Event Planning Resources and Support

Does your event propose/require any of the following?

• Attendance of more than 250 people
• Road closures (excluding Wallace Mews at The Shipyards)
• Large structures (e.g. stages, tents larger than 10’x15’)
• Liquor service
• Vendor's cooking food on-site
• Live music/bands with amplified sound
• Use of fire or propane
• Take place on a significant date (e.g. a stat holiday)
• Multi-day event (including load in/out periods)
• Other activities or infrastructure that may present risks beyond those typically associated with the use of a public space

If No, none of the above - Low Impact Event - Category A 

Small, single-day events with no liquor service or cooking on site, expecting no more than 250 people, primarily for a local (North Vancouver) audience. Examples include picnics, fitness/yoga classes, small performances, screenings or markets

If Yes, to 3 or less – Moderate Impact Event - Category B

Celebrations, gatherings and performances expecting more than 250 attendees, proposing liquor service, cooking food on site and/or bringing in multiple structures (such as large tents or stages), likely attracting attendees from across the North Shore.

If Yes, to 4 of more – High Impact Event - Category C

Large or multi-day events and festivals, and/or anticipating more than 2000 attendees, likely attracting a regional Metro Vancouver or wider audience (beyond the North Shore).

Still unsure?

If you are unsure of your event category when you apply, select the event type that most closely reflects your event and City staff will work with you to adjust if necessary. Furthermore, it is best to err on the side of caution because if your event is adjusted upward in complexity during the application or permitting process, you may not be able to meet deadlines and milestones to permit your event.

If your initial application receives preliminarily approval, you will receive detailed information about the conditions and requirements you need to meet.

If this is your first time producing an event, we recommend that you start your event journey with a Category A event. Larger, more complex events (B and C) require substantially more coordination, staging, permitting and resourcing.

Event organizers are required to provide a detailed overview of the proposed event activities and elements as part of their initial event permit application, including:

• Dates and times (include load in/out times, if required)
• Preferred location
• Intended audience (who is the event intended for – local, North Shore, regional, or a specific community?)
• Estimated number of attendees
• A description of all proposed activities (e.g. market stalls, performances, liquor service areas, interactive activities etc.)
• Tentative event production/programming schedule 
• List of all vendors and sponsors
• Event host information (who you are and who you are working with to produce the event)

Event organizers are required to provide a plan showing how you propose to use the site for your event. A detailed site plan is not required with your application, but will be required prior to final approval of your event.

A draft site map is required with your application and may include larger areas of where you plan to cluster certain activities. For example, a circle to show where food vendors will be located or where an art activity might be set-up.

Provide a site map, to rough approximate scale, indicating proposed event layout and all planned infrastructure including (but not limited to):

• Stage(s)
• Tent(s)
• Lighting structures
• Fenced/licensed liquor area
• Power and water
• Vendors
• Other key elements

All events on City property are required to have insurance. Insurance is required for all events for the duration of the event set-up, the entire program of event activities and take-down.

Provide a certificate of commercial general liability insurance with $5 million per occurrence including 30 days written notice of cancellation or material change clause with the City of North Vancouver named as additional insured.

The event organizer must inform the City of any injury, incident or circumstance that results in injury or damage to person, property, venue or the environment.

If you are doing business in the City, you will require a City of North Vancouver Business Licence. This includes sale or purchase of any product or services at or in support of your event (fees apply). There are lower fees charged for not-for-profit organizations.

Individual vendors will be included in your business licence excluding food trucks/carts which must have their own business licence.

Apply here: City of North Vancouver Business License

Medium- and high-impact or high-complexity events (Category B and C) must submit a Safety and Security Plan as part of the permitting process. The plan must explain how you will keep participants safe before, during and after the event. Requirements will vary depending on the size and nature of the event.

What to include

Your plan must:

• Identify potential hazards and vulnerabilities associated with the event.
• Outline safety and emergency response measures, including first aid, evacuation and security.
• Indicate whether safety will be managed:
  o by a professional safety management company, or
  o in-house by staff or volunteers
• Demonstrate knowledge of applicable safety standards and the ability to deliver a safe and successful event.

Use the Safety and Security Plan Template to complete your submission.

Additional requirements

• Event organizers are responsible for emergency planning for all events, regardless of size, including evacuation procedures.
• Events with 750 or more attendees may be required to submit a Safety and Security Plan for review and acceptance by the RCMP.

If the event is approved, organizers may be required to expand or revise the plan to meet the requirements of the City Events team, RCMP and Fire Department before final event approval is issued.

Where the event is deemed to require paid police or additional security presence, arrangements will be made and paid for by the event organizer.

Event organizers may be required to hire RCMP officers at their expense to support event safety. The number of officers required will be assessed and determined by the North Vancouver RCMP, based on the size and scope of your event. 

For events over 500 attendees, and/or that are serving alcohol, the Fire Department may require Event Organizers to apply for an Occupant Load Certificate. Please allow at least 15 business days to obtain this from the Fire Department.

First Aid services may be required depending on the size and complexity of the activity or event. It is the responsibility of the Event Organizer to provide certified first aid personnel on-site, through a qualified agency or individual.

When planning your event there are important aspects to consider in order to determine your first aid needs, including:

• the number of people attending the event;
• the length of the event;
• the time of day the event is being held (day-time or night-time);
• the time of year and associated temperature and weather (very hot or very cold?);
• the location(s) the event is taking place; and
• the specific activities taking place (will it be strenuous?).

Even though calling 911 will be a part of any first aid plan, it is important to carefully consider the specifics of your event and provide the appropriate level of first aid onsite. At a minimum it is recommended that you have at least one person trained in first aid and CPR, and a basic first aid kit, onsite at all times. For larger events, a first aid tent with trained personnel will be required.

City staff will provide the following services, based on the needs of the event:

• Venue orientation and operating information
• Where applicable:
  o access to washrooms and related supplies
  o water and electrical connections (by special permission only)
• Site inspections before and after the event to assess damage deposits

Event organizers are responsible for providing all required equipment, including tables, chairs, zero-waste stations and garbage containers. All umbrellas, awnings and similar structures must be securely anchored and meet CAN/ULC-S109 fire-resistance standards.

Some existing umbrellas, tables and chairs may be available for use as a courtesy. Availability is not guaranteed. 

The City has a limited selection of event equipment available for loan. If available, City staff will deliver the equipment to the event site. Requests must be submitted at least two weeks in advance. Contact events@cnv.org to request equipment loans.

Identify on your event scope and site map if you propose to bring in tents, stages, screens or any other temporary structure for your event.

Some City venues have stages on site that may be able to be used for your event, see the Public Space Event Venues page for more information. 

A tent is defined as: a portable shelter of skins, canvas, plastic or the like, supported by one or more poles or a frame and often secured by ropes fastened to pegs in the ground or other weighted items. Tents must meet NFPA (National Fire Protection Association) standard. All tents must also meet the CAN/ULC- S109 standard for flame resistant materials. A manufacturer’s label must be attached to the tent confirming compliance with this requirement. If a label is not attached, it will be the user’s responsibility to produce documentation from the manufacturer that the tent meets this standard prior to its acceptance. Equipment, such as tents, must be secured using cement blocks. Spikes or tying rope to trees is not permitted, unless specifically approved. The organizer will be charged for any damages resulting from unauthorized setup methods.

If you propose any structures larger than 10”x15” then you will require a Building Permit from the City’s Development Services Team.  City staff perform inspections during various phases of a project to ensure that construction conforms with approved permit drawings, applicable codes, standards and bylaws.

Electricity may be available from permanent outlets on site for general needs (by special permission only). For standard appliances, electrical outlets on site will be sufficient. If additional power is required, an electrical permit, additional equipment and/or a contracted electrician may be required.

An electrical permit is required if you propose to:

• Use electrical generator(s) (rated over 12 kW or over 240v) on site
• Access 100amp on-site power at The Shipyards or 
• Install any other event power to supplement permanent facilities

Event organizers will require an electrical permit as per section 66 of the 2015 Canadian Electrical Code.

Electrical Permits should be submitted by a licensed electrician.

Note: All cables must be under mats if they are on a public walkway. If cables are on pedestrian walkways, especially at the Spirit Trail, Civic Plaza, pedestrian bridges etc., please ensure ADA cable mats are used to ensure continued accessibility.  

Some City venues have taps on site that may be able to be used for your event, see the Public Space Event Venues page for more information. 

Note: Where available, water is available through a standard ½ inch “garden hose” connection (available to purchase from a local hardware store).

Some City venues have public washrooms on site that may be available for use at your event -see the Public Space Event Venues page for more information. For events with guest numbers exceeding 1,000 people, the rental of portable washrooms may be required depending on the nature of the event.

Proper planning and supervision are required to ensure safe equipment movement, traffic control (if needed), and adherence to all safety protocols. Restrictions on loading times and logistics may apply during peak seasons.

If you have more than 5 vendors or infrastructure to be brought to site you are required to provide a load in/out plan including timing and supplier vehicles expected. This should be provided as a list of all expected vehicles on site including licence plate numbers.

If you have more than 5 vehicles accessing the site for load in/out the City will book professional security to implement your load in/out plan, on your behalf, at your expense.

Event organizers are required to pay a refundable damage deposit, ranging between $250 - $5,000 dependent upon event size, history, and nature of the event. 

Any property damage that occurs during the permitted event, set-up or take-down, is the responsibility of the event organizer and should be reported immediately. Damage to City property will be assessed by City Staff and repair costs will be billed to the event organizer.

If you have event staff (e.g. load in/out performers, security etc.), you must also get a WorkSafe Clearance Letter from Worksafe BC.

The event organizer shall ensure that their contractors are “Active” and in “Good Standing” with WorkSafeBC and comply with all the safety regulations, codes, guidelines and standards associated with their work.

Event organizers are responsible for ensuring that all event management staff behave professionally, responsibly, and exhibit respectful behavior. All staff must show courtesy to members of the public, City staff and other vendors at The Shipyards at all times.

The City of North Vancouver has a Respectful Workplace Policy which ensures that all patrons, staff, volunteers and spectators have the right to be safe and feel safe while attending a program or facility on City property. The City expects the same environment of respect and safety to be observed by Event Organizers holding events on City property. 

For larger events and/or those requiring street closure, and for midweek events with amplified sound, a mail out to local residents and businesses is  required. 

A Letter of Notice is required for events anticipating over 1,000 attendees or who are identified to have a significant impact on the general use of The Shipyards. The Letter must outline your event, set up and tear down times, impact to the public and contact details of the event organizers. City staff will distribute this letter on behalf of the organizer.

Noise levels must be managed in accordance with City regulations and kept respectful of nearby residents and businesses.

Events using amplified sound are required to submit an amplified sound management plan that demonstrates to the satisfaction of City staff that sound spill into the surrounding neighbourhood will be kept to a minimum. Sound is to be kept to a maximum of 75dB.

Events must maintain access through the site, whether to the public waterfront or to adjacent businesses/venues in the vicinity. 

Events with perimeter fencing and controlled access points must submit a site plan for approval specifically outlining public access and height of fencing.

For additional information, see Guide to Creating a Zero Waste Event.

Organizers are encouraged to limit the use of helium balloons and other giveaways made of unrecyclable material. Balloon releases are not permitted unless the balloons are made of latex and have biodegradable ties.

Medium and high impact/complexity events (category B and C) are required to provide a Waste Management Plan for approval.  

A waste management plan details how you intend to manage all waste directly produced by the event/activity as well as waste produced indirectly by attendees using services from local businesses and restaurants.

If your event requires a waste management plan, you will need to describe how waste will be effectively managed throughout the event by providing the following details:

• Indicate whether a professional waste management company will be contracted or if waste will be managed in-house using staff or volunteers
• Outline the number of personnel dedicated to waste management
• Explain how waste will be removed from the site
• Detail any measures to maintain site aesthetics and minimize visual impacts caused by waste (e.g., concealed bins, regular clean-up schedules)
• Describe plans to dispose of waste responsibly, including how the event will utilize the site’s four-stream waste system (organics, recycling, landfill, refundable) to divert waste from the landfills

Proper planning and supervision are required to ensure safe equipment movement, traffic control (if needed), and adherence to all safety protocols. Restrictions on loading times and logistics may apply during peak seasons.

If you plan to close a road and/or if your event is causing increased traffic in the adjacent neighbourhood, you will require a Traffic Management Plan. Event organizers are responsible for maintenance and operation of loading and road; this includes flaggers and/or professional security to manage the roadway for the duration of the closure. Restrictions on loading times and logistics may apply during peak seasons.

Road Closure Barriers will be supplied for events that require the closure of Wallace Mews Road at The Shipyards. 

A Street Use Permit is required for any partial or full closure of Wallace Mews including catering tents, food trucks, and loading. Pipe Shop exits cannot be blocked.  

The Event Organiser is required to get a Temporary Events and Markets Coordinator Application approval from Vancouver Coastal Health.

Additionally, each food vendor requires a temporary food booth Food Service Permit from Vancouver Coastal Health and may require Fire Department review and approval.

Mobile food vendors without a valid City Business Licence are not permitted to operate at an event in the City. A list of food trucks with valid City Business Licences can be requested by contacting the City’s Events Team.

Note: if a vendor plans to cook under a tent or other such temporary structure, the Fire Department will require more information prior to issuing their business licence.  Your vendor needs to contact the City business licence dept at Licence@cnv.org 

Food Trucks and Food Carts must have insurance (CGL and Automobile Liability for food trucks), a valid Vancouver Coastal Health permit, fire inspection decal and WorkSafe BC Clearance Letter. More details available on the City’s Food Truck webpage.

Event organizers must complete the Fire Safety Food Vendor Questionnaire which lists all of the appliances and electrical requirements used by food vendors. This will be provided as an excel spreadsheet with your conditional approval. 

All events serving liquor must apply for a liquor Special Event Permit (SEP) from the BC Liquor and Cannabis Regulation Branch. 

As part of the LCRB application process, event organizers are required to submit detailed event maps and provide proof of licensed security and “Serving it Right” certified liquor servers. The specific operational requirements are provided by the LCRB..

Review the City’s Special Event Liquor Licensing Policy, fill in and sign “Schedule B” form.
When the event organizer receives a BC Liquor Permit, they must send this and the completed Schedule B form to the City Events team.

Note: Events proposing liquor service require an Occupant Load Certificate from the Fire Department. Please allow at least 15 business days to obtain this from the Fire Department.

Commercial photography will require film permits from the City. We also require you to provide clear, prominent signage notifying attendees that photos are being taken, especially if images will be published online or used commercially.   

We would be grateful to have copies of your official photos taken during your event. These would be for internal use in the City, but might be used for future social media promotion or reports. 

At events in the City’s plazas (including The Shipyards), even for most microdrones, we require a Film Liaison to be with them. Minimum booking is 4 hours, and the hourly cost will be charged to the event organiser. We will not approve unsupervised drone use in a public plaza or The Shipyards area.   

Drone flying in Parks is only permitted by exception. 

Events can arrange drone filming if the drone operator/event organiser can supply proof of compliance with Transport Canada regulations and all Provincial and Federal privacy laws.   
Drones flying over roadways, parks, or The Shipyards require lockups.  At a roadway drone filming lockups have to be controlled by either RCMP or a flagging company unless the road has been closed for an event.