Arts event licence

Use the information guide to help plan a successful event

Download the information guide (672 KB)

Or view the guide by section, below.

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  Liquor service

  If you plan to serve liquor, you need a Special Event Permit (SEP) regulated by the BC Liquor Control and Cannabis Regulation Branch.

  Learn more about Special Event Licences 

  Here is some general information to keep in mind.

  Types of SEPs

  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

   The Vancouver Police Department reviews applications before SEPs are issued.

  Supervisory staff

  Supervisory staff are required to ensure:

  • 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 supervisory staff
  Less than 100	2
  101 – 150	3
  151 – 200	4
  201 – 245	5

  Key SEP requirements

  • Ensure all organizers, employees, and supervisory staff wear visible name tags.  
  • Post “No liquor beyond this point” signs at all exits from the licensed area.
  • Ensure 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 Control and Cannabis Regulation Branch. See "Contacts", below.
  • 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. Here are some general considerations that may apply to your event. Your licence may specify conditions as well.

  Noise

  • Notify neighbours of the event with an on-site contact phone number.
  • Ensure 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. See the glossary below for details.
  • 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.
  • Ensure 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 11:00pm except for the purpose of entering or exiting.
  • Do not allow guests in and out privileges after 11:00pm if the event site is adjacent to residential spaces.
  • Under Health Bylaw 9535, smoking is prohibited within 6 m 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.
  • Ensure line-ups outside do not obstruct traffic or cause negative impacts to the neighbourhood.
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  Green considerations

  Greenest City 2020 is a bold initiative that will address Vancouver’s environmental challenges and put us on the path to become the greenest city in the world by 2020. Here are some 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 or compostable materials compatible with your waste hauler.
  • Reduce the amount of single-use and waste-generating items such as straws.
  • 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 of excess food.
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  Other precautions and insurance considerations

  Here are some additional safety precautions and insurance considerations that are part of the responsibilities of the event organizer. This is not a comprehensive list.

  Safety

  • If cooking will produce grease-laden vapor, use commercial cooking and ventilation equipment as required in the Building Bylaw.
  • 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.
  • Ensure food handlers have a FoodSafe certificate.
  • Place food trucks at least 3 m away from any structure or building.

  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

  arts.event.licence@vancouver.ca

  Phone: 604-873-7954

  Other City of Vancouver enquiries

  • Business Licence Office: Contact the Business Licence Office
  • Cultural Services: Email cultureshift@vancouver.ca
  • 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 is dedicated to the promotion of workplace health and safety in the motion picture and performing arts industries in British Columbia.

  Phone: 604-733-4682 or 1-888-229-1455

  Suite 215 – 750 Hamilton Street,
  Vancouver, BC V6B 2R5

  Liquor service

  BC Liquor Control and Cannabis Regulation Branch (LCRB - Victoria)

  BC LCRB website

  Phone: 1-866-209-2111

  BC Liquor Branch

  Locate a BC Liquor store 

  Food service

  Vancouver Coastal Health

  Phone: 604-675-3800

  1200 – 601 West Broadway
  Vancouver, BC V5Z 4C2

  Learn about food service permits for temporary events

  FoodSafe Program

  FoodSafe website 

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  Glossary of terms

  Designated supervisory staff

  A supervisory staff person designated to:

  • Monitor the event and the egress/exit door(s) to keep clear in case of emergency
  • Carry out the approved Emergency Evacuation Procedures
  • Ensure the allowable number of persons for the event is not exceeded
  • Check identification in case of serving alcohol

  The designated supervisory staff has 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 two metres above grade

  Fit out

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

  FoodSafe certificate

  The FoodSafe Program 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.

  Visit the FoodSafe website

  High hazard industrial occupancy

  An industrial occupancy containing sufficient quantities of high combustible and flammable or explosive material which, 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

  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

  Visit the Serving It Right website

  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 m 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 7:00am to 10:00pm on any weekday or Saturday, and from 10:00am to 10:00pm 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 Control and Cannabis Regulation Branch, Ministry of Public Safety and Solicitor General, and issued by the Liquor Distribution Branch.

  Get a complete copy of the laws governing this licence

  Supervisory staff

  A person who is responsible for ensuring that:

  • 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.

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