Event Logistics

When creating a Safety plan, it’s important to consider:

• Risk identification - such as level of attendance, liquor service, type of activities at event, demographic of attendees and duration of event.
• Access - primary, secondary access points - Where feasible, route should have easy access from a main street and be set away from the main flow of event attendees (pedestrians or vehicles).
• Security plan and on site points - Will there be security of personnel on site? If yes, are they paid professionals or volunteers? Overnight security on site?
• Emergency Notification Procedures.
• First Aid - Location of first aid tent or trailer and the number of responders.
• Emergency access points and routes should be designated and clearly marked on the site map.
• Vehicle and emergency access/egress - many parks have specific access routes and guidelines.
• Evacuation Routes (provide maps).
• Identify General Assembly / muster point for evacuations.
• Action/communication plan.
• Incident Report Form.
• Please review the safety plan with the City of Vernon in advance.

Security may be required as part of the event, once City of Vernon Parks, Bylaw and RCMP has reviewed the event application. Please discuss requirements with the Recreation Events Coordinator.

• Will there be security personnel on site?
• Will they monitor overnight?
• Please provide company name and contact information.
• Please note the company must be bonded security company.
• Security or policing costs is at expense of the event organizer.

Resource Links:
BC Major Planning Events Guidelines.
Public Health Guidelines: Major Planned Events

Should your special event impact any streets or roads, application for road closures, parades, transit delays must be completed. Click here for fillable forms.

At the discretion of the City, event organizers may required to notify local residents, businesses and/or the general public of impacts to the area via a notification letter. Notification is required one week prior to the event day.

As a general guideline, a notification letter is required if your event:

• Has a road closure
• Has amplified sound (i.e. concert)
• Has a large parking impact in a residential area
• The necessity of a notification letter will be determined by the Recreation Events Coordinator and a copy will be required as part of the Event Application

The notification letter should include:

• Name and a brief description of the event
• Event dates, times, and location
• A map providing information on the road closure location
• Explain alternative access where necessary
• Restricted parking areas
• Name and telephone number for the event organizer and on-site contact
  Website information
• In addition, the City will release a Traffic Advisory approximately one week ahead of the event to assist in informing the public.

Parking is also part of Roadway and Traffic Control. Please indicate how many cars are expected at the event on the event application form. Depending on size and scope of event, a shuttle service or transportation plan may be required.