Plan Your Event FAQ

Am I required to pay for extra town resources if they are required?

To help you deliver the best event possible the Town of Oakville makes available a selection of extra resources and services to special events. Additional fees may apply for all extra services or amenities requested and provided.

For a list of event-related resources and fees, please visit the event Services, Rate and Fees page.

Are there any grants that I can apply for to offset the costs of my event?

Depending on the nature, purpose and programming of your event, the event may be eligible for a variety of funding opportunities.

Visit the event Funding Opportunities page to learn more about available event funding opportunities.

Can I sell/serve food at my event?

Event organizers must indicate on their Special Event Application Form any food to be available for public consumption at the event site (including: food vendors, food sampling, giveaways, food of volunteers, etc.)

Events offering any type of food must notify and receive approval from Halton Region Public Health department.

A Town of Oakville Refreshment Vehicle License or a food shop/special event food shop license is required for every food vendor vending at an event. A license can be obtained for each food vendor from the Town of Oakville Licensing Services in the Clerk’s department.

For inspection purposes, the Town of Oakville will notify the Halton Region Health department and the Oakville Fire department of all dates and locations of events providing food service.

Can I serve liquor at my event?

To serve alcohol at an event anywhere in the Province of Ontario the event organizer is required to obtain a Special Occasion Permit (SOP) from the Alcohol and Gaming Commission of Ontario (AGCO), facilitated by the Liquor Control Board of Ontario (LCBO).

SOP application forms are available at most LCBO stores, and by visiting the ACGO website.

Events wishing to serve alcohol must also adhere to the Town of Oakville’s municipal alcohol policy.

Do I need a Special Event Permit?

A Special Event Permit is required if you are planning an event (including weddings) to take place on Town of Oakville property (park(s), open space, Towne Square, etc.)

A Public Road Allowance Special Event Permit is required if you are planning an event to take place on a road/street, OR if an event on private property will impact adjacent road(s), traffic, parking, etc.

Two separate event permits are required if:

Scenario 1

  1. Your event will take place in a town facility/park/open space, AND,
  2. Requires use of a road allowance.

Scenario 2

  1. Your event will take place on a road, OR,
    Your event on private property will impact adjacent road(s), traffic, parking, etc., AND,
  2. Requires municipal resources or services (garbage bins, utility locates, erection of signage, etc.).

Permits are also required for events taking place inside a municipal facility such as a community or recreation centre. For more information about indoor event permits, check out the Facility Rentals page.

Do I need to provide a site plan?

Yes, every outdoor event in Oakville will be required to submit a detailed site plan.

The town offers an easy-to-use online site planning tool. Visit the Design Your Site Plan page to create a site plan for you event.

Does the town provide barricades for road closures?

A minimum number of barricades will be provided by the town as part of an event’s Road Allowance permit. If additional barricades are required, the town will coordinate the rental of the barricade and provide a quote to the event organizer.

How do I arrange for a road closure?

Events wishing to take place on a road, or events expecting to impact an adjacent road (traffic, parking, etc.) may complete and submit a Public Road Allowance Special Event Permit.

How do I obtain a Special Event Permit?

For an event in a park or open space

Complete the online Special Event Application Form (link).

For an event on or using a road

Complete the online Special Event Application Form (link).

For an indoor event

For indoor events taking place inside a municipal facility such as a community or recreation centre, check out the Facility Rentals page.

I have a great idea for a new event, what is the first step I must take?

Great! We would love to hear from you. Please contact events@oakville.ca to explore your event idea further, and find out what next steps are necessary to host your event in Oakville.

Will my event require insurance?

Yes, your event and all of its vendors, exhibitors, suppliers, and performers require $5 million dollars of Commercial General Liability insurance.

The town requires certificates of insurance from all parties (the event and all of its vendors, exhibitors, suppliers, performers, etc.). These certificates must name “The Corporation of the Town of Oakville, 1225 Trafalgar Road, Oakville Ontario, L6H 0H3” as an Additional Insured. All certificates of insurance are required to be originals.

Insurance covers event organizers and volunteers for liability claims made by another person related to injury and/or damage sustained as a result of an event. Property owned by event volunteers or personal injury to a volunteer is not typically covered by insurance. Volunteers are encouraged to ensure that they have adequate personal property insurance as well as insurance for disabilities either through employment or other means prior to volunteering for an event.

Will someone from the town be on site during my event?

Depending on the nature, size and scale of your event a Town of Oakville representative may be on site at or during the event. All events in Oakville are subject to the town’s relevant by-laws, codes, rules and regulations, as well as the regulations of Halton Police Services and the Region of Halton Public Health.

In this regard, various town staff including representatives from By-law enforcement, Oakville Fire, Parks and Open Space, Roads, Transit, or other departments may be present at the event to ensure adherence to the town’s regulations and policies.

What are the fees for obtaining a Special Event Permit?

For a list of event-related fees, please visit the event Services, Rate and Fees page.