Hosting an Event

Make your event welcoming and accessible to all. Consider how diversity, equity and inclusion are reflected in your choice of presenters, activities, graphics and materials. Ensure barriers are addressed for people of all abilities.

View the Ministry for Seniors and Accessibility's Guide to Accessible Events for more information and resources.

Public areas within an event site, such as play structures, splash pads, and washrooms, must remain accessible to the public unless otherwise approved.

Alcohol may only be served at an event with a valid Special Occasion Permit (SOP) from the Alcohol and Gaming Commission of Ontario. Licensed events must comply with municipal policy, and outdoor liquor service may require a resolution of Council.

Mechanical rides, inflatables and similar attractions must comply with Technical Standards and Safety Association (TSSA) rules, hold valid certification and be insured. All inflatables must be securely anchored and approved by the City.

Buskers and street performers are only permitted if included on your event application, with a signed Performance License Agreement and $5 million liability insurance naming the City of Belleville as additional insured.

Event organizers are responsible for protecting municipal property during their event. A damage deposit may be required, and any repair costs resulting from damage will be deducted from the deposit and communicated within 72 hours after the event.

Events on municipal property must be respectful and safe. Activities that incite violence, promote hatred, desecrate national symbols or violate the City’s RZone Policy are not permitted.

Use of drones at events must be approved by the City and comply with Transport Canada regulations.

Event organizers should obtain written permission or post a public notice if photographs or videos of attendees will be taken.

Additional electrical tie-ins require an ESA inspection. Generators must be whisper-quiet, safely located to avoid hazards, noise or exhaust issues, and are subject to inspection by the City and the Electrical Safety Authority.

Event organizers must request approval for signage through the event application, specifying type, size and location while considering sightlines. Signs may be installed up to 21 days before the event and must be removed within 48 hours after the event. Approval is reviewed by By-law via the Event Coordinator.

Event fees are outlined in the City of Belleville’s Consolidated Fees Bylaw and may vary depending on the event. Fees are not typically waived, but eligible community organizations may apply for support through the City’s grant program.

Event fencing must be approved by the City and shown on the event site plan. Fencing cannot block access to properties, driveways, parking areas, walkways or emergency routes.

Fireworks require special approval from the Fire Chief unless used on Victoria Day or Canada Day. More information can be found in the Fireworks By-law. 

Open air burning requires a permit and must follow all conditions set by the City, including having fire control measures in place and supervision by the permit holder. As outlined in the Open Air Burning By-law, community not-for-profit organizations, schools, religious institutions, or residents may apply in writing to the Fire Chief for a permit to conduct an open air fire for cultural, religious or recreational events.

Open air fires are only permitted if the following conditions are met:

• A burn permit must be obtained in advance.
• All conditions listed on the permit must be followed.
• The permit holder must have fire control equipment on site, such as water or extinguishing tools, to control or extinguish the fire if needed.
• The permit holder must be able to contact Belleville Fire & Emergency Services if required.
• The authorization to burn is valid only for the date(s) and time(s) listed on the permit.
• The person supervising the fire must be the individual named on the permit or authorized by the Chief Fire Official.

All events must have a fully stocked first aid kit on site. Events with over 500 attendees must also provide professional first aid services, an AED and a clearly marked first aid area.

All events must also complete an Emergency Operations Plan that outlines predetermined actions for emergencies, including command structure, roles, responsibilities and training for all staff and volunteers on procedures and reporting.

Event organizers must notify the City and the South East Health Unit of all food available, ensure certified food handlers are on site, and provide $5 million liability insurance naming the City. Licensed food vendors and food trucks must follow health, licensing, and safety requirements, including access to water, power, handwashing and proper waste disposal.

All events must have liability insurance of at least $5 million, naming the City of Belleville (169 Front Street, Belleville ON K8N 2Y8) as an additional insured. Coverage should include all vendors, performers, and programming elements, and proof must be provided before the event. Higher coverage may be requested by the City.

Consider opening your event with a Land Acknowledgement to recognize and show respect for Indigenous peoples and their traditional territories.

All lotteries, raffles, bingo and other games of chance at events must follow Alcohol and Gaming Commission of Ontario regulations. Event organizers must also obtain a lottery license from the City of Belleville’s Licensing Officer by calling 613-967-3200 ext. 3246.

When your event is approved, please upload your event information to the Bay of Quinte events calendar.

Your event can also be displayed on the marquee signs located at the Quinte Sports and Wellness Centre and Zwicks Park free of charge 10-14 days before your event. If additional days are desired, paid advertising is available.

To invite the Mayor or Councillors to an event, contact the Mayor's Office at least four weeks in advance.

All events held on City of Belleville property must comply with the Noise By-law, which regulates sound levels to protect the health, safety and enjoyment of the community.

Key points for event organizers:

• Amplified sound, music or equipment must not exceed limits set by the by-law.
• Sound levels must be managed so as not to disturb nearby residents, businesses or other events.
• Noise from events is subject to monitoring by City staff and may require adjustments to stay within allowable limits.
• Certain types of events or times may require a Noise By-law exemption, which must be requested in advance.

To request a noise exemption or for more information about the Noise By-law, contact 613‑967‑3228.

Events featuring non-food vendors must obtain a Hawkers and Peddlers License. Contact the City of Belleville Licensing Officer at 613‑967‑3200 ext. 3246 or learn more on our Business License page.

Events requiring paid-duty police officers must arrange them through Belleville Police Services, which can be coordinated through the special event application process.

To hold a parade on municipal roads, you must submit a detailed route map and arrange a police escort. Contact the Clerk’s Office at 613‑967‑3228 for a Parade Permit Application and review the Road Closures and Traffic section for more information. 

Event organizers must plan for parking, including signage, off-site parking or shuttles if needed. Overnight parking in undesignated areas is prohibited, and a parking diagram showing requested restrictions, locations, dates and times must be submitted with the event application.

Dogs must be on-leash except in designated off-leash areas and owners must clean up after them. Guide dogs and service animals are always welcome. Event organizers should inform attendees in advance if pets are allowed.

Event organizers are asked to participate in a post-event debrief and submit a report within four weeks for any events hosted on municipal property. Events receiving municipal funding must also follow grant reporting requirements. Organizers can use Ontario’s Tourism Regional Economic Impact Model tool to measure economic impact and gather insights for future planning.

Proclamations, lighting and flag-raising requests are submitted through the Mayor’s Office. Approved lighting requests may include the Bridge Street Bridge, Fire Station 1 Memorial, Belleville sign and promotional signage, scheduled according to your preferred timeline and colours.

Event organizers must obtain Council approval for road closures and submit a detailed closure or procession map showing roads, intersections, access points, activity zones and a legend. Organizers are responsible for notifying residents and businesses, ensuring emergency access, posting event staff at major intersections, and coordinating signage. Approved closures may require paid-duty officers, traffic control assistance from the City, and temporary public transit rerouting.

RZone is the City of Belleville’s zero tolerance policy for inappropriate behaviour, applying to all participants, spectators, contractors, volunteers and employees across City facilities, programs, events and interactions, including buildings, parks, trails, marinas, transit and workplace communications.

Event organizers must provide a detailed site plan showing the event name, date, location, scale, activity zones, emergency access points, roads or procession routes, temporary infrastructure and a legend. Tools like Google Earth can help prepare an accurate plan.

Events on City of Belleville property featuring live or recorded music must pay applicable SOCAN and RE:SOUND tariffs to ensure fair compensation for music creators and rights holders.

Event organizers must notify the City of all tents, demountable stages and support structures, showing their size and location on the site plan. Stakes may only be used under supervision; asphalt or concrete must use ballast blocks. Large tents or structures may require a Building Permit and Professional Engineer review. All materials must be flame-resistant and comply with CAN/ULC-S109 or NFPA 701. Structures must maintain emergency access, occupancy limits, fire safety, and be inspected by the Building and Fire Departments prior to public use. Supervisory staff must monitor fire safety, and proper placement of electrical, gas lines, and extinguishers is required.

This version keeps the key safety, permit, and compliance requirements while making it easier to read for a web or guide format.

Event organizers may request municipal water and electricity access, including whisper-quiet generators, subject to City approval. Any installation penetrating the ground requires utility locates to prevent damage to underground services, with costs and liabilities the responsibility of the organizer. Compliance with the Ontario Electrical Safety Code and Ontario One Call regulations is required.

Events must provide one washroom per 100 attendees. Existing facilities may require additional cleaning and stocking, with possible extra charges. Organizers are encouraged to visit City parks to confirm available seasonal washrooms.