Special Events

A Special Event in Zorra Township is:

Any annual, regularly occurring or one-time event that is open to the public and is held exclusively or partially on public property (parks, roadways, sidewalks or other municipal properties) or is open to the public and held on private property (owned by individuals, entities or non-governmental organizations). Events involving one or more of the following criteria may require a Special Event Permit:

·       Food vendors/operators

·       Vendors selling goods, merchandise or services

·       Sale and/or consumption of alcohol

·       Fireworks

·       Road/sidewalk use or closures, disruption of traffic or parking

·       Staging, fencing, tents, temporary structures, patio extensions, and inflatables

·       Noise or amplified sound

·       Petting zoo or animal exhibits

·       Require Township resources/services

In addition, a Special Event Permit may be required for any event that:

·       Has the potential to strain Township emergency services

·       Has a foreseeable impact on the regular flow of traffic

·       May adversely affect the community

·       Presents an elevated risk to the health and safety of participants or the public; or

·       Presents an elevated strain on the infrastructure of the Township

A Special Event Permit may not be required for:

1. An event that is held solely and exclusively on private property that is not open to the public and where the Township is satisfied that the event is permitted under the Zoning By-law and all relevant permits and permissions are procured by the organizers
2. An event which is part of the normal operations of a business or institution that ordinarily carries on business in the Township
3. Stag & Doe events and weddings held within municipal facilities
4. Stag & Doe events and weddings held exclusively on private property
5. Block Parties which are covered under Township Policy 200-24

Despite these exceptions, all events taking place within the Township on public or private property must still comply with all other Township By-laws.

For events on private property which are open to the public and involve any of the criteria from section 1.1 of these guidelines or section 3.1-3.2 of the Special Event Bylaw, a Special Event Permit may be required. Event organizers/property owners may be required to provide notice and obtain permits from the Township and all other governing bodies depending on the activities taking place at their event. It is the responsibility of the organizer to know what permissions and fees their event on private property requires. Please refer to the Event Organizers Checklist for further information.

Planning

A lot of time, energy and resources go into planning special events, and the numerous requirements are often overwhelming to navigate. The special event application process allows the event organizers, the Township, and other relevant parties to collaborate and share information to ensure the safety, security and compliance of local special events.

Permissions

It is also an important approval process, as events entirely on public property, or partially on public and private property require notice to and permission from the Township. For events exclusively on private property, organizers may still need to give notice, gain approvals or By-law exemptions, and get in touch with organizations such as the Alcohol and Gaming Commission of Ontario, or Public Health.

Risk Management

Every event and activity comes with certain risks associated, and mapping out the ins and outs of the event to properly manage these risks can significantly reduce the likelihood and severity of issues that may occur. 

As per Special Event By-law 46-26,

8.1  Mobile Food Operators are only permitted to operate in the Township of Zorra through the following approved means:
a) Special Event Permit
b) Mobile Food Operator Permit

8.2 Mobile Food Operators shall not operate on any street or other property of the jurisdiction of the Township of Zorra without the prior written agreement from the Township.

8.3 Mobile Food Operators at special events must be named in the application process by the vendor operator or the event organizer.

8.4 Mobile Food Operators active short-term for events on private property must complete a Mobile Food Operator Permit Application and receive approval from the Township at least 14 days prior to the event.

8.5 Mobile Food Operators may require inspection and approval by Zorra Fire & Emergency Services and Southwestern Public Health for any food being prepared and served. Proof of inspection and certification of the vendor must be included in the permit application.

8.6 Mobile Food Operator is responsible for the payment of all inspection fees and approval fees as may be required by the Township Fees By-law or other agencies. It is the responsibility of the operator to ensure compliance with all Federal and Provincial Statutory requirements, Southwestern Public Health requirements, Ontario Fire Code and all applicable Township By-laws.

Visit our by-law page to read the full by-law.

Visit our forms page to complete a Mobile Food Operator Permit form.

Before you complete your application, please review the Special Events By-law.

Visit our by-law page to read the full by-law.

Visit our forms page to complete a Special Events Permit form.

Event Application Submission 

Event organizer contacts the Township and submits their Special Event Permit application at least thirty to sixty (30-60) days prior to the proposed event date. The earlier the application is submitted, the more time for review, follow up, revisions, inspections and approval, so do not wait until the deadline to get the process started for large or complex events!

Event Application Review

The Township will review the initial application details and ensure all is in order, follow up with applicant where necessary and circulate the notice to relevant parties (Oxford County, Public Health, OPP, etc.)

Staff will action the application to gain all the information needed in order to issue permits, allowances, and By-law exemptions required for event activities.

Event Confirmation

Once application is submitted and reviewed, permits/approvals will be processed, and staff will provide a final response to the applicant in a timely manner as to the status of their application.

It is the Township’s goal to keep the event planning and approval process as efficient as possible while maintaining a high standard of care to ensure events are safe and compliant.