Guide for Special Events with Tents or Stages

The purpose of this guide is to assist people who are interested in using a tent or stage at an event. This guide is intended to identify the minimum levels of Fire and Life Safety, including structural sufficiency, associated with the placement of a temporary tent or stage within the City of Vancouver.

» When Do You Need a Building and Development Permit?
» What Do You Need to Apply?
» What Other Approvals Might You Need?
» Frequently Asked Questions

When Do You Need a Building and Development Permit?

• Development permits maybe required for your event. For more information, please see “What Other Approvals Might You Need?”
• Tents and stages located on city streets require permission from the Film and Special Events Office at 604.257.8850.
• When tents are greater than 60 m² (645 sq. ft.) a building permit is required for the tents*.
• When stages are greater than 1 200 mm (4') from grade or greater than 40 m² (430 sq. ft.) in area a building permit is required for the stage.
• The City of Vancouver recommends the retention of a Professional Engineer to advise on safety and anchorage of tents (and/or stages), in which temporary building permits are not required.

* Tents must be placed 3 m (9'-10") apart from other buildings and structures for the exemption of a building permit.

Refer to Bulletin 2005-002-BU/AD - Building Permit Application Requirements for Temporary Tents and Stages (55kb) for more information.

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What Do You Need to Apply?

• Application Form (36kb)
• Two site plans, provide dimensional clearance of the tents (and/or stages) in relation to the streets, buildings, and other structures.
• Two floor plans for each tent and if applicable showing exit signs, emergency lights, cooking facilities, tables and seating.
• Structural Letter of Assurances (B1/B2). This is required for the anchorage of the tents (and/or structural loading and lateral stability on stages) to be used at the event. This letter is provided by the engineer who is responsible for the tents (and/or stages).
• Owner’s Undertaking Letter (58kb) for tents (and/or stages) on private land. [Parks exempted from this requirement.]
• Lessee’s Undertaking Letter (96kb) [3rd and 4th pages only] for tents (and/or stages) on City, Provincial and Federal owned lands. [Parks exempted from this requirement.]
• Architectural Letter of Assurances (B1/B2) is required when the size of the tents (and/or stages) is greater than 275 m² (2,960 sq. ft.).

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What Other Approvals Might You Need?

• Approval under the Land Use provisions contained in the Zoning and Development By-law may be required for your event. This may include submitting a Development Permit Application. Such applications can take several weeks to process. To avoid delays, applicants are advised to enquire early. More information can be obtained in the FAQ section or please contact the Enquiry Centre at 604.873.7613 for further information and requirements.
• Separate permits are required for food vending from Vancouver Coastal Health and they can be reached at 604.675.3800 for more information.
• A Fire Occupant Load Permit, from the Fire Department, will be required for tent (and/or stage) occupant loads greater than 60 people. Please contact the Fire Prevention Office at 604.873.7595 for more information.
• Water and/or sewer connections for your event will require Engineering Department approval. Please contact the Film and Special Events Office for more information at 604.257.8850.
• Liquor Control Board may require a Fire Occupant Load Permit if alcohol is being served, from the Fire Department, please contact them at 604.775.0100.

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Frequently Asked Questions

Who should I contact first when wanting to hold an event?

• Applicants are directed to the Film and Special Events Office for initial contact with regard to holding any special event.

How much does the permit cost?

• The permit fee is based on the cost of installing/set-up of the event; typically starting cost of a permit is $91.00.
• For special events, permit fees may have been collected at the Film and Special Events Office at the time of application for a special event and therefore no fee will be collected at application stage for a temporary building permit.
• Temporary building permit fees not collected by the Film and Special Events Office shall be collected at time of application for a temporary building permit application. Furthermore, commercial event fees are to be paid at temporary building permit application stage.

Are there any additional costs?

• Some areas of the city will require a $10.00 Development Cost Levy; this fee will be collected prior to building permit issuance.
• Please contact the DCL – Coordinator at 604.873.7760 for more information.
• DCL fees may have been collected at the Film and Special Events Office at the time of application for a special event and therefore no fee will be collected at application stage for a temporary building permit.

Where do you find an engineer to inspect the tents and stages?

• Engineers can be found through contacting your event rental agency as they typically have engineers that they work on a regular basis or by contacting the Association of Professional Engineers and Geoscientist of BC .

Who has to sign the Lessee Undertaking Letter? (96kb)

• Events that are organized by a corporation or limited company will require the document to be signed by the signing authority agent.

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What approvals do I need to hold an event on City Streets?

• Holding an event on City streets will require authorization from the Film and Special Events Office and can be reached at 604.257.8850 for more information.

Is cooking permitted under a tent?

• CSA (Canadian Standards Association) approved electrical powered cooking equipment is permitted.
• CSA Propane fuelled appliances are permitted however the propane tanks must be located outside the tent, secured, and have a minimum clearance of 3 m (9'-10") to any other structure.
• Food items that produce grease laden vapours will not be permitted to be cooked under a tent without a fire suppression system (kitchen hood).
• For any additional information please contact the Fire Department at 604.873.7595.

Are heaters permitted in a tent?

• CSA approved heaters are permitted within a tent. Please note that propane fuelled appliances must have the propane tanks stored outside of the tent with a minimum clearance of 3 m (9”-10”).
• For any additional information please contact the Fire Department at 604.873.7595.

If my tent has lighting and other electrical equipment, will I need an electrical permit?

• If lighting is required under the tents an electrical permit maybe required for the electrical generator. Please see Bulletin 2001 – 005 – EL “Electrical Permits for Installation Related to Tents and Similar Structures” (31kb). Otherwise, if the event is using existing power services, then no electrical permit is required.

Why do I have to show the table and chair that is set-up under a tent?

• The table and chair must be indicated on the plans to determine whether the interior layout complies with the requirement for travel distance and exit widths in the Vancouver Building By-Law.

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Is a Development Permit required for my event?

• events of large scale, or
• extended duration (usually more than a few days), or
• where significant impacts on the surrounding community might be anticipated,

       May require a Development Permit Application.

       Please contact the Enquiry Centre at 604.873.7613 for additional information.

Is the event site enclosed by fencing or other obstructions?

• If the event is enclosed by a fence or other obstructions, they must be indicated on the site plan due to emergency service access and occupant evacuation exit routes.

What is the minimum clearance required for a tent (and/or stage) from adjacent structures and trees/plants?

• All tents are required to be located a minimum of 3 m (9'-10") from all other structures, trees, and plants.

Why do we need a Professional Engineer to inspect the tents (and/or stages)?

• An Engineer is required to ensure compliance with the Vancouver Building By-law and public safety.
• Typical review by the Engineer includes anchorage and structural adequacy.

Why do we need an Architect?

• An Architect is required to ensure compliance with the life and fire safety of the Vancouver Building By-Law and public safety due to occupant loads.
• Typical review by an Architect would include exits, exit capacity and travel distance.

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