Depending on the size of your event and the activities you plan to incorporate into your event, the application processing time may vary. Small events with few services needed could be approved in a short amount of time. Larger events with many activities and many City services needed can take much longer to review and approve.
Please note: As 2017 marks Canada's 150th anniversary of Confederation, it is anticipated that there will be an increase in the number of events taking place in Edmonton. Please submit your event application as early as possible to avoid disappointment.
The following provides an overview of the application process.
Special Event Application Form
The Special Event Application Form is required to provide the City with all the basic information needed to complete an initial review of your proposed event. The information gathered is used to check availability of the dates and locations and to ensure your event is suitable for the proposed location.
Applications must be received at least eight weeks prior to your estimated event date. You'll be asked for basic information on the form including:
- Event location (parkland, the river valley, pathways, roadways or sidewalks)
- Event date(s)
- Set up and take down time required
- Type of event
- Basic contact information
NOTE: Submitting an application does not imply that your event is approved or that your proposed location or date is confirmed. Do not advertise your event until you have received approval to proceed from the City of Edmonton.
Preliminary Review and Assignment
Once you submit an application, the Civic Events Office will review the information and applications will be assigned to a festival and event liaison.
Events are booked in the following priority:
- Historical/annual/recurring events with same date(s)/timeframe and location as previous year
- Historical/annual/recurring events with new date/location request
- New event requests
Once assigned, a liaison will review the application and check the availability of the proposed location(s) on the requested date(s). If the site is available, and the event is deemed suitable for that location, a hold will be placed on the location.
The liaison will contact you to gather further information and discuss which permits may be required, what approvals will be needed, which civic services may be required and what the potential costs could be. You will also need to provide the liaison with proof of the required insurance coverage.
Civic Events Implementation Team Review
Depending on the scope and scale of your event, your application may be brought forward to the Civic Events Implementation Team, which includes members from City departments and provincial agencies, and the required civic services will be engaged.
You may be required to attend meetings with members of the departments and agencies to further discuss the event. This will be determined and scheduled by your liaison.
Once the initial review has been completed, the location and date will be confirmed through a “Confirmation of Use,” “License of Use” or a "Festival Agreement". This confirmation is a conditional approval for the event to take place, provided that you obtain all applicable permits and licenses and remaining approvals.
At this point, you are free to begin advertising your event. If, at any point, up to and including the day of your event, you fail to receive the required permits and licenses or fail any required inspections, all or a portion of your event may be cancelled by the liaison.
The liaison will continue to work with you throughout the process and will always be available to guide you and answer any questions you may have.
Important Information for Event Organizers
All events held on a street, in a park, or on City of Edmonton property require proof of at least $2 million general liability insurance with the City of Edmonton listed as an "Additional Insured". Depending on the size and scope of your event, liability coverage may increase.
There may be costs associated with civic services that you may require for your event, depending on the location. Civic services include (but are not limited to):
- Special event policing
- Road closures - All events on road right-of-ways require a Special Event Roadway Permit or Parade/Procession Permit with the exception of Block Parties
- Transportation of City property (picnic tables, waste receptacles, fire pits)
- ETS detours
- Medical services
- Permits (tents, vending)