Preliminary Review and Assignment
Once you submit an application, the Civic Events and Festivals Section 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):
- Civic event policing
- Road closures - All events on road right-of-ways require a Civic 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)