Event Planning

Planning timelines

To help your event run smoothly and allow time for review, coordination, and required approvals, please submit your complete application, including all required documents, within the timelines below.

Please note that, due to the high volume of event applications received by the Town of Oakville, applications submitted outside of the minimum timelines may not be accommodated. Meeting the minimum timelines does not guarantee event approval. If your event includes activities in more than one category, the longer timeline will apply.

When to submit your application

At least 6 weeks before your event

Fewer than 100 guests

At least 3 month before your event

100 to 500 guests
Events with food vendors
Noise exemption permit required
Local road closures required (such as street or block parties)

6 to 12 months before your event

More than 500 guests
Events with alcohol service
Major road closures required

What kind of event are you planning?

Outdoor event

Get prepared

Event planning requires a lot of research and preparation. Please make sure you review the following information:

Please contact Special Events Services at events@oakville.ca with any questions you may have about planning your event.

Grants and sponsorships

Does your event need financial support? Check out these funding opportunities for special events.

Town of Oakville funding

Community Activation Grant

Our Special Event Service provides special event permit fee assistance to eligible community groups for special events. These events must benefit the community at large and meet the criteria outlined on the special event application form.

Once you are prepared to submit your event request, please complete and submit the Special Event application form. Localized events may require up to six weeks notice to move through the permitting process.

Special Event application form

Indoor event at a Town facility

Browse our selection of Recreation and Culture facilities and submit a booking request using the booking system on our Facility Rentals page.

Questions? Please call Facility Bookings at 905-815-2000 or email bookafacility@oakville.ca.

Picnic in a Town park

Picnic areas in our parks can now be booked online! Browse available locations and submit a booking request using the booking system on our Picnic Rentals page.

Advanced reservations for select picnic locations can be made online up to 45 days before the desired date of your booking.

If your picnic will include inflatables, rentals or catering, you must apply for an Outdoor Special Event permit.

Questions? Please call Facility Bookings at 905-815-2000 or email bookafacility@oakville.ca.

Wedding ceremony in a Town park

For information about planning a wedding ceremony in a Town park, please visit the Weddings in Town Parks page.