Information for third party advertisers

The Elections Office is open by appointment only. Third party advertisers, or their agents, may contact the Elections Office by phone at 613-580-2660 or by email at elections@ottawa.ca to schedule an appointment to meet with staff. Appointments will be reserved on a first come, first serve basis.

Municipal elections in Ontario, including the City of Ottawa’s, are governed by the provincial Municipal Elections Act, 1996 (the MEA) which provides rules for the administration of elections. The MEA expressly states that the City Clerk, and by extension the Elections Office, is responsible for the preparation and conduct of municipal elections. As such, staff are not in a position to interpret the legislation, provide advice to candidates or third party advertisers, nor investigate or review any campaign related matters.

Reporting campaign concerns or complaints 

In accordance with the MEA, neither the City Clerk nor any other City employee have a role in investigating concerns related to third party advertising campaigns. This statutory oversight and investigatory role lies with the Election Compliance Audit Committee (ECAC). The ECAC is a statutory body responsible for reviewing and making decisions on applications for municipal election campaign finance compliance audits, and on reports from the City Clerk regarding “apparent contraventions” of contribution limits prescribed by the MEA resulting from the regular municipal election or any by-election held during the term of office for the City Council for which the Committee was appointed. 

For more information on ECAC, visit ottawa.ca/ecac.

Reporting election sign concerns or complaints

By-law and Regulatory Services is responsible for the enforcement of the City’s Signs on City Roads By-law and Temporary Signs on Private Property By-law. Any concerns or complaints regarding election signs should be directed to 3-1-1.

Interfering with or damaging election signs is an offence under the Criminal Code of Canada. Individuals that witness election sign tampering can contact the Ottawa Police at 613-236-1222. Owners of election signs that are tampered with can report the incidents online at ottawapolice.ca or through the Police Reporting Unit at 613-236-1222, extension 7300.

For more information on elections signs, visit ottawa.ca/vote.

A third party advertisement refers to an advertisement in any broadcast, print, electronic or other medium that promotes, supports or opposes a candidate in the election, or a "yes" or "no" answer to a question on the ballot.

For more information, we recommend consulting the Ministry of Municipal Affairs' 2022 Third Party Advertisers’ Guide. This guide was created to provide third party advertisers with general information in plain language concerning the rules and constraints of the Municipal Elections Act, 1996 and other legislation and regulations.

In addition, the City of Ottawa’s Elections Office created a Becoming a third party advertiser in the City of Ottawa's 2022 Municipal Elections guide to provide information to those considering registering in the 2022 Municipal Elections.

Only the following persons and entities are eligible to become a third party advertiser:

• An individual who is normally a resident in Ontario.
• A corporation that carries on business in Ontario.
• A trade union that holds bargaining rights for employees in Ontario.

The following persons and entities that are not eligible register as a third party advertiser:

• A candidate whose nomination has been filed under section 33.
• A federal political party registered under the Canada Elections Act (Canada) or any federal constituency association or registered candidate at a federal election endorsed by that party.
• A provincial political party, constituency association, registered candidate or leadership contestant registered under the Election Finances Act.
• The Crown in right of Canada or Ontario, a municipality or local board.

The registration period for the 2022 Municipal Elections for third party advertisers to file or withdraw their registration forms is closed. The registration period began on Monday, May 2, 2022, and ended on Friday, October 21, 2022 at 4:30 pm.

Notices of Registration for the 2022 Municipal Elections are public documents and are available for inspection at the Elections Office by appointment.

An individual, corporation, or trade union cannot raise or spend any money on third party advertisements that will appear during an election in the City of Ottawa until they have registered as a third party advertiser and opened a bank account exclusively for the purposes of the election campaign.

Third party advertisers are responsible for keeping records of the financial activities related to their campaign and are required to keep these records until Sunday, November 15, 2026, when the next council or school board takes office.

Spending limits for third party advertisers

Third party advertisers are subject to two spending limits:

1. A general spending limit; and      
2. A separate limit for expenses relating to parties and other expressions of appreciation after voting day.

The general spending limit is calculated based on the number of electors who are eligible to vote in the municipality where the third party is registered. The formula to calculate the limit is $5,000 plus $0.05 per eligible elector, to the maximum of $25,000.

The spending limit for expenses relating to parties and other expressions of appreciation after voting day is calculated as ten percent of the amount of the general spending limit, to the maximum of $2,500.

The initial spending limits for the 2022 Municipal Elections were provided to third party advertisers at the time of filing of their registration forms. The final spending limits will be provided to third party advertisers on or before Sunday, September 25, 2022. The City Clerk’s calculation of the spending limits is final, and the higher amount will prevail.

Spending limits for registered third party advertisers:

• Final spending limits
• Initial spending limits

Campaign contributions

Campaign contributions are any money, goods or services that are given to a third party advertiser for use in their campaign, including money and goods that a third party advertiser contributes to their own campaign. Third party advertisers must issue a receipt for every contribution they receive. The receipt should show who made the contribution, the date, and the value of the contribution.

Third party advertisers can accept contributions from:

• Any person who is a resident of Ontario.
• A corporation that carries on business in Ontario.
• A trade union that holds bargaining rights for employees in Ontario.
• The third party advertiser and, in the case of an individual, his or her spouse.

Third party advertisers cannot accept contributions from:

• A federal political party registered under the Canada Elections Act (Canada) or any federal constituency association or registered candidate at a federal election endorsed by that party.
• A provincial political party, constituency association, registered candidate or leadership contestant registered under the Election Finances Act.
• The Crown in right of Canada or Ontario, a municipality or a local board.

Campaign contribution limits

Contributors may contribute a total of $1,200 to a third party advertiser in relation to third party advertisements that appear during an election in the City of Ottawa. The maximum total amount that a contributor can give to third party advertisers in the City of Ottawa is $5,000.

Contributions greater than $25 may not be made in cash. All contributions above $25 must be made by cheque, money order, or by a method that clearly shows where the funds come from.

Under the Municipal Elections Act, 1996, third party advertisers are required to inform each of their contributors of these contribution limits.

Campaign contribution rebates

Third party advertisers are not eligible to participate in the City’s Contribution Rebate Program.

Campaign period

The campaign period for a third party advertiser begins on the day their Notice of Registration is filed and ends on Tuesday, January 3, 2023. On this date, the third party advertiser’s campaign is automatically closed. Third party advertisers cannot accept any contributions or incur any expenses after the end of the campaign period.

If at the end of the campaign period a third party advertiser’s campaign expenses are greater than their campaign income, their campaign will be in deficit and they extend their campaign to fundraise.

If a third party advertiser’s campaign has a surplus, the third party advertiser must pay the surplus to the City Clerk when filing their financial statement.

Extending a campaign

If a third party advertiser has a deficit at the end of the campaign period, they can extend their campaign for an additional six months to attempt to erase the deficit.

To extend a campaign, a third party advertiser must:

• file a Notice of Extension of Campaign Period - Form 6 on or before Tuesday, January 3, 2023.
• submit the form in person to the Elections Office during regular office hours.

The extended campaign period will continue until the earliest of the following:

• the deficit is erased;
• the third party advertiser notifies the City Clerk in writing they are no longer accepting any contributions; or
• the end of the Supplementary Campaign Period on Friday, June 30, 2023.

Third party advertisers that extend their campaign must submit two financial statements by the statutory deadline dates as follows:

• Initial financial statement must be filed on or before Friday, March 31, 2023 at 2 pm
• Supplementary financial statement must be filed on or before Friday, September 29, 2023 at 2 pm

Initial financial statements

Third party advertisers are responsible for filing a complete and accurate initial Financial Statement - Auditor’s Report Third Party - Form 8 by Friday, March 31, 2023 at 2 pm. The initial financial statement covers the period from the day the third party advertiser filed their Notice of Registration until Tuesday, January 3, 2023.

Any third party advertiser that filed a notice of registration form must file a initial financial statement. This includes third party advertisers who withdrew their nomination.

All financial statements must be filed by the third party advertiser or by an agent acting on their behalf, in person at the Elections Office. Financial statements may not be faxed, mailed or emailed, as an original signature is required. If an agent of the third party advertiser is filing the financial statement, the forms must be fully completed by the third party advertiser prior to filing.

The third party advertiser or the agent filing the financial statement will be required to present proof of identity.

A third party advertiser must notify the City Clerk, in writing, of any Court extension by 2 pm on Friday, March 31, 2023. Penalties will commence at 2:01 pm on Friday, March 31, 2023.

Supplementary financial statements

The deadline for third party advertisers who extended their campaign to file their supplementary Financial Statement - Auditor’s Report Third Party - Form 8 is Friday, September 29, 2023 at 2 pm. The supplementary financial statement covers the period from the day the third party advertiser filed their registration forms until Friday, June 30, 2023.

A third party advertiser must notify the City Clerk, in writing, of any Court extension by 2 pm on Friday, September 29, 2023. Penalties will commence at 2:01 pm on Friday, September 29, 2023.

30-day grace period and late filing fee

Third party advertisers who miss the financial statement filing deadlines (2 pm on Friday, March 31, 2023, for the initial filing; 2 pm on Friday, September 29, 2023, for the supplementary filing) can still submit their statement up to 30 days later provided that they pay a $500 late filing fee.

The grace period for the initial financial statement filing ends at 2 pm on Monday, May 1, 2023.

The grace period for the supplementary financial statement filing ends at 2 pm on Monday, October 30, 2023.

The $500 late filing fee can be paid via cash, debit/credit card, certified cheque or money order payable to the City of Ottawa.

The City of Ottawa has new ward boundaries for the 2022-2026 Term of Council. There is one new ward and new names for six existing wards.

During its Wednesday, October 13, 2021 meeting, City Council considered the Ottawa Ward Boundary Review 2020 - Implementation Report regarding the implementation of the new ward boundary structure established through the Ottawa Ward Boundary Review 2020 and subsequent order from the Ontario Land Tribunal.

For more information on the new ward boundaries, visit the Ottawa Ward Boundary Review 2020 page.

May 2, 2022

• First day for candidates to file their nomination forms for the office of Mayor, Councillor, or School Board Trustee. A candidate’s campaign period begins once their nomination forms have been filed, meaning they may begin accepting contributions and spending money on their campaign.
• First day for an individual, corporation, or trade union to file a notice of registration as a third party advertiser. The campaign period for a third party advertiser begins once their registration form has been filed, meaning they may begin accepting contributions and spending money on their campaign.
• The Who is running in my ward? search tool is available, allowing electors to find their ward and which candidates are running in their ward, until Voting Day on October 24, 2022.

August 19, 2022

• Candidates have until 2 pm to file, change office, or withdraw their nomination forms.

August 22, 2022

• Last day for the City Clerk to certify candidate nomination forms.

September 1, 2022

• Copies of the Voters’ List are available to certified candidates upon written request.
• The Am I on the Voters’ List? search tool is available, allowing electors to check if they are registered to vote and see how their information is currently presented on the Voters’ List. Electors may use this tool from September 1 to September 16 at 4:30 pm to submit an application requesting that their information be updated or that their name be added or removed from the Voters’ List.
  • Electors may also submit a paper application requesting that their information be updated or that their name be added or removed from the Voters’ List.
  • Electors may still submit applications to update or add their name to the Voters’ List at their voting place.
• The Application for special mail in ballot tool is available. Electors may use this tool from September 1 to September 16 at 4:30 pm to submit an application requesting to vote by special mail-in ballot.
  • Electors may also submit an application form by mail or email requesting a special mail-in ballot.
• The Where do I vote? search tool is available, allowing electors to check the voting dates, times, and locations that are available.

September 9, 2022

• First day an election sign can be placed on private property and public property.

September 16, 2022

• The online Revision Period for the Voters’ List ends at 4:30 pm.
• The Application Period to receive a special mail-in ballot ends at 4:30 pm.

September 25, 2022

• Certified candidates that received a copy of the original Voters’ List will be provided with the interim list of changes to the Voters’ List by this date.
• Final expense limit certificates to be provided to candidates and third party advertisers by this date.
• The Elections Office will begin mailing Special Mail-in Ballot Voter Kits to the electors who have registered to receive a special mail-in ballot. Completed special mail-in ballots must be received at the Elections Office or Client Service Centres by 4:30 pm on October 24.

September 24, 25, 26, and 27, 2022

• Special Advance Vote Day opportunities for electors to cast their ballot between 10 am and 8 pm.

October 7, 2022

• Advance Vote Day opportunity for electors to cast their ballot between 10 am and 8 pm.

October 14, 2022

• Advance Vote Day opportunity for electors to cast their ballot between 10 am and 8 pm.

October 21, 2022

• An individual, corporation, or trade union has until 4:30 pm to file or withdraw their notice of registration as a third party advertiser.

October 24, 2022

• Voting Day.
• With the exception of institutions and retirement homes that may have reduced opening hours, voting places will open at 10 am and close at 8 pm.
• Completed special mail-in ballots must be received at the Elections Office or Client Service Centres by 4:30 pm.

October 27, 2022

• All election signs on private and public property must be removed (72 hours after Voting Day) by 11:59 pm.

October 28, 2022

• The City Clerk is expected to declare the results of the 2022 Municipal Elections official.

January 3, 2023

• Campaign period ends for candidates and third party advertisers, meaning they cannot accept any contributions or incur any expenses.
• Candidates or third party advertisers that wish to extend their campaign, due to a deficit, must file a Notice of Extension of Campaign Period – Form 6 by 4:30 pm.

March 1, 2023

• Last day for the City Clerk to provide candidates and third party advertisers with notice of the financial filing requirements and penalties.

March 30, 2023

• Last day for a candidate or third party advertiser to apply to Superior Court of Justice to extend the time to file their initial financial statement.

March 31, 2023

By 2 pm:

• Last day for candidates and third party advertisers to file an initial financial statement and auditor’s’ report, if required, for the reporting period ending January 3, 2023.
  • Note: An auditor’s report is required if the candidate is participating in the Contribution Rebate Program. An auditor’s report is also required for candidates and third party advertisers if the total contributions received, and total expenses incurred in the election campaign up to the end of the relevant reporting period are each equal to or more than $10,000.
• Last day for a candidate or third party advertiser to notify the City Clerk, in writing, of a filing extension received from the Superior Court of Justice.

April 3, 2023

• First day an elector can apply for a compliance audit of a candidate or third party advertiser’s initial campaign finances, even if the candidate or third party advertiser has not filed a financial statement.

May 1, 2023

By 2 pm:

• Last day for a candidate or third party advertiser to file an initial financial statement and auditor’s report, if required, and pay the $500 late filing fee.
  • Note: An auditor’s report is required if the candidate is participating in the Contribution Rebate Program. An auditor’s report is also required for candidates and third party advertisers if the total contributions received, and total expenses incurred in the election campaign up to the end of the relevant reporting period are each equal to or more than $10,000.

• Penalties take effect at 2:01 pm.

June 29, 2023

• Last day for an elector to apply for a compliance audit of a candidate or third party advertiser’s initial campaign finances, even if the candidate or third party advertiser has not filed a financial statement.
  • If a candidate or third party advertiser files their initial financial statement within the 30-day grace period (which begins on March 31, 2023 at 2:01 pm and ends on May 1, 2023, at 2:00 pm), the 90-day period to apply for a compliance audit begins the day after they filed their initial financial statement. These dates will be posted on ottawa.ca/vote as required. 
  • If a candidate or third party advertiser received a filing extension from the Superior Court of Justice, the 90-day period to apply for a compliance audit begins the day after the extension expires. These dates will be posted on ottawa.ca/vote as required.

June 30, 2023

• Campaign period ends for candidates and third party advertisers that extended their campaign, meaning they cannot accept any contributions or incur any expenses.

August 30, 2023

• Last day for the City Clerk to provide candidates and third party advertisers with notice of the filing requirements and penalties for supplementary financial statements and auditor’s reports.

September 28, 2023

• Last day for a candidate or third party advertiser to apply to Superior Court of Justice to extend the time to file their supplementary financial statement.

September 29, 2023

By 2 pm:

• Last day for those who filed a Notice of Extension of Campaign Period - Form 6 to extend the campaign period to file a supplementary financial statement and auditors’ report, if required, for the reporting period ending June 30, 2023.
  • Note: An auditor’s report is required if the candidate is participating in the Contribution Rebate Program. An auditor’s report is also required for candidates and third party advertisers if the total contributions received, and total expenses incurred in the election campaign up to the end of the relevant reporting period are each equal to or more than $10,000.
• Last day for a candidate or third party advertiser to notify the City Clerk of a filing extension received from the Superior Court of Justice.

October 2, 2023

• First day an elector can apply for a compliance audit of a candidate or third party advertiser’s supplementary campaign finances, if required, even if the candidate or third party advertiser has not filed a financial statement.

October 30, 2023

By 2 pm:

• Last day for a candidate or third party advertiser to file a supplementary financial statement and auditor’s report, if required, and pay $500 late filing fee.
  • Note: An auditor’s report is required if the candidate is participating in the Contribution Rebate Program. An auditor’s report is also required for candidates and third party advertisers if the total contributions received, and total expenses incurred in the election campaign up to the end of the relevant reporting period are each equal to or more than $10,000.

• Penalties take effect at 2:01 pm.

December 28, 2023

• Last day for an elector to apply for a compliance audit on a candidate or third party advertiser’s supplementary campaign finances, if required, even if the candidate or third party advertiser has not filed a financial statement.
  • If a candidate or third party advertiser files their initial financial statement within the 30-day grace period (which begins on September 29 at 2:01 pm and ends on October 30, 2023, at 2:00 pm), the 90-day period to apply for a compliance audit begins the day after they filed their initial financial statement. These dates will be posted on ottawa.ca/vote as required. 
  • If a candidate or third party advertiser received a filing extension from the Superior Court of Justice, the 90-day period to apply for a compliance audit begins the day after the extension expires. These dates will be posted on ottawa.ca/vote as required.