damage costs, or when staff/community partner determines the risk or damage is high.

Sponsors, individuals and groups must meet personally with the Facility Manager, Supervisor or Portfolio Manager or community partner having operational jurisdiction over the facility to discuss ways to ensure that all rules will be followed in the future in order that a similar incident does not occur.

The City will report any unresolved infractions of this policy to authorities, including the Alcohol and Gaming Commission of Ontario, whenever they believe such action is required.

When individuals are found to be consuming alcohol in restricted areas without obtaining a S.O.P./Licence/Catering Endorsement, staff will report the infraction to the booking authority having operational jurisdiction over the premises and, if necessary, will call the Police. Known violators will receive a letter advising them of the permit revoking consequences for failure to comply with the MAP.

21. Enforcement

Random monitoring of events where alcohol is served may be conducted by a designate appointed by the Director of the Branch having jurisdiction over the premises.

When City staff/community partner become aware of a Policy infraction, such violation shall be immediately documented and reported to the staff person having operational jurisdiction over the premises and brought to the attention of the Sponsor with a request to rectify the situation. Staff/community partner should not attempt to rectify a violation that could lead to a confrontation resulting in personal injury or property damage. In such cases, the police shall be alerted.

22. Policy monitoring

The Risk Management Account Manager is responsible to monitor the MAP for required amendments to reflect legislated changes, etc. and will meet with the MAP Review Team to discuss such relevant matters on an as-needed basis.

23. Policy deviations and amendments

  • The Risk Management Account Manager, in consultation with the Director (or delegate) of the Branch having operational jurisdiction over the premises, shall have authority to approve minor deviations to the MAP, based on technical grounds, on an event-by-event basis.
  • Authority to approve permanent minor amendments to the MAP is delegated to the MAP Review Team.
  • Major amendments to the MAP will be recommended to City Council for consideration.
  • Authority to waive or revise various other minor deviations, which are noted within the MAP document, is granted to the Director (or delegate) of the Branch having operational jurisdiction over the premises, Facility Managers, Supervisors or Portfolio Managers or community partners.

24. Planning guide, acknowledgement statement and contacts list

Guideline documents summarizing the MAP requirements, attached as Appendix ‘C’, will be provided to Sponsors who apply to hold an event on City premises. Sponsors must complete, sign and return the ‘Acknowledgement Statement’, which forms part of Appendix ‘C’, to the City prior to holding the event.

A current list identifying staff contacts for emergency and essential services will be the responsibility of and maintained by the department having operational jurisdiction over the premises. A list identifying Alcohol and Gaming Commission of Ontario representatives will be maintained by the Risk Management Account Manger and provided to Facility Managers as a quick reference guide.

25. Indemnification

The Sponsor shall indemnify and save harmless the City of Ottawa from any and all claims, demands, causes of action, losses, costs or damages that the City of Ottawa may suffer, incur or be liable for, resulting from the Sponsors’, event workers’ and agents’ performance, actions and negligent acts or omissions in connection with the holding of an event involving the serving of alcohol on City premises.

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Your Planning Guide for Hosting an Event

Table of Contents

The City of Ottawa promotes the health and safety of guests at events held on City premises. If you're holding an event on City premises, you have many responsibilities. For example, when you apply for a Special Occasion Permit (S.O.P.) you agree to be held legally responsible for the safety and sobriety of your guests. As the Sponsor, you and your group can be held liable for injuries and damages arising from failure to adhere to the Liquor License Act of Ontario. These infractions include serving someone to intoxication, serving someone who is already intoxicated, serving minors, and failing to prevent impaired individuals from driving. This step-by-step Planning Guide will help you plan and run your event, provide you with information to control liability, prevent dangerous situations from occurring and how to promote low-risk drinking practices.

The City of Ottawa wants your event to be a successful celebration.

If there are any discrepancies between the provisions provided in this Guide and the Municipal Alcohol Policy, the Municipal Alcohol Policy will prevail.

Things to do before your event

Before you obtain a Special Occasion Permit from the Alcohol and Gaming Commission of Ontario (AGCO), confirm with a city/community partner representative that the premises are available for rental on the date of your event.

  • Obtain an S.O.P./Catering Endorsement from the AGCO and show proof of this to a city/community partner representative prior to the event. Failure to provide this documentation will result in you not being permitted to serve alcohol at your event.
  • The AGCO will advise you when City of Ottawa departments require notification of your event. If the AGCO advised you to contact any of the following City of Ottawa departments, the following contact information is provided to assist you:
     

Ottawa Police Services
Emergency Operations Division
Attention: East District Staff Sergeant
P.O. Box 9634, Station T
Ottawa, Ontario
K2G 6H5

By-law Services Assistant
By-law & Regulatory Services Branch
Attention: Sandra Peck
735 Industrial Road
Ottawa, Ontario
K1S 5M7
613-580-2424 Ext. 31514

Fire Services Branch
Fire Prevention
101 Centrepointe Drive 3rd Floor
Ottawa, Ontario
K2G 5K7
613-580-2424 Ext. 15371 

Environment & Health Protection Division
Attention: Siobhan Kearns
100 Constellation Crescent
Nepean, Ontario
K2G 6J8
613-580-2424 Ext. 23483

Building Code Services Branch
Business Integration Services Unit
Attention: Beryl Brownlee
101 Centrepointe Drive
Nepean, Ontario
K2G 5K7
613-580-2424 Ext. 31326

  • If the AGCO advised you to contact the City of Ottawa you must, at least 21 days prior to the event, write to the City Clerks office and include:
    • A copy of your Special Occasion Permit (S.O.P.) application
    • A detailed sketch showing the dimensions of the area for which the permit will apply
    • Clearly indicate what type of event it is, where it is being held, when it is being held, during what hours alcohol will be serviced, what type of entertainment is planned, if it is an outdoor event and most importantly what type of letter you require from the City Clerk (letter of non-objection to extend a current licence, or a letter of support for the event, or a letter of designation of the event.
  • Prior to the event, you will be requested to provide the community partner, Facility Manager, Supervisor or Portfolio Manager with a copy of your S.O.P. A city/community partner representative will review the S.O.P. to ensure the quantities are acceptable to the city/community partner and equal to the quantities listed on the S.O.P. for the number of participants declared to attend the event. 
  • On the day of the event, display your original S.O.P./Licence/Catering Endorsement and levy receipts in a conspicuous location within the immediate area where the alcohol is to be sold or distributed.
  • All alcohol permitted on the site must be purchased and approved under your S.O.P.  
  • Submit a security/operational plan when your event is classified by the City of Ottawa as a high risk or major event. All costs associated with the security/operational plan shall be borne by the Sponsor.  
  • You must arrange for and maintain third party liability insurance coverage. Your City of Ottawa or community partner representative will advise you what form of insurance, limit of liability and endorsements you require. For your information the City of Ottawa administers an affordable third party liability insurance program that you can purchase directly from your city/community partner representative. 
  • Arrange for alcohol training certification for your event workers. Your City of Ottawa representative will advise you regarding alcohol training requirements and provide you with alcohol training information.

Complete, sign and return the attached Acknowledgement Statement to the City of Ottawa representative responsible for the facility/premises you are booking for your event.

Important facts about alcohol and controlling consumption

Non-alcohol beverages must be made readily available throughout the duration of the event and at a cost significantly lower than drinks containing alcohol. Ensure that a variety of low-alcohol "lite" beverages are available. Low-alcohol beverages are the smart choice to help control and prevent intoxication. They provide responsible patrons with an opportunity to consume less alcohol and avoid becoming intoxicated at an accelerated rate. For example, a patron consuming a regular beer at 5 per cent alcohol would have to drink two 'extra light' beer at 2.5 per cent alcohol to ingest the same amount of pure alcohol. 'Lite' beer at 4 per cent alcohol represents a 20 per cent reduction in pure alcohol intake than a regular beer.

The City supports the serving of a "standard drink" as a measure to gauge alcohol consumption.

The Standard Drink

  • 12 oz or 341 ml. of beer with 5 per cent alcohol
  • 5 oz or 142 ml. of wine with 12 per cent alcohol
  • 1 ½ oz or 43 ml. of spirits with 40 per cent alcohol

Each of these standard drinks has 0.6 ounces or 17 ml. of pure alcohol that has similar effects on the body.

Many alcohol products contain a higher pure alcohol content than a standard drink. These products are considered to be "fortified." Sponsors and servers are strongly discouraged from serving 'fortified' alcohol products and must  be awarethat:

  • Beer products with more than 5 per cent alcohol, wine products with more than 12 per cent alcohol and spirits with more than 40 per cent alcohol, are considered "fortified" alcohol products 
  • Many coolers and beer products are "fortified," check the pure alcohol content before serving 
  • "Fortified" products have a greater alcoholic content and patrons must be made aware these products will lead to accelerated adverse alcohol effects on the body.  
  • You are responsible to closely monitor and limit the consumption of 'fortified' alcohol products by patrons.

Controls to limit alcohol consumption

  • If alcohol beverages tickets are sold, the sale of a maximum of five (5) tickets per person is permitted at one time.  
  • Allow the redemption of unused tickets for cash on demand at any time during the event.  
  • Sponsors are encouraged to limit the number of free drinks provided to guests during an open bar event to two (2) drinks per person.  
  • Only a maximum of two (2) drinks can be sold/served to one person at any one time.  
  • Prohibit 'last calls' and announcements prior to the end of the event that advise patrons the bar is about to close, in order to control drink stocking within the last minutes of the event.  
  • Better quality premium drink brands encourage guests to sip and savour their drink rather than ordering multiple lesser-priced drinks.  
  • In order to reduce the risk of intoxication and the rate of consumption, Sponsors must supply food sufficient to serve the persons attending the event. Serving food is one of the best ways to lower the risk of becoming intoxicated. Not only does food delay the absorption of alcohol into the blood, but it generally takes longer to drink while you are eating. Sponsors are strongly encouraged to offer food throughout the event, rather than just a buffet at midnight, to ensure your guests are not drinking on an empty stomach. Pizza slices, sandwiches, soups, vegetable dishes, hot dogs or hamburgers are considered substantial food types. Snacks such as chips, pretzels, and peanuts are not considered food and due to salt intake increase the rate of consumption.

Things to do during your event and special rules for serving alcohol

You're the host and you must attend the event for the entire duration, including the post event clean-up and be responsible for making decisions regarding the operation of the event and safe transportation.

  • You, or your designate, and event workers must remain sober during the event.  
  • Check identification before admitting and serving a person who is apparently under the age of 19. Acceptable forms of identification, which include a photo, are: a BYID card issued by the LCBO; Driver's Licence; Canadian Armed Forces I.D. card; Canadian Citizenship Card, or a Candian passport.  
  • Permit City representatives to enter the event at all times.  
  • Marketing practices, which encourage increased or immoderate consumption, such as oversized drinks, double shots of spirits, drinking contests, liquor raffles and volume discounts, are not permitted.  
  • Alcohol advertising is not permitted at City facilities frequented by youth without the approval of the City.  
  • The provision of free alcohol for marketing promotion purposes must be approved by the City.  
  • Do not advertise liquor or the availability of liquor without the prior written approval of the City.  
  • The serving of alcohol must cease no later than the hour specified on the S.O.P./Licence/Catering Endorsement.

Reducing the risk of injury, liability and property damage

Ensure the physical setting is safe for drinkers and non-drinkers. All exits must be kept clear of obstructions.

  • If you become aware of a situation that could lead to injury or property damage you must take immediate and decisive action to prevent your guests from engaging in activities or conduct that is drunkenness, riotous, quarrelsome, violent or disorderly which could harm themselves or others, or could result in property damage.  
  • Be available upon request to event workers who require assistance in managing a person who is refused a sale or becomes unmanageable.  
  • Ensure liquor that is sold or served on the premises is not removed from the premises, or brought into an unacceptable area, by a person attending the event.  
  • All bottles must be retained within the licensed area.  
  • All beverages must be served in unbreakable cups except for formal dinners and catered events and events held in a restaurant.  
  • If you, or an event worker, has reason to believe that the presence of a person on the premises is threatening, request the person to leave or forbid the person to enter the premises. Do not permit persons to enter the premises that are or appear intoxicated, are known troublemakers or individuals that could cause overcrowding.  
  • If drunkenness, riotous, quarrelsome, violent or disorderly conduct could lead to an uncontrolled situation and the troublemaker refuses to leave, the Sponsor/designate/event worker/City staff will:  
  • first ask the person to leave, and  
  • if the individual refuses to leave, call the Police 
  • Persons under the legal drinking age of nineteen (19) should not be admitted to an adult social event held on City premises where alcohol is to be consumed, unless they are accompanied and monitored by an adult 25 years of age. It is understood that underage participants will not be provided or served alcohol directly or indirectly at the event.

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Event servers and monitors

The City has established required event workers ratios. Trained Servers must be certified by a recognized alcohol server training course that has been approved by the City. The Sponsor shall ensure all event workers are over the age of 19. Door and entrance monitors are encouraged to monitor the door for a minimum of 1.5 hours following the advertised admission time and for a minimum of 1.5 hours prior to the advertised departure time.

What to do after the event

Sponsors must conceal or remove all evidence of the service and consumption of liquor within forty-five (45) minutes after the end of the period during which liquor may be sold or served under the S.O.P. When the bar set-up is permanent, as required by Alcohol and Gaming Commission of Ontario regulations, patrons must be cleared from the room within 45 minutes of closing.

Safe transportation

You must remain on the premises until all the patrons have left the premises by a safe and satisfactory means of transportation. Sponsors are responsible for promoting safe transportation options for drinking guests at the event. These safe transportation options may include:

  • The requirement to have a designated driver strategy. Your strategy should include information such as the names of the person(s) that will use a personal vehicle to drive impaired participants to a place of safety.  
  • The promotion of taxis, buses, or other forms of alternate transportation; and/or,  
  • Call a friend, relative, or taxi to assist intoxicated drivers  
  • If an uncontrollable situation develops in relation to an intoxicated guest driving their/others vehicles, the Sponsor, designate, or if present an approved City representative, shall call the Police and request that the intoxicated guest be apprehended to ensure they do not drive a vehicle while intoxicated.  
  • If necessary, call police, warn or apprehend the impaired driver. 
  • The provision of a taxi service alone is not a substitute for a safe transportation driver strategy.

Sponsors must ensure other forms of transportation are also available. If a taxi service is required the cost to provide such service shall be the responsibility of the Sponsor. At premises where deposits are mandatory, if required, staff may apply the Sponsor's deposit to pay for this service.