Event planning resources

The Event Central Office is the first point of contact for organizers of large outdoor events and film productions and administers the Special Events on Public and Private Property By-law and the Film By-law .

Event Central staff lead integrated event and film planning in a supportive environment, reconcile the input of all impacted stakeholders, and ensure organizers and City services are coordinated in a manner that contributes positively to special events and film and their safe execution.

Contact us

No matter the size of your event, Event Central is available to help you in figuring out what permits and approvals may be needed.

Event Central Office
EventCentral@ottawa.ca
613-580-2424 extension 14613

Event Central’s Event Guide includes special event permit requirements, best practices, and templates.

• Online application portal guide
• Diversity and Inclusion best practices
• Municipal Alcohol Policy guidelines
• Alcohol Management Plan template
• Checklist for patio extensions
• Updated drone usage guidelines
• Updated health, safety, and wellness resources

Public safety is an important element of special event planning. It is good practice for organizers of events of all sizes and complexity to plan for mitigating and managing risks associated with their event (preventing emergencies as well as being prepared for them). All applicants for a Special Event Permit must submit an emergency plan at the time of application.

A Special Event Permit is required for outdoor events on public or private property when the expected attendance is 500 or more persons at any one time per the Special Events on Public and Private Property By-law (No. 2013-232)

Emergency Planning: A Guide for Event Organizers is a comprehensive guide created to help event organizers in understanding their responsibilities, assessing risks and hazards at events, best practices, and completing the online emergency plan tool.

The online emergency plan tool is available to organizers applying for a special event permit through the My ServiceOttawa special events portal. The tool asks a series of questions and inputs responses into a template that can be downloaded and printed by organizers for use during actual event operations.

The Province of Ontario offers IMS 100 - Introduction to Incident Management System as a self-guided free course through the Emergency Management Training Portal. The course is designed to teach the basic functions, concepts, and principles of the Incident Management System (IMS). At the end of the course, participants will be aware of the major functions within IMS and be able to assume limited roles within an incident management team for simple incidents. The system can be used for planned events when an emergency response is needed to protect life, property, and/or the environment.

The Guide to Serving Alcohol at your Event provides information and tips to help you run a safe event.

The event hosts shall ensure that there is:

• No intoxication
• No disorderly conduct
• No promotion of immoderate consumption
• No serving to patrons less than 19 years of age

Event organizers are encouraged to include Party Safer planning and messaging about substance use, violence prevention, and promotion of mental health as they plan and host their event. Information on Party Safer tips and strategies are available through Ottawa Public Health (OPH) websites:

• Party safer tips
• The Link - party safer
• Stop Overdose Ottawa
• Mental Health and Substance Use Health Services

Examples of Party Safer planning include:

• Reach out to OPH through the event review process to discuss availability of training (i.e., how to ID an OD, naloxone, violence prevention, mental health) for organizers, their staff, and volunteers. Ensure that staff and volunteers are aware of the opportunity to attend these no-cost virtual trainings sessions and where they can access no cost naloxone kits.
• Promote the OPH websites as well as Party Safer messaging through social media channels prior to and during the event
• Post visuals (i.e., Stop Overdose Ottawa posters) in high traffic areas at the event. Visit the OPH website print resources for downloadable posters (i.e., Anything Can be Cut with Fentanyl or Carfentanil)

The following event policies can decrease the risk of overdose and other drug related harms:

• Intoxication policies and procedures (ID check, Smart Serve training)
• Availability of low-cost non-alcoholic drinks
• Access to first aid, security, and volunteer presence
• Reduce risks through lighting, crowd control, and hazard mitigation
• Position toilets and health facilities in accessible and well-lit areas
• Provide free water
• Signage in high traffic areas (i.e., entrances, toilets, etc.)
• Adding QR codes to mental health and substance use resources on tickets and/or entry bracelets

Free smoke and vape-free event signage for organizers via an online request form is available from Ottawa Public Health.

Two types of signs available:

• Events on City-owned property
• Events on Federally-owned or private property

The City of Ottawa encourages all event organizers to make their events as accessible as possible so that everyone can participate fully. Refer to the Event Guide for a list of industry best practices.

Accessibility resources

Accessibility for Ontarians with Disabilities Act – Making Outdoor Events Accessible

Province of Ontario – How to Make Customer Service Accessible

Province of Ontario – How to Make Information Accessible

Province of Ontario – Planning Accessible Events (PDF 2MB)

Province of Ontario – Guide to Accessible Festivals & Outdoor Events

Ontario Municipal Social Services Association – Guide to Accessible Public Engagement (PDF 5MB)

People from a diversity of ancestries, abilities, ages, countries of origin, cultures, genders, incomes, languages, races, and sexual orientations make this a vibrant city and contribute to creating a city for everyone. Refer to the Event Guide for a list of industry best practices.

Diversity and Inclusion Resources

Equity and Inclusion Lens Handbook – City of Ottawa

Diversity Snapshots (quick reference documents on people who are at risk of exclusion) – City of Ottawa

Indigenous Relations webpage – City of Ottawa

Equity and Inclusion in the Arts Fund (EIAF) – City of Ottawa

Case Study: How to Promote Diversity at an Event by Diversifying the Photographers Covering It – RBC Bluesfest

The City of Ottawa encourages all organizers to incorporate green initiatives in their event planning. Refer to the Event Guide for a list of industry best practices.

Green Event Resources

Greening your Event – City of Vancouver

Information for Festival/Event Organizers – Green Festivals

Toolkit for Food Waste-Free Events – The Rockefeller Foundation

The following organizations provide a space for member organizations to post their opportunities, recruit potential volunteers, and provide resources such as safety protocols, codes of conduct, and volunteer recognition.

Ottawa Festivals - Volunteer Connect 

Volunteer Ottawa

Volunteer Canada

Conditions for festivals, carnivals, and other similar events

Events which require road closures but are not demonstrations, sidewalk sales, residential block parties, donation stations, parades or sports events include: festivals, carnivals, street dances, outdoor masses, fun-a-thons and various fund-raising activities. These temporary road closures are typically of long duration and are separate from road closures required for parades and sports events in that they are required to accommodate non-moving events. City of Ottawa streets also need to be closed sporadically for filming requirements and to accommodate events not staged on the road that is closed.

The following conditions apply to events other than demonstrations, sidewalk sales, parades and sports events (hereinafter referred to as “event”) that require City of Ottawa street closures.

1. Adequate provision for bus service is essential when planning an event. A City street that is a public transit route shall not be closed for an event unless there exists an acceptable parallel road that can be used as an alternate public transit route.
2. An acceptable detour must exist that is safe and able to accommodate the redistributed traffic and the different kinds of traffic without adversely affecting through traffic patterns. Factors such as estimated traffic volumes, turning radii and parking will be used to determine if an available detour is acceptable.
3. It is the responsibility of the event organizer to provide all required barricades on the advice of municipal staff or the police.
4. It is the responsibility of the event organizer to ensure that all streets that intersect with the closed portion of roadway are completely barricaded at all times and that volunteers are stationed at these intersections to ensure that they remain closed, unless there is a need for one or more barricade to be moved to accommodate local traffic or the police otherwise instruct.
5. It is the responsibility of the event organizer to ensure that barricades and trained volunteers are positioned at both ends of the road closure at all times to assist emergency vehicles and those with legitimate business through the barricaded area, as well as ensure that a 5.0 m passageway is kept clear of obstacles at all times within the road closure so that emergency vehicles can proceed through unimpeded.
6. An information pamphlet titled “Guidelines For Route Marshalls” shall be made available to event organizers by municipal staff. It is the event organizer’s responsibility to ensure that their volunteers understand what is expected of them prior to the event beginning.
7. An event will not be permitted on a City street from Monday to Friday (statutory holidays excepted) between 7:00 am and 6:00 pm and comfort of any person in any dwelling house, apartment house, hotel or other type of residence). 
8. Temporary regulatory signs and alterations to traffic control signal displays or timing phases may be required to facilitate the event. These services, if required, shall be performed by municipal staff at the City’s cost. ll, confined fire, supervised at all times, and used to cook food on a grill or a barbecue.
9. Temporary detour and/or advance warning signs required to facilitate the event shall be erected, maintained and removed by municipal staff at the City’s cost.
10. It is the responsibility of the event organizer to provide details of the event to residences, businesses, churches and any other institution or organization that may be impacted by the event a minimum of 10 days in advance of the event. Furthermore, the event organizer will work with business representatives, etc., to minimize any inconvenience the event may cause.
11. It is the responsibility of the event organizer to ensure that any litter generated as a result of the event is picked up.
12. Ads published in the three major local newspapers which provide road closure details, recommend alternate routes and provide information relating to available alternate transit routes, may be required. Whether or not this is required will depend on anticipated traffic implications. If required, the City will assume this responsibility to inform the police of his/her name and/or that of his/her designate prior to its occurrence.
13. Some or all costs associated with the provision of police resources (both human and vehicular) required to safely secure the event may be charged to the event organizer. The extent of required police resources shall be determined by the police or municipal staff. A permit may be subject to summary cancellation if adequate police supervision is not secured before the commencement of the event.
14. In accordance with the old Corporation of the City of Ottawa Noise By-law Number 3-97, the use of sound reproduction devices during special events is authorized between the hours of 7:00 am and 11:00 pm so long as the police are satisfied that said devices are being “used in a reasonable manner” (i.e. the volume is not intolerably high so as to unreasonably disturb the peace and comfort of any person in any dwelling house, apartment house, hotel or other type of residence).
15. The applicant shall provide and maintain Comprehensive General Liability or Special Events Liability insurance subject to limits of not less than Two Million ($2,000,000.00) Dollars inclusive per occurrence for bodily injury, death and damage to property. Such insurance shall be in the name of the applicant and shall name the City of Ottawa as an additional insured thereunder.
16. The provision of a completed and signed Statement of Indemnification by the applicant or a person with signing authority within the organization making application is required.
17. Failure to comply with any of the above criteria during an approved event may result in the ‘two strike rule’ being applied against the organization (or organizer) that requested the Special Event Permit. The ‘two strike rule’ is a penalty provision whereby in situations of non-compliance during an approved event, staff will work with the organizer to ensure compliance during subsequent events. If non-compliance occurs a second time, a subsequent application from the same organization (or organizer) will not be considered for a period of two years from the time the second violation occurred (in other words a one year penalty for organizations that have annual events and a two year penalty for organizations that have more frequent and less involved events to plan). Time permitting, event organizers have the option of appealing a decision of the Transportation, Utilities and Public Works General Manager to the Transportation and Transit Committee.
18. The event organizer is forewarned that an approved event may be arbitrarily altered or cancelled in response to an emergency situation. The use of this authority shall not be unreasonably applied.

Conditions for parades and sport

The following conditions apply to parades or sports events staged in whole or in part on City of Ottawa streets. Conditions apply to both where “event” is used.

1. Adequate provision for bus service is essential when planning an event route. A City street that is a public transit route shall not be closed for an event unless there exists an acceptable parallel road that can be used as an alternate public transit route.
2. The primary downtown Transitway corridor consisting of Albert and Slater Streets and the Mackenzie King Bridge shall not be considered as potential sections of event routes.
3. The crossing of Rideau Street at Sussex Drive or MacKenzie Avenue or the crossing of the Rideau Canal on Rideau Street or Laurier Avenue shall not be included as part of a parade or sports event route if the magnitude of the event may cause northbound traffic on Nicholas Street to back up onto Highway 417 or southbound traffic on King Edward Avenue to back up and restrict traffic exiting the Macdonald Cartier Bridge.
4. During an approved event, public transit must be maintained to the greatest extent possible. As such, police officers, at the event organizer’s cost, must be stationed at all locations where public transit routes intersect the event route. Buses must be assisted through the intersections periodically to maintain to the greatest extent possible the integrity of the regularly scheduled transit service.
5. When a City street is closed for an event, and a residential or business area has no other access point, a police officer, at the event organizer’s cost, must be stationed at the main access corridor to the closed-off area to assist emergency vehicles and those with legitimate business through the intersection.
6. An event will not be permitted on a City street during weekday peak traffic hours (7:00 am - 9:00 am and 3:30 pm - 5:30 pm). Statutory holidays are excepted.
7. A parade will not be permitted to double back on its route or reverse its direction. This significantly increases the time that traffic is unable to cross the parade route. Exceptions may be made where practicable.
8. It is the responsibility of the event organizer to ensure that an approved event starts on time. The event organizer is responsible for additional policing costs incurred as a result of the delay. This does not apply if the event is delayed for reasons beyond the event organizer’s control.
9. Traffic, except emergency vehicles and buses under police supervision, shall not be permitted to cross a parade route until the parade has passed
10. It is the responsibility of the event organizer to provide all required barricades on the advice of municipal staff or the Ottawa Police.
11. All streets that intersect with an approved parade route that are not bus routes shall be barricaded, unless municipal or police officials indicate otherwise. It is the responsibility of the event organizer to ensure that each barricaded street is staffed by a courteous and trained volunteer to assist emergency vehicles only through the barricades.
12. Barricades supported by “Road Closed - Local Traffic Only” signs shall also be placed one block back from an approved event route. Volunteers must also be positioned at these locations to assist any person having legitimate business between such barricades and the approved event route, unless municipal or police officials indicate otherwise.
13. Training courses for volunteers staffing barricades are offered by the Ottawa Police for major events if requested. An information pamphlet titled “Guidelines For Route Marshalls” shall also be made available to event organizers by municipal staff. It is the event organizer’s responsibility to ensure that their volunteers understand what is expected of them prior to the event beginning.
14. Volunteers stationed along the event route shall remove the barricades and thereby open their intersections to traffic as the last event participant passes them or as directed by the police.
15. Temporary regulatory signs and alterations to traffic control signal displays or timing phases may be required to facilitate the event. These services, if required, shall be performed by municipal staff at the City’s cost.
16. Temporary detour and/or advance warning signs may be required by municipal staff or the police to divert traffic away from the vicinity of the event. If required, they shall be erected, maintained and removed by municipal staff at the City’s cost.
17. It is the responsibility of the event organizer to provide details of the event to residences, businesses, churches and any other institution or organization that may be impacted by the event a minimum of 10 days in advance of the event. Furthermore, the event organizer will work with business representatives, etc., to minimize any inconvenience the event may cause.
18. It is the responsibility of the event organizer to ensure that any litter generated as a result of the event is picked up.
19. Ads published in the three major local newspapers which provide road closure details, recommend alternate routes and provide information relating to available alternate transit routes, may be required. Whether or not this is required will depend on anticipated traffic implications. If required, the City will assume this responsibility.
20. Some or all costs associated with the provision of police resources (both human and vehicular) required to safely secure the event may be charged to the event organizer. The extent of required police resources shall be determined by the police or municipal staff. A permit may be subject to summary cancellation if adequate police supervision is not secured before the commencement of the event.
21. In accordance with the old Corporation of the City of Ottawa Noise By-law Number 3-97, the use of sound reproduction devices during special events is authorized between the hours of 7:00 am and 11:00 pm so long as the police are satisfied that said devices are being “used in a reasonable manner” (i.e. the volume is not intolerably high so as to unreasonably disturb the peace and comfort of any person in any dwelling house, apartment house, hotel or other type of residence).
22. Major parades and other special events that require complete road closures on Bank Street between the Queensway and Lansdowne Park are limited to:
    1. one on a Saturday between 1 January and 30 April;
    2. one on a Saturday between 1 May and 31 August;
    3. one on a Saturday between 1 September and 31 December, and
    4. the Pride Parade on a Sunday each year. With respect to the Saturday events, the administering of the application process shall be based on seniority unless the previous year’s event does not re-occur, in which case any substitute event may be approved on a first come first served basis. Other proposals to close Bank Street completely for a special event (i.e. over and above the three major parades on Saturdays and Pride Parade on Sunday each year) may be considered either to celebrate extraordinary achievements (i.e. Stanley Cup Parade) or something like a Central Canada Exhibition Parade.
23. The applicant shall provide and maintain Comprehensive General Liability or Special Events Liability insurance subject to limits of not less than Two Million ($2,000,000.00) Dollars inclusive per occurrence for bodily injury, death and damage to property. Such insurance shall be in the name of the applicant and shall name the City of Ottawa as an additional insured thereunder. Exceptions may be made for parades when the liability implications are minimal. When insurance is required, other jurisdictions such as the National Capital Commission will also need to be co-insured if its roads are closed as a result of an event occurring on a City street.
24. The provision of a completed and signed Statement of Indemnification by the applicant or a person with signing authority within the organization making application is required.
25. Failure to comply with any of the above criteria during an approved event may result in the ‘two strike rule’ being applied against the organization (or organizer) that requested the Special Event Permit. The ‘two strike rule’ is a penalty provision whereby in situations of non-compliance during an approved event, staff will work with the organizer to ensure compliance during subsequent events. If non-compliance occurs a second time, a subsequent application from the same organization (or organizer) will not be considered for a period of two years from the time the second violation occurred (in other words a one year penalty for organizations that have annual events and a two year penalty for organizations that have more frequent and less involved events to plan). Time permitting, event organizers have the option of appealing a decision of the Transportation, Utilities and Public Works General Manager to the Transportation and Transit Committee.
26. The event organizer is forewarned that an approved event may arbitrarily altered or cancelled in response to an emergency situation. The use of this authority shall not be unreasonably applied.

Conditions for sidewalk sales

The following conditions apply to sidewalk sales conducted on City of Ottawa streets.

1. The applicant must represent a Business Improvement Area, or if a Business Improvement Area does not exist, must represent the majority of the other merchants on the street wishing to participate in the sidewalk sale. A Special Event Permit will not be issued to an individual merchant making application in isolation.
2. It is the responsibility of the applicant to ensure that each business within the limits of the proposed sidewalk sale receives adequate prior notification and is given an opportunity to participate.
3. It is the responsibility of the applicant to ensure that each merchant participating in the sidewalk sale is provided with a copy of the permit.
4. It is the responsibility of the applicant to install, maintain and remove any barricades that may be required by municipal staff or the Ottawa Police.
5. No tables or barricades shall be permitted within 6.0 m of an intersection.
6. There must be a minimum of 1.5 m of clear sidewalk space maintained at all times.
7. Access must be maintained at bus stops for buses loading and discharging passengers.
8. Access must not be denied to sellers wishing to exercise their rights to vend on the sidewalk or persons who ordinarily have legal access to the sidewalk.
9. Merchants participating in the sidewalk sale shall be restricted to the sidewalk/roadway within the boundary lines of their establishment as extended across the sidewalk/roadway. Merchants wishing to use sidewalk/roadway space in front of an adjacent or any other establishment as part of their display require the written approval of that establishment’s proprietor.
10. It is the responsibility of the applicant to ensure that any litter generated as a result of the sidewalk sale is picked up.
11. Temporary No Stopping signs and parking meter covers may be necessary if the use of the curb lanes in addition to the sidewalks is also required for the sidewalk sale. These services, if required, shall be performed by municipal staff at the event organizer’s cost.
12. If the use of the curb lanes in addition to the sidewalks is also required for the sidewalk sale, the roadway must be kept clear of all infrastructure (i.e. barricades, traffic cones, tables, merchandise, etc.) during weekday peak traffic hours (7:00 am – 9:00 am and 3:30 pm to 5:30 pm). Statutory holidays are excepted.
13. The applicant shall provide and maintain Comprehensive General Liability or Special Events Liability insurance subject to limits of not less than Two Million ($2,000,000.00) Dollars inclusive per occurrence for bodily injury, death and damage to property. Such insurance shall be in the name of the applicant and shall name the City of Ottawa as an additional insured thereunder.
14. The provision of a completed and signed Statement of Indemnification by the applicant or a person with signing authority within the organization making application is required.
15. Failure to comply with any of the above criteria during an approved sidewalk sale may result in the ‘two strike rule’ being applied against the organization (or organizer) that requested the Special Event Permit. The ‘two strike rule’ is a penalty provision whereby in situations of non-compliance during an approved sidewalk sale, staff will work with the organizer to ensure compliance during subsequent events. If non-compliance occurs a second time, a subsequent application from the same organization (or organizer) will not be considered for a period of two years from the time the second violation occurred (in other words a one year penalty for organizations that have annual events and a two year penalty for organizations that have more frequent and less involved events to plan). Time permitting, event organizers have the option of appealing a decision of the Transportation, Utilities and Public Works General Manager to the Transportation and Transit Committee.
16. The event organizer is forewarned that an approved sidewalk sale may be arbitrarily altered or cancelled in response to an emergency situation. The use of this authority shall not be unreasonably applied.

Residential block parties conditions

Definition: For our purposes, a residential block party may include a barbecue, dance or any like social event that the majority of residents living within the street closure limits support.

The following conditions apply to residential block parties conducted on City of Ottawa streets.

1. Barricades are required at both ends of the street to be closed at all times.
2. It is the responsibility of the event organizer to ensure that volunteers are positioned at both ends of the street closure at all times to facilitate local access and assist emergency vehicles through the barricaded area if necessary. To this end, a 5.0 m passageway must be kept clear of obstacles within the closure so that emergency vehicles can proceed through unimpeded.
3. It is the responsibility of the event organizer to make every effort to ensure that those residing within the block closure limits are informed of the event details.
4. It is the responsibility of the event organizer to ensure that any litter generated as a result of the event is picked up. 
5. In accordance with the old Corporation of the City of Ottawa Noise By-law Number 3-97, the use of sound reproduction devices during special events is authorized between the hours of 7:00 am and 11:00 pm so long as the police are satisfied that said devices are being “used in a reasonable manner” (i.e. the volume is not intolerably high so as to unreasonably disturb the peace and comfort of any person in any dwelling house, apartment house, hotel or other type of residence).
6. If a police officer or municipal official determines that the use of sound reproduction devices disturbs the peace and comfort of any person in any dwelling house, apartment house, hotel or other type of residence, the permit holder shall ensure that the volume of said devices is turned down to an appropriate level upon request of the officer or official.
7. If the use of sound reproduction devices during the approved residential block party results in further substantiated noise complaints, future street closure requests to close the same street will not be approved by the City of Ottawa.
8. The provision of a completed and signed Statement of Indemnification by the applicant or a person with signing authority within the organization making application is required.
9. In situations where complaints are received following an approved residential block party, verification of the level of support for a subsequent request at the same location will be required. In such instances, it is the responsibility of the event organizer to petition the residents within the proposed street closure limits to determine their support, or lack of, for the proposed block party. Only one signature per residence will be considered. A majority in support of the proposal, or more than 50 percent, is required (i.e. if there are 20 residences located within the proposed block closure limits a minimum of 11 signatures in support of the proposal from 11 different residences are required).