Canada's warmest welcome ®* October 24 2020

Application for Special Event

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Application for Special Event

Special event applications are required for all events being held on Town of Osoyoos property and have an estimated attendance of more than 50 people. The application form must be completed a minimum of 2 weeks before your event. You may complete the application online below or fill out a hard copy and submit it to the Community Services Department. Hard copies can be picked up at the Sonora Community Centre. All Special Event Applicants must also submit: 

  • Copy of a Certificate of Insurance (comprehensive general liability insurance with inclusive limits of not less than $2,000,000.00 (per occurrence) with the Town of Osoyoos added as an additional insured. Indemnification in the form of insurance must be provided. You may be required to increase your liability insurance to $5,000,000, depending on the nature of your event.
  • Any other required Certificates, Documents and/or Permits as noted in the application. These may include a liquor license and/or a temporary food service permit.
  • Damage deposit, application fee and rental fees if applicable

It is to the applicant’s advantage to complete the application as soon as possible to leave enough time for the approval process to take place prior to the event.
 
Once the application is approved and the application and deposit fees paid, you will be issued a letter of approval. The deposit fee will be returned in full providing the green space and municipal equipment used is returned in good condition and no staff time is required for additional clean up.

CLICK HERE for Park Use and Special Event Fees 

Additional fees associated with the application must be paid one week prior to the event.

Please make sure to post your approval onsite during your event.  If a park or facility is closed to the public you will be required to post signs to inform the public, these signs will be provided by Town staff and must be returned.

Exceptions

Weddings taking place through Watermark Beach Resort and requiring park space in front of the resort may fill out a Parks Use Permit.
 

Please indicate event location if not listed above
A liquor license is required for any event containing alcohol. You are required to contact the British Columbia Liquor Board (BCLB) for more information and to obtain your license.
A Temporary Food Service Permit is required from Interior Health. Please contact Interior Health for more information.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png bmp tif pdf doc docx.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png bmp tif pdf doc docx.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png bmp tif pdf doc docx.
If yes you must fill out a Request to Hang Banner Form. Groups are responsible for the creation of their banner to the Town of Osoyoos' specifications and taking to Operational Services.
A Department of Highways Permit must be obtained if the parade route requires Main Street or Highway 97.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png bmp tif txt pdf doc docx.
Please describe your onsite security including whether or not the RCMP, Fire Department and/or Ambulance Services has been noticed and if you will have a designated First Aid attendant on site.
Please indicate if you require the use of municipal equipment.
Tables must be picked up and returned to the Sun Bowl Arena. Additional fees may apply.
Chairs must be picked up and returned to the Sun Bowl Arena. Additional fees may apply.
Please specify where you would like the picnic tables placed. Ie - on grass in front of band shell
Groups must provide their own bags and are responsible for the removal of garbage and recyclables. The Town of Osoyoos strongly advises groups arrange for a dumpster for large events.
Please specify where you would like the garbage cans placed. Ie - on grass in front of band shell
The Town of Osoyoos is not responsible for the arrangement or payment of dumpsters. It is strongly advised that a dumpster is arranged for larger events. If you are arranging for a dumpster please indicate where you plan on placing it on your site map.
Please specify where you would like the bleachers placed Ie - on grass in front of band shell closest to the trees
Please specify where you would like the bleachers placed. If you are using barricades for a parade or street closure please submit a listing of the number of barricades at each intersection you require and include it in your site map.
Please indicate the length of fencing you require. Stakes are provided.
Please specify where you would like the snow fencing placed. Ie - on grass in front of band shell
Please specify where you would like the traffic cones placed. Ie - on grass in front of band shell
This service may not be available depending on the date and time of your event. Additional fees may apply.
The Town of Osoyoos is not responsible for the arrangement or payment of Porta Potties. If you are arranging Porta Potties please indicate where you are planning on placing them on your site map.
A site meeting MUST be arranged with Town of Osoyoos staff BEFORE anything if staked to the ground. It is recommended that sandbags are used for smaller (10x10 or smaller) tents.
Irrigation can be requested to be turned off for multi day events, events that require an early morning set up (before 7:00am) or will run past 12:00am (midnight)
Power may not be available at all locations.
An AED is available for community groups to use for their Special Events. If you would like the unit for your event, you are required to pick up the AED from the Community Services Department (Sonora Community Centre) prior to your event and return the unit after the event. If the AED is used in an emergency, please inform the Program Supervisor or Director of Community Services.
Please indicate if you require other municipal equipment that was not previously listed
Insurance

Applicants are required to obtain comprehensive general liability insurance with inclusive limits of not less than $2,000,000.00 (per occurrence) with the Town of Osoyoos added as an additional insured. Applicants may purchase insurance through https://miabc.eventpolicy.ca/ or use their own provider.  

Applicants my upload a copy of their Certificate of Insurance below or submit a copy to the Community Services Department closer to your event date. Hard copies of the certificate can be dropped off to the Sonora Community Centre or emailed to sdynneson@osoyoos.ca . 

Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png pdf doc docx.
Terms and Regulations

The main contact person/applicant will:

1.  Be responsible for advising all attendee's and will ensure that all attendee's adhere strictly to all regulations posted and/or attached hereto. Failure to adhere to said regulations can result in this permit being revoked without refund of any fees paid.

2.  Provide a competent and trustworthy adult who will personally undertake to be responsible for the due observance of regulations governing the facilities, lands and equipment.

3.  Exercise the greatest care in the use of the facility, lands and equipment and adjacent premises.

4.  Report all damage immediately to the Department of Community Services, 250.495.6562.

5.  Be responsible for any damages incurred. Said damages to be paid firstly by the Applicant and/or their insurer.

6.  Use only the facilities, lands and equipment named in the application.

7.  Not permit any other Group or Organization not named on the application to use said facilities, lands and equipment without the authorization of the Town of Osoyoos.

8.  Be responsible for leaving the facilities, lands and equipment clean.  Failure to do so may result in an additional fee levied for maintenance.

9.  Adhere to grass closure. Information may be obtained by calling the Department of Community Services, 250.495.6562.

10. Not use grass fields, parks etc. when closure is in effect unless specific authorization has been given by the Town of Osoyoos.

11.  Not place objects in or on grass fields without first consulting with the Director of Community Services.

12.  Call the Department of Community Services, 250.495.6562 and cancel the permit if you do not plan to use it.

13.  Will not permit liquor or beer on any Premises unless a liquor permit is in effect.  A copy of said permit shall be presented and attached to this application prior to use of said facility.

14.  Pay all fees levied according to this application including but not limited to, costs associated to any breach of this agreement.

15.  Ensure all Emergency Services have been notified, placed on standby, or arrangements have been made to have them on site if required, for any large events.

16.  Be responsible for the provision of additional temporary bathroom facilities for large events, where the existing Town facilities are inadequate to meet the demands of the event.
 

Release of Liability, Waiver of Claims and Indemnity Agreement

The Applicant accepts, and in consideration of "The Town of Osoyoos" accepting my/our application for use of their land, facilities and equipment, as scheduled herein, (hereinafter referred to as "the facilities."  I/we hereby agree as follows:
 
1. TO WAIVE ANY AND ALL CLAIMS that I/we have or may in the future have against The Town of Osoyoos and its elected officials including directors, officers, employees and representatives (all of whom are hereinafter collectively referred to as "the Releasees");

2. TO RELEASE THE RELEASEES from any and all liability for any loss, damage, injury or expense that I/we may suffer, or that my next of kin may suffer as a result of my/our use of or my/our presence on the facilities due to any cause whatsoever, INCLUDING NEGLIGENCE, BREACH OF CONTRACT, OR BREACH OF ANY STATUTORY OR OTHER DUTY OR CARE, INCLUDING ANY DUTY OF CARE OWED UNDER THE OCCUPIER'S LIABILITY ACT OF BRITISH COLUMBIA, RS Chap. 337, 1996, ON THE PART OF THE RELEASEES;

3. TO HOLD HARMLESS AND INDEMNITY THE RELEASEES from any and all liability for any damage to property of, or personal injury to, any third party, resulting from my/our use of the facilities; and

4. This agreement shall be effective and binding upon my/our heirs, next of kin, executors, administrators, assigns and representatives in the event of my/our death(s) or incapacity.
 
In entering into this Agreement, I am not relying upon any oral or written representations or statements made by the Releasees other than what is set forth in this Agreement.
 
Prior to the execution of this Agreement the Applicant will obtain and maintain comprehensive general liability insurance including, without limitation, coverage for the indemnity provided herein, on terms satisfactory to the Municipality.  The Municipality is to be included as additional insured.  Such policy will be written on a comprehensive basis with inclusive limits of not less than $2,000,000.00 per occurrence including $2,000,000.00 for bodily injury and/or death to any one or more persons including voluntary medical payments and property damage or such higher limits as the Municipality may require from time to time.  The policy will contain a clause providing that the insurer will give the Municipality thirty (30) days prior written notice in the event of cancellation or material change.  The Applicant will provide the Municipality with evidence of such insurance coverage in the form of an executed copy of a Certificate of Insurance in a form satisfactory to the Municipality ten (10) days prior to the execution of said agreement.
 
It is the sole responsibility of the Applicant to determine what additional insurance coverage’s, if any, including but not limited to Workers Compensation and Participants Insurance, are necessary and advisable for its own protection and/ or to fulfil its obligations under this contract. Any such additional insurance shall be maintained and provided at the sole expense of the Applicant.
 
The Applicant warrants and represents that if he/she executes this Application on behalf of a Group or Organization that the Applicant has sufficient power, authority and capacity to bind the Group or Organization with his/her signature.
  
The Applicant, in consideration of being granted permission to use the facilities agrees to be bound by the Terms and Regulations and if the Applicant represents a Group or Organization, the Applicant agrees to inform all responsible officials associated with the Group or Organization of the Terms and Regulations and Waiver and Indemnity Clause.
 

Other Required Documents
If you have documents ready to upload (ie liquor license) you may do so below. Otherwise copies can be submitted by email or to the Sonora Community Centre closer to your event date.
Please upload your site map. Site maps may be submitted closer to your event date.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png pdf doc docx.
Please upload your parade route. Route may be submitted closer to your event date.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png pdf doc docx.
Please upload a copy of your liquor license. A copy may be submitted closer to your event date.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png pdf doc.
Please upload a copy of your temporary food service permit. Your permit may be submitted closer to your event date.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png pdf doc docx.
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While every reasonable effort is made to ensure the accuracy of this data, we are not responsible for any errors or omissions contained on these pages. Please verify any information in question with the Town of Osoyoos.   Town of Osoyoos
Box 3010, 8707 Main Street
Osoyoos, BC V0H 1V0
(TF) 1.888.495.6515
(T) 250.495.6515
(F) 250.495.2400
(E) info@osoyoos.ca

 

Mission Statement
To provide quality community services and facilities, which meet the needs of the current
and future residents of Osoyoos, in a socially, economically and environmentally sustainable manner.

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