Event Requirements

A detailed indoor event set up indicated on a floor plan is required – request floor plan map from the Recreation Events Coordinator.

Room set up options:

• Theatre Style
• Classroom
• Banquet
• Conference
• Workshop
• U-shape
• Hallow square

Indicate the location of: 

• tables and chairs based on room set up options  (there is no charge if client sets up tables and chairs OR fees apply for room set up)
• Stage, bleachers and pipe and drape (if required) - fees apply for set up
• Audio visual equipment (and power source)
• Additional costs may be associated with your event, click here to view event expense price list

• Civic and Crossover Rooms at Kal Tire Place - 3445 43rd Avenue, Vernon BC
• Recreation Centre Auditorium and Creekside Conference Centre - 3310 37th Avenue, Vernon, BC
• Curling Rink - 3400 39 Avenue, Vernon, BC

Items to consider:

• 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 bins 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. 
   

As part of the event application, a detailed event site plan is required.  Creating a clear and easy site plan is important to the hosting and implementation of a successful event.

Tips for when creating an 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. 
   

• DND Grounds
• Marshall Fields
• Polson Park

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.

Bin Process:

• 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.

Recycling:

• 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.
• Greater Vernon Diversion & Disposal Facility information and hours of operation.

Composting:

• 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.

Dumpsters:

• 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.

• 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).
• Will there be generators on site? Please describe and review City of Vernon Bylaws

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.

1. 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.
2. Are there mechanical rides?
3. Are there water-based events or demonstrations?
4. Is there fitness equipment or a trampoline?
5. Will there be any inflatables structure/slide/play features?
6. Will there be raffles or gambling games? A Gambling event licence will be required - click here.
7. Will there be any display booths?
8. Will there be sale of good or merchandise? City of Vernon Business Licence is required. Please see business license section.
9. Will there be fireworks? Please describe. A fireworks permit must be obtained from Vernon Fire Department, a minimum 30 days prior to event.
10. Will there be performance involving fire? This activity may require approval from the Vernon Fire Department.
11. Will there be an entry fee or is this a ticketed event? Indicate where tickets can be purchased.
12. Is there music entertainment? Live or DJ? Amplified sound in the park requires authorization from the City of Vernon.
13. Any other activities, please provide a detailed description.