Every event is unique. Requirements for outdoor events vary and there are many details to include as part of the event planning process.
Please review the information in the drop-down menus for outdoor events.
Indicate your activities on the event application form (Yes or No) and provide detailed description of the activities that will be a part of the event.
If required, please attach detailed description as separate document as part of the event application.
Outdoor Event Site Set Up Requirements
Access to onsite washrooms (only open seasonally) – Additional stocking and cleans may be required throughout the event at an additional fee.
How many portable toilets are you requiring? Indicate number of portable toilets on event application (additional fees apply).
How many garbage and recycling bins are you requiring? Indicate number of each bin required on event application (additional fees apply).
Garbage and recycling must be removed from site by the event organizer or charges will apply.
Will you be renting dumpsters? The location of the dumpster should be away from the main event area, easily accessible for servicing and, where feasible, placed on a hard surface.
Do you require access to potable water? Food trucks or food & beverage services should be close to this area.
Do you have any overnight structures/displays that require sprinklers to be turned off?
Will you require power? Equipment requiring power should be located close to this area (Operating Electrical Entertainment Permit may be required if more than 5 Kilowatts of power is required).
Most facilities require a key for gates, electrical and water. A $200 key deposit is required, and key access instructions will be provided prior the event. Pick up keys 24 hours in advance at the event at the City of Vernon Recreation (3310 37th Ave). Keys must be returned promptly when the event is over.
Event Site Plan
Indicate location of garbage bins, recycling bins and dumpsters.
Portable-toilets locations should be easily accessible for servicing, and where feasible, placed on a hard surface.
Consider registration area, start / finish line, exits and entrances, etc.
Vehicle and emergency access/egress - many parks have specific access routes and guidelines. A minimum 6m (20ft.) emergency access route is required through the event site.
Place anything requiring electrical access by the onsite services instead of running cords long distances (saves money and removes potential tripping hazards).
Areas of use – if using multiple areas of a park, each area should be indicated on the map with activities and/or requirements.
For outdoor events, garbage and recycling accumulation at the event is often above and beyond the on-site garbage receptacles.
Event organizers can rent garbage and recycle bins from the City of Vernon - it is the responsibility of the event organizer to dispose of the refuse off-site after the event.
OR event organizers need to plan to rent large garbage/recycling bins from a waste management company to dispose of the refuse.
Indicate number of bins on on the Outdoor event application form – see event price list.
The fees will be added to the rental contract.
The City will drop off the bins and bags prior to the event and pick them up post-event.
Management of provided garbage/recycle bins is the responsibility of the organizer.
Parks services do not provide waste removal services for your event.
The City strongly encourages all event organizers to recycle.
Larger events may be required to provide a recycling plan for their event; especially if food and beverages are provided.
The City strongly encourages all events organizers to compost at an event.
Organics bins can be rented from the City of Vernon - it is the responsibility of the event organizer to dispose of the refuse off-site after the event.
For your event you may need to rent dumpster(s) as there are no access to dumpsters in City parks.
The dumpster(s) rental is at a cost to the event organizer.
The dumpster should be located on the site map and drop/pickup times will need to be provided as they often occur outside the event date.
Insurance will need to cover the entire time infrastructure such as dumpsters.
Vehicles, Equipment and Structures on Site
Tents – Please indicate number of tents and including sizing information and describe how they will be secured (Absolutely no staking into the ground, tents must be weighted).
Fencing is required for beer gardens and/or for controlling access points into events. Please describe fencing (Event organizer is responsible for the additional expense).
Vehicles on site for display purposes? Please describe.
Are vehicles required for set up and take down? Please describe.
Are you requiring staging, bleachers, barricades & cones, etc. (addition fees apply – see event price sheet).
If you are engaging in any of the activities listed below, please provide a detailed description in a separate document and attach it to the event application from. Depending on the scope of the activities, approval from the City of Vernon will be required and additional insurance coverage will need to be added to the insurance policy.
Will there be animals on site?
Considering a petting zoo?
Is this an event that includes dogs? If approved, dogs are restricted to the event area only and must be on leash (unless event is held at a dog park).
Interior Health Services will be required to be contacted and a permit will be required from IHS.
Are there mechanical rides?
Are there water-based events or demonstrations?
Is there fitness equipment or a trampoline?
Will there be any inflatables structure/slide/play features?
