Arts and culture event licence

Licence requirements

We welcome your application if your event meets these requirements.

Note Vancouver Fire and Rescue Services will review your space and determine the maximum number of people that can safely attend your event. 

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  Special event plan check

  Spaces for more than 250 people

  Special event plan check

  A special event plan check application will need to be submitted online to Vancouver Fire and Rescue.

  The special event plan check is a one-time permit, based on the building’s internal configuration and furniture layout, which if approved, allows the building to be used for future arts and culture events with the same approved occupancy load and internal configuration. 

  Special event plan check requirements

  A drawing of the space. The drawing must:

  • Be to scale and dimensioned
  • Show all structural features and layout of furnishings, equipment, tables, and seats

  Special event plan check fee

  Fee: $150 per hour plus GST

  Note Fee is set as per Schedule D of the Fire By-law. 

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  Occupant load form

  Complete Occupant Load Form PDF file (105 KB).

  Note Sites with more than 250 people are required to have the appropriate number of washrooms, or water closets for an assembly occupancy as per Section 3.7.2.2 of the Vancouver Building By-law External website, opens in new tab. Portable and/or temporary washroom are considered to meet the Vancouver Building By-law health requirements.

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  Eligible locations and spaces

  Event must be In 1 of these locations:

  • Downtown, Downtown Eastside, or False Creek
  • Any industrial or historic area
  • Commercial areas (except sites zoned C-1)

  Eligible spaces

  • Artist studios (work only)
  • Production and rehearsal studios
  • Retail, including galleries and cafés
  • Factories, wholesale, and warehouses
  • Offices 
  • Outdoor adjoining space (for example, parking lot or patio)

  Spaces should be:

  • In the ground floor or in the basement with a fire sprinkler system
  • On a concrete floor supported by solid ground, or a floor that is professionally certified to be structurally safe
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  Exits, accessibility, and washrooms

  Exits

  At least 1 wheelchair-accessible entrance.

  1 to 3 event days

  Number of guests	Exiting requirements
  Up to 60 people	At least 1 exit with a clear path
  61 to 250 people	At least 2 exits with clear paths
  251 people or more	Must meet A2 assembly occupancy requirements as per the Vancouver Building By-law (Note Number of required exits confirmed during VFRS review.)

  All events from 4 to 6 days

  • Exiting requirements: Must meet A2 assembly occupancy requirements as per the Vancouver Building By-law (Note Number of required exits confirmed during VFRS review.).

  Washrooms

  All spaces require:

  • Emergency lighting in washrooms and areas leading outside
    • Single-toilet washrooms can have emergency lighting immediately outside the washroom door only if the lighting is visible under the door.
  • Exit signs
  • Signs directing occupants toward exits

  Frequency	Washroom requirements
  1 to 3 days, less than 250 people	Not regulated
  4 to 6 days, less than 250 people	Number of washrooms must comply with section 3.7.2.2 of the Vancouver Building By-law
  1 to 6 days, more than 251 people	Number of washrooms must comply with section 3.7.2.2 of the Vancouver Building By-law

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  Fire and life safety requirements

  Prepare and post the safety and security plan and emergency evacuation procedures.

  Prepare a plan using the event site management kit PDF file (451 KB)

  All spaces require a fire alarm system or a designated supervisory staff per required exit.

  Fire safety requirements	1 to 3 days	4 to 6 days
  Fire/smoke separation	Not required	A fire separation is required to adjacent areas to limit the potential impact to or from other floor areas
  Combustibility	Not required	Combustibility material review. Except where the floor area is sprinklered, draperies, fabrics, or combustible hangings must be flame retardant, and other combustible finishes must be of fire-retardant treated wood or have a flame-spread rating of not more than 150.
  Fire event notification	Fire alarm system or staff stationed at all egress routes	Floor area used for an arts and culture event that occurs more than 3 days per month must be served by a permanent or temporary fire alarm system

  Designated fire safety supervisory staff will :

  • Carry out the safety and security plan and emergency evacuation procedures
  • Monitor entries and exits at all times to make sure the maximum capacity is not exceeded

  The Vancouver Fire By-law requires that at least 1 designated fire safety supervisory staff member be posted at each required egress door, but in no case fewer than 2  supervisory staff for an arts and culture event.  

  Note Designated fire supervisory staff will monitor entries and exits at all times, and carry out the Safety and Security Plan and Emergency Evacuation Procedures.

  Note The building cannot have industrial amounts of hazardous materials.

Steps to getting an arts and culture event licence

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  Step 1: Determine if you need an event licence

  Events with up to 30 people

  You don't need a licence, but you are responsible for the safety of your guests. You're responsible for:

  • Following the exiting and fire safety standards
  • Creating a site management plan

  If you will serve food and liquor, you need separate permits, no matter how many guests are attending your event.

  Events with 31 people or more

  If you meet the requirements, you can apply for an arts event licence.

  Serving food or alcohol? Get separate permits

  Apply for a temporary food service permit External website, opens in new tab (Vancouver Coastal Health)

  Learn about and apply for a special event liquor permit (SEP) to serve alcohol External website, opens in new tab  (BC Liquor and Cannabis Regulation Branch)

  • The BC Liquor and Cannabis Regulation Branch allows a maximum of 24 special event permits per year.
  • Each day that liquor is served at a special event permit event counts towards this total.  
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  Step 2: Review fees

  People per event	Licence fee 2024
  1 to 30	n/a
  31 to 60	$35
  61 to 150	$150
  151 to 250	$200
  251 or more	$250

  Note For event series, 1 licence fee can cover up to 6 event days in a month.

  Note The arts event licence fee costs less than separate approvals from Vancouver Fire and Rescue Services, Licenses and Inspections, and Development Services.

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  Step 3: Plan your event

  Use the information guide PDF file (93 KB) to help plan a successful event. The guide includes:

  • Liquor service details
  • How to minimize the impact of your event on neighbours
  • Life safety information
  • How to green your event
  • Contact information for relevant agencies, government branches, and organizations
  • Glossary of key terms
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  Step 4: Create an event site management plan

  Use the event site management kit PDF file (451 KB) to make sure the event space is safe and secure and considerate of your neighbours.

  The package includes:

  • Safety and security plan template
  • Emergency evacuation procedures template
  • Base life safety checklist
  • Event contact sheet
  • Sample neighbourhood notification letter
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  Step 5: Submit application, get licence, and pay fees

  A. Complete and submit application form and site management plan

  Download and print the application form PDF file (1.5 MB)

  Note If you are a representative applying for the licence, include a letter of authorization from the organization.

  B. Application reviewed

  Your completed application form will be reviewed by Vancouver Fire and Rescue Services, Licenses and Inspections, and the Vancouver Police for life safety, security, and neighbourliness. 

  We may contact you for additional information or to arrange a site visit.

  Note Application processing time: 2 weeks minimum. For complex applications, allow more time.

  C. Licence issued and pay fees

  When your licence is ready to be issued, we will contact you with the invoice for payment.

Information guide

Download the information guide PDF file (93 KB)

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  Liquor service

  If you plan to serve liquor, you need a special event permit (SEP) regulated by the BC Liquor and Cannabis Regulation Branch.

  Special event permits to sell liquor at your event External website, opens in new tab

  Types of Special event permits

  Private special event permit

  • The event is only open to members or invited guests
  • Tickets are not sold at the door

  Public special event permit

  • The event is open to public

  Note The Vancouver Police Department reviews applications before special event permits are issued.

  Liquor supervisory staff

  Liquor supervisory staff are required when you are serving alcohol at your event. They are required to make sure:

  • No minors are served liquor or allowed in designated liquor service areas
  • Alcohol consumption is restricted to the licensed area 
  • The event does not exceed maximum capacity

  Number of guests	Required liquor supervisory staff
  Less than 100	2
  101 to 150	3
  151 to 200	4
  201 to 245	5
  251 or more	No less than 5 in accordance with the fire permit

  Key special event permit requirements

  • Make sure all organizers, employees, and supervisory staff wear visible name tags.  
  • Post “No liquor beyond this point” signs at all exits from the licensed area.
  • Make sure servers hold a Serving It Right Certificate, are present at all times, and are on alert for minors and intoxicated guests.
  • Have "last call" 30 minutes before liquor service ends, as defined on your special event permit.
  • Purchase all liquor through a government liquor store or another source approved by the BC Liquor and Cannabis Regulation Branch.
  • Keep liquor receipts and any exemption approval on-site.
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  Minimizing impact on neighbours

  Responsibilities of an event organizer include minimizing event impact on surrounding neighbours. Be especially considerate of neighbours if there are residents above or adjacent to the event space, or if the premise is not soundproof.

  General considerations that may apply to your event (Your licence may specify conditions too.)

  Noise

  • Notify neighbours of the event with an on-site contact phone number.
  • Make sure all activities take place inside the building unless specified on your licence.
  • Monitor noise levels and impacts outside the venue and consider ways to reduce impacts.
  • Consider setting up multiple speakers throughout the venue instead of louder speakers on one end of the venue.
  • Direct speakers away from doors and windows.
  • Minimize sound amplification.
  • Live or loud amplified music may go past midnight if specified in your licence.
  • Make sure all guests are clear of the venue within 30 minutes of the event end time.

  Doors

  • Use doors that have direct access to the street.
  • All doors and windows should be kept closed by 11pm except for the purpose of entering or exiting.
  • Do not allow guests in and out privileges after 11pm if the event site is adjacent to residential spaces.
  • Under Health By-law 9535, smoking is prohibited within 6 metres of openings into the building (such as doors, windows, air intakes).

  Parking and line-ups

  • Let guests know about the parking situation ahead of the event
  • Park legally to avoid getting a ticket.
  • Suggest alternatives to driving, such as walking, cycling, and public transit.
  • Make sure line-ups outside do not obstruct traffic or cause negative impacts to the neighbourhood.
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  Green considerations

  Considerations to help you rethink the amount of waste, energy, and materials consumed during your event planning and activities

  Let your staff, volunteers, and attendees know what you are doing to green your event and how they can help.

  Transportation

  • Choose event locations that are accessible by foot, bicycle, and public transportation. Communicate greenway, cycling and transit route information to staff, volunteers and attendees guests.
  • Provide sufficient secure bicycle parking where possible.

  Purchasing and waste

  • Work with your venue and waste hauler to determine what services they offer for recycling or composting.
  • Provide clear instructions or signage to encourage guests to recycle.
  • Go paperless and choose electronic notices. Alternatively, talk to your printer about sustainable options.
  • Select reusable or recyclable decorative materials.
  • Choose green energy, like hydro-electricity or solar power, to meet your power needs wherever possible.

  Food service

  • Choose reusable service ware, or as a second choice, products made from recyclable materials.
  • Reduce the amount of single-use and waste generating items such as paper cups.
  • Choose caterers that offer a minimum number of sustainable options such as ingredients that are vegan, vegetarian, local, or sustainably-raised or -harvested.
  • Make tap water available to guests.
  • Work with a local charity and Vancouver Coastal Health to donate excess food.
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  Other precautions and insurance considerations

  Additional safety precautions and insurance considerations that are part of the responsibilities of the event organizer

  Note This is not a comprehensive list.

  Safety

  • Arts and culture events must include portable fire extinguishers installed in accordance with the Vancouver Fire By-law.
  • Use flame-resistant decorative materials.
  • Get required approvals from Vancouver Fire and Rescue Services for pyrotechnics.
  • Be certain that electrical equipment does not exceed the building’s electrical capacity.
  • If cooking will produce grease-laden vapor, use commercial cooking and ventilation equipment as required in the Building By-law.
  • Make sure food handlers have a FoodSafe certificate.
  • Place food trucks at least 3 metres away from any structure or building.
  • If the approved occupancy is above 250 persons, only reheating of food is permitted. 

  Insurance

  Contact your insurance company to obtain sufficient insurance coverage for your event to protect yourself and your organization.

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  Contact information

  City of Vancouver

  Arts Event Licence Coordinator

  • Email: arts.event.licence@vancouver.ca
  • Phone: 604-873-7954

  Other City of Vancouver contacts

  • Business Licence Office: Contact the Business Licence Office
  • Cultural Services: Email cultureshift@vancouver.ca
  • Vancouver Fire and Rescue Services: Phone: 3-1-1
  • Liquor Licence Review: Email liquor.comments@vancouver.ca
  • Property Use Inspections: Submit a private property concern
  • Vancouver Police Department: Contact Vancouver Police Department

  Workplace health and safety

  Actsafe

  Actsafe External website, opens in new tab is dedicated to the promotion of workplace health and safety in the motion picture and performing arts industries in BC.

  • Phone: 604-733-4682
  • Address: Unit 140 – 4259 Canada Way,  Burnaby, BC V5G 1H1

  Liquor service

  BC Liquor and Cannabis Regulation Branch (LCRB – Victoria) External website, opens in new tab

  • Phone: 1-866-209-2111

  BC Liquor Branch

  Locate a BC Liquor store External website, opens in new tab

  Food service

  Vancouver Coastal Health

  • Phone: 604-675-3800
  • Address: 1200 – 601 West Broadway, Vancouver, BC V5Z 4C2

  Learn about food service permits for temporary events External website, opens in new tab

  FoodSafe Program External website, opens in new tab

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  Glossary of terms

  Designated fire supervisory staff

  A designated fire supervisory staff member:

  • Monitors the event and the egress/exit door(s) to keep clear in case of emergency
  • Carries out the approved emergency evacuation procedures
  • Makes sure the allowable number of persons for the event is not exceeded

  Designated fire supervisory staff have the responsibility for the health and safety of the people attending, working, and volunteering in the event.

  Egress/exit door

  A doorway to provide evacuation from the floor area to an open public thoroughfare, or an exterior open space protected from fire exposure from the building and having access to an open public thoroughfare

  First storey

  The uppermost storey having its floor level not more than 2 metres above grade

  Fit out

  The setup of the building in that the event is taking place, which includes bringing and setting up of equipment, supplies, and decorations

  FoodSafe certificate

  The FoodSafe Program External website, opens in new tab is a comprehensive food safety training program designed for the food service industry. FoodSafe courses are available face-to-face, online, and by correspondence, and are recognized throughout BC and across Canada as meeting the requirements for food safety training for food service industry workers.

  High hazard industrial occupancy

  An industrial occupancy containing sufficient quantities of high combustible and flammable or explosive material, because of their inherent characteristics, constitute a special fire hazard. Some occupancy examples include:

  • Spray painting
  • Paint manufacturing
  • Mattress factory
  • Flammable material storage
  • Paper recycling plants
  • Tire storage
  • High alcohol content distilleries
  • Dry cleaning plants using flammable cleaning solvents

  Move out

  The tearing down and vacating of the event, which includes taking down of equipment, supplies, and decorations

  Occupant load

  A calculation that defines the maximum number of people allowed at the event in any given time, which is stated in the issued licence, based on the floor area and the width of the exits

  Permitted use

  A space which has the appropriate permits, such as a City of Vancouver permit that states retail use is allowed

  Serving It Right

  Serving it Right External website, opens in new tab is a mandatory self-study course that educates licensees, managers, and servers about their legal responsibilities when serving alcohol, and provides effective techniques to prevent problems related to over-service

  Slab on grade

  The floor of a building that is constructed of concrete supported by solid ground without suspended slab

  Sound level

  Scenario	Sound measurement location (measured 1.2 metres above ground)	Allowable sound level (3-minute Leq)
  A lane or street between the event site and affected neighbour	Outside the property line of the affected neighbour	Day time: 70 dBC Night time: 65 dBC
  No lane or street between the event site and affected neighbour	Outside the property line of the event site	Day time: 70 dBC Night time: 65 dBC Anytime: 3 dBA above ambient sound

  • Day time is from 7am to 10pm on any weekday or Saturday, and from 10am to 10pm on any Sunday or holiday.
  • Night time is any time outside of day time hours.
  • Anytime is inclusive of day and night time.
  • dBA is a weighting system which approximates human perception to sounds of moderate intensity.
  • dBC is a C-weighting system used for lower sounds such as bass sounds.
  • Leq is an average sound level reading taken over a period of time.

  Special event permit (SEP)

  A special event permit allows you to serve, sell, and consume alcohol at your event, celebration, or community festival. Licences are regulated by the Liquor and Cannabis Regulation Branch, and issued by the Liquor Distribution Branch.

  Get a complete copy of the laws governing this licence External website, opens in new tab

  Liquor supervisory staff

  A person who is responsible for making sure that:

  • No minors are served liquor or allowed in designated liquor service areas
  • Alcohol consumption is restricted to the licensed area
  • Check identification when serving alcohol 
  • The event does not exceed maximum capacity.

  Liquor supervisory staff are required when there is liquor service at an event. The number of required liquor supervisory staff is based on the number of guests, and supervisory staff can play a dual role as a designated fire supervisory staff.

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  Background

  Timeline

  Beginning in 2010, we consulted with members of Vancouver’s arts and culture community and public though open houses, focus groups, and surveys to help shape the pilot program. We developed principles for new set of life safety requirements for temporary performance venues, which City Council approved in 2011. Review the Council report PDF file(110 KB) .

  Various City departments collaborated to develop the proposal for a pilot program over the next two years, in consultation with Vancouver Coastal Health, the provincial liquor branch, and members of the arts and culture community. Council unanimously approved the proposal in 2013. Review the policy report PDF file (190 KB) and public hearing minutes PDF file (80 KB).

  During the 2-year pilot period, 110 events over 12 locations were licensed. The majority of event licences were issued in the second year. Most events took place in neighbourhoods with strong artistic communities: the Downtown Eastside, Mount Pleasant, and Grandview-Woodland. The pilot received positive feedback and the valuable suggestions gathered led to further improvements.

  2015

  In September and October 2015, staff reported back to City Council on the results of the pilot program. The policy report PDF file (130 KB) recommended that City Council:

  • Make the pilot program permanent based on its positive results
  • Amend bylaws to:
    • increase occasional use to three days per month (six over two months)
    • add ability to license event series with reduced fee and paperwork
    • offer more flexibility to meeting life safety requirements

  Following presentations from speakers at public hearing, Council approved the recommendations unanimously. Read the hearing minutes PDF file (270 KB).

  2023

  In September 2023, staff presented to City Council a creative vision to enhance the City of Vancouver Arts and Culture Event Licence Program. The resulting policy report PDF file (159 KB) brought forward 3 pivotal recommendations. 

  • Expanding opportunities: Increasing the maximum number of permissible days for arts events from three (3) to six (6) days per month. This change comes with increased fire and life safety requirements.
  • Amplifying the experience: Introducing options for arts event organizers to under a special event plan check to increase the maximum occupancy load beyond 250 people, subject to full compliance with the Vancouver Fire By-law.
  • Beyond four walls: Allowing arts events the opportunity to utilize adjoining outdoor spaces, such as parking lots on private property, under the same licence.

  With unanimous approval from City Council, these recommendations were approved at the public hearing on October 19, 2023. To understand the full scope of the approved recommendations, read the details of the public hearing minutes PDF file (165 KB) .

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