Organize an event on a street, sidewalk, or plaza

COVID-19 (Coronavirus) update

May 19, 2020: Since March 17 our event permitting offices have been operating under the orders and the protective measures that the Provincial Health Officer has put into place for large events and gatherings.

Event organizers have been ordered to limit all public gatherings larger than 50 people indefinitely, or until the Province updates the order. This includes indoor and outdoor sporting events, conferences, meetings, concerts, religious gatherings, or other similar events. Guidance is changing often. Please check the Province’s website for the latest information. Review the Provincial order on mass gathering events

Hosting special events during COVID-19? Review frequently asked questions (134 KB)

The focus of event approvals is to make sure that events are safe, and don’t negatively affect the community. We want you to have a fun, safe, memorable event.

Looking to hold your event only in a park? Review the steps to holding an event in a park

Make a donation to help support free public special events

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View upcoming events in Vancouver

The length of time required for approval varies depending on the complexity of the event.

Small to medium sized events with street closures or parking requirements should be applied for 2 to 5 months before the event date.
Larger and route based events (parades and runs) should be applied for 9 months before the event date.

Steps to getting a special event permit

Before you begin:

If your event will be contained entirely within a park, don't follow the steps below. Review the steps to holding an event in a park
If you event includes a street, sidewalk, or plaza PLUS a park. You only need to apply once. Please follow the steps below. ( Both the City and the Park Board application fees will still apply.)
Review the City's special event policy (110 KB)

Step 1: Determine the type of event and where and when it will occur
Do not advertise or promote your event until you get preliminary approval from the Special Event Office.

A. Determine the type of event you will be having
- Will it be large or small?
- Are you having a block party?
- Will you be serving alcohol or food?
- Will you be selling anything?
- Is your event a charitable or non-profit event?
- Will your event be loud?
- Will it be across multiple days?
- Is it across multiple sites or routes (like a parade or run)?
- Is it on False Creek or navigable waterways?
- Will it have fireworks?
B. Determine where your event will be located
- Street, sidewalk, or other public property
- City property
- A Vancouver park - The Vancouver Park Board has its own set of guidelines and fees. If your event includes a park, make sure you review the steps to holding an event in a park
- Private property but has a public impact
- Multi-site or route events (like parades or runs)
- Navigable waterways - Navigable waterways are any waterways on which motorized and non-motorized watercraft can operate. This generally refers to salt water areas including False Creek, English Bay, and the Vancouver Harbour.
- Vancouver Public Library - The plazas outside the main branch of the Vancouver Public library can be used for events, rallies, and public demonstrations.
- Vancouver Art Gallery - The Georgia Street Plaza and the Robson Street Plaza are available for rallies and public demonstrations. Contact the venue rental coordinator at 604-662-4714 for more information about events in and around the Vancouver Art Gallery . If you are organizing an event outside the Vancouver Art Gallery, such as the plaza on the Georgia St side or Robson St side, applications should be made to us.
- Port of Vancouver (Vancouver Fraser Port Authority) - Vancouver Fraser Port Authority has jurisdiction over the Port of Vancouver. Contact the Operations Centre . Their responsibilities include marine patrols, ship inspections, event planning, permitting of dangerous goods, and the provision of navigational and safety advice.
C. Determine if your event will be requiring waste and recycling service and equipment or bike racks, water fountains, and water wagons for rent

Make your event more sustainable with our Green Events Planning Guide. You are responsible for leaving the event area clean and litter-free. Tell us how you will manage waste at your event. Will you hire the City, a business, or do it yourself? Learn more about greening your event and fill out a green event form

If you do not leave the area clean and litter-free, you will be charged for City services to clean the area.
Step 2: Review the rules to creating an event
Rules to having an event on public property
- You are responsible for ensuring that the:
  - Proposed area is appropriate for the activity
  - Activity is conducted in a safe, orderly manner
  - Activity is restricted to the permitted area
  - Event activities do not interfere with other users
- You are responsible for ensuring that residents and/or merchants affected by the event are notified
- Any property damage which occurs during the permitted event, set-up or take-down, is the responsibility of the licensee. Damage to City property should be reported immediately. It will be assessed and repair costs billed to the licensee
- You are responsible for leaving the area clean and litter-free and may be billed for any subsequent cost incurred by the board for clean-up
- We reserve the right to cancel an event or activity for any reason and shall not be responsible for any associated costs or damages
- You are responsible for ensuring that all electrical equipment is installed and operated safely, regardless of if you require an electrical permit or not
Rules about noise

All events must comply with the Noise Control By-law. The by-law limits how much sound can come from any source at the event itself, and during set-up or take-down and helps ensure that the general public and the surrounding areas are not adversely affected.

If you are having amplified sound (speeches, music or singing, or other live performances), our office will check to ensure that you can control noise levels caused by your event. While some exceptions can be made for special circumstances, we require you:
- Limit your set-up and take-down to between 7am and 8pm (10am and 8pm on Sundays)
- Include information about amplified sound equipment on your site drawing
- Ensure your sound technician can monitor sound levels from any amplification equipment with a sound level meter and adjust sound levels as necessary
If you are not having amplified sound, our office will check to ensure that you can control noise levels caused by your event. While some exceptions can be made for special circumstances, our office suggests that you limit your set-up and takedown to between 7am and 8pm (10am and 8pm on Sundays).
Step 3 Review what resources are available to help create your event
If you are planning an event in Vancouver, you may qualify for grants or subsidies to off-set the costs of running an event. The following grants and subsidies are currently available:
- Arts, culture and community arts grants
  We award over $11 million to non-profit arts, cultural organizations, and artists through a variety of arts, culture, and community arts grants.
- Promoting your arts, culture, and community activity
  We offer multiple ways of promoting your arts, culture, and community activities.
- Cost reductions for free public events
  Certain public events, particularly events with unrestricted free public access and are non-commercial in nature, may qualify to have a portion of City operational service costs shared with us as part of our FestShare program. These may include costs related to sanitation, traffic control, and public safety.
  
  A maximum of 75% of certain costs, up to $75,000, may be available to qualified events. Once your application is received, we will advise you if the event qualifies for FestShare.
Step 4: Gather information and documents required to apply
A. Determine if you need permits

Food, alcohol, or cannabis

If you want to sell or serve:
- Food at your event, you will be required to get a temporary food permit from Vancouver Coastal Health .
- Alcohol or cannabis at your event, you will be required to have a permit from the BC Liquor and Cannabis Regulation Branch
Vancouver Coastal Health has requirements for washrooms, water service and garbage disposal related to operating a temporary food booth or alcohol service location.

Building and development permits

Building permits are required for a variety of structures; examples include:
- Bleachers (grandstands) higher than 2m (6 feet)
- Gantries higher than 2m and/or over a roadway
- Stages higher than 1.2m (4 feet) or larger than 40m² (430 f²)
- Tents larger than 60m2 (645 ft²) or closer than 3m (9’-10”) apart, totalling more than 60m² (645 ft²) in area
Development permit may be required for large, complex events or events of a longer duration.

Fireworks (pyrotechnics)

Halloween fireworks require a permit to possess or discharge, and can only be discharged on private property. The fireworks permit is available only in late October and is issued by Vancouver Fire and Rescue Services.

Display fireworks (public fireworks) and pyrotechnic special effects (sporting or other public events) are regulated by the federal government and must be:
- Approved by Vancouver Fire and Rescue Services before the event
- Installed and discharged by a pyrotechnic special effects technician certified by Natural Resources Canada. Your pyrotechnic special effects technician or special effects company can help you with this process
Marine event

All organized activities on the water require a marine event permit from the Port of Vancouver. Contact the Operations Centre . There is no charge for a marine event permit.

B. Determine if you need insurance

The minimum insurance requirements for events or activities on City and Park Board property or for use of any City or Park Board facilities is a minimum coverage limit of $2,000,000 Commercial General Liability insurance against third party claims for bodily injury, death, property, and loss of use.

C. Develop plans

If your event will be large, you may need a:
- Traffic management plan
- Transportation plan
- Neighbourhood impact plan
- Safety plan
Traffic management plan (TMP)

Any special event that is on city streets needs to meet traffic control standards. These standards are:
- Set by the BC Ministry of Transportation and Infrastructure and the BC Motor Vehicle Act
- Monitored by us
- Enforced by WorkSafe BC
We review traffic control plans and traffic management plans. WorkSafeBC may require additional traffic control documentation for construction or special events.

Find out more about traffic management plans

Transportation plan

Transportation plans are often added into a traffic management plan as an appendix but can be a stand-alone document if your event does not have a transportation management plan (TMP).

You will need to describe:
- Your plans for moving people to and from your event.
- Any extra pressure you anticipate on the transportation system (Translink, SkyTrain, roadways, etc.), and how you plan to handle it
Neighbourhood impact plan

Neighbourhood impact plans describe the steps you must take to minimize the impact on the area around your event.

You will need to describe the steps you have taken to minimize the impact on the neighbourhood surrounding your event. One of those steps must be to notify residents and/or merchants affected by your event.

Safety plan

Safety plans describe your:
- Risk assessment process
- Mitigation strategies in planning and your strategy
- Contacts
- Steps to respond to isolated incidents (for example, lost child or injured attendee) and large emergencies (for example, event stop or evacuation)
The plan should include:
- On the first page, a key event organizer contact list
- Your steps in communication internally and externally (as needed) as you handle an incident or emergencies at your event
City staff may require more information depending upon the complexity of the event and impact to regional/civic emergency services. You are responsible for providing information to the satisfaction of City staff.
Step 5: Review fees and deposits
A. Review application fees

If you have an event on city streets, sidewalks, public property, you must have permits for the events and pay a non-refundable application fee.

Application type Fee

Events $100

Park events $30

Tax does not apply to application fees.

If streets, sidewalks, or plazas PLUS a park is in your event plan, both application fees will be applied

B. Review if you need to pay a deposit

You will be required to provide a deposit if your event requires:
- Temporary parking
- Police assistance
- Other Engineering services
This deposit must be provided at least 4 weeks before the event.

Most costs associated with your event will be charged to your deposit. However, other permits may be required and services needed (like ambulance and transit). These fees are payable to each individual organization or branch.

We will work with internal service providers to provide an estimate of expected or known costs.

Charges may exceed the estimate if:
- Documents used for estimating are submitted late
- Event plans are changed after initial estimates are provided
- An event runs late
- Equipment is lost or stolen
- There are safety concerns that require additional equipment or personnel
Organizers of unapproved events or of events that exceed the permit conditions will be billed for any City costs (like police and engineering) incurred as a result.
Step 6: Apply for a permit and permit reviewed by staff
A. Gather documents and submit application
1. Register for an online account (if you don't have an account)
2. Submit your application
3. Pay fees
Review online tutorials and apply for a permit

City staff will contact you within one week to discuss you application.

Application type	Fee
Events	$100
Park events	$30

Contacts and resources

City contacts

Partner contacts

Did you find what you're looking for?

Organize an event on a street, sidewalk, or plaza

COVID-19 (Coronavirus) update

Make a donation to help support free public special events

Steps to getting a special event permit

Step 1: Determine the type of event and where and when it will occur

Step 2: Review the rules to creating an event

Step 3 Review what resources are available to help create your event

Step 4: Gather information and documents required to apply

Step 5: Review fees and deposits

Step 6: Apply for a permit and permit reviewed by staff

Contacts and resources

City contacts

Partner contacts

Did you find what you're looking for?