2010 Special Event Application - City of Hamilton

1. 2010 – SPECIAL EVENT APPLICATION - CITY OF HAMILTON Why do I need to fill out a Special Event Application? A Special Event Application must be completed if you are seeking to hold your event on property owned by the City of Hamilton. There is a NEW PROCESS for 2010 events! In order to review and process everyone’s applications, the Special Events Unit will take applications during the following dates: November 15, 2009 - January 31, 2010. Where do I send my application? Once you have completed your Special Event Application, please return it by mail, e-mail or fax to the Special Events Unit. Email:specialevents@hamilton.ca Mail: Special Events Unit 77 James Street North, Suite 305 Hamilton, ON L8R 2K3 Fax: (905) 540-5511 What happens after the Special Events Unit has received my application? Step 1 Once you have sent your application to the Special Events Unit, it will be reviewed by the Special Events Advisory Team (SEAT). SEAT is made up of staff from various City of Hamilton departments who work together to provide guidance to event organizers to ensure safe event operations and adherence to applicable City by-laws, policies and procedures. Step 2 If your event is approved, you will receive written notification via mail or e-mail from the Special Events Unit. Your approval letter will outline a number of items that the City of Hamilton requires you to complete before your event can take place. If your event is not approved, the Special Events Unit will contact you directly to discuss the details of your application. In addition, you may be asked to attend a SEAT meeting to discuss possible solutions for the reasons why your event was not approved. Please note: If there are any changes made to your application after it has been approved (i.e. date, time, location), the Special Events Unit requires written notice at least 21 days prior to the commencement of your event. For additional assistance with completing your application and for more information, please visit our web-site at www.hamilton.ca/specialevents.

2. 2010 – SPECIAL EVENT APPLICATION - CITY OF HAMILTON FOR OFFICE USE ONLY: DATE RECEIVED: CONTACT INFORMATION: Organization: Lynden Canada Day Contact Person: Harry Droogendyk Phone (day): 905-512-3827 Address: PO Box 212 Phone (evening): 519-647-2472 City: Lynden E-mail: lynden.canada.day@gmail.com Postal Code: L0R 1T0 Website: www.lynden-on.ca/canadaday Charitable Org #: Event Phone: (if applicable) Fax: Alternate Contact: Harold Kuret 519-770-4117 (it is recommended that an alternate name & telephone number be provided) Do you grant the City of Hamilton, Special Events Unit, permission to give your telephone number to the general public? N  The collection, use and disclosure of personally identifying information submitted on this form is governed by the Municipal Act, R.S.O. 1990, C.M. 56 and will be used to facilitate the request to host a special event within the City of Hamilton. Applicants may, from time to time, be contacted by the City or a City-contracted third-party for the express purposes of gathering information about the proposed event, assessing satisfaction, and/or obtaining feedback on services related to special events. Questions about this collection should be directed to Jennifer Kaye, Manager, Arts & Events – 77 James Street North, Suite 305, Hamilton, Ontario, L8R 2K3, (905) 546-2424 x4807.` 1

3. NAME OF EVENT: First Time Event? N  Lynden Canada Day Celebration • TYPE OF EVENT: •  Parade Cycling  Festival • Run  Walkathon  Other (specify) • LOCATION: • City Park Name: - Preferred: Lynden Road ( South Community Park ), South Lions Park - Alternate • Building/Facility Name/Area: Governors Rd, Lynden • Road (s) Road Closure Required?: Full  * *An event that occupies one or more lanes of a roadway while allowing two directions of traffic to pass at all times is a partial road closure. An event that occupies the entire roadway not allowing any traffic to pass through the closure area is a full road closure. INSURANCE: All events taking place on City of Hamilton property must be insured and carry a minimum coverage of $2 million. For those events that have fireworks, alcohol, amusement rides, circuses/carnivals, hot-air balloon rides and/or helicopter rides, event organizers must provide proof of insurance with a minimum of $5 million. Event organizers may contact any insurance company to obtain Commercial General Liability Insurance. Insurance may also be purchased directly through Facility Bookings at 905-540-5590. Will you: provide your own insurance  Yes Or purchase insurance through Facility Bookings  2

4. ESTIMATED ATTENDANCE: 1500 Participants # 200 Bands # 3 Vehicles/Floats # 50 DESCRIPTION OF EVENT: What activities will take place at your event? What road closures will be required? How will you set-up the park/facility for your event? Please attach a map that clearly outlines the details of your event. The more information you can provide, the better we can assist you! Canada Day begins at 11:00 AM with a parade starting at the CN tracks on Lynden Rd, proceeds south to Governors Rd, heads west to Lions Park on Governors Rd where it terminates. At the park we have activities for the entire family, especially for kids. We set up different areas for activities, food service, parking etc… Evening entertainment is provided and the day culminates with a fireworks show at dusk. Road closure is required for the parade as per attached map. What do you hope to accomplish with this event? Celebrate Canada’s birthday and our freedoms, foster national pride and encourage community involvement. What will a visitor to your event experience? Parade, activities, food, fireworks, community involvement, civic and national pride. 3

5. ACCESSIBILITY Wheelchair Accessible Yes  For events on City Property are you seeking approval to charge: Admission : No  Parking: No  Is this event:  Open to the Public EVENT DETAILS (complete to ensure proper permits are processed) 4

6. FOOD & BEVERAGE Will there be food and non alcoholic beverages sold at your event? Yes  Number of food stands at your event (Note: a fee per vendor may apply) _____1 Food stand locations Outdoor  What kinds of food will the Stands be selling? (check all that apply) • WASTE MANAGEMENT SERVICES • Help us meet the City of Hamilton’s waste diversion goal. • Special events held on City of Hamilton property shall participate in waste diversion programs. • Do you require City-supplied waste containers for your event? (please check) • Recycling barrels 12 barrels • Garbage cans 12 garbage cans •  Garbage bags (fee applicable) • Location for delivery: Lynden Community Centre Park, Governors Rd • Date/time for delivery: June 30, 2010 at 10:00 AM • Contact person & • contact information: Harold Kuret 519-770-4117 Note: Fees will apply for delivery of garbage cans off Parks sites. Charges are applicable for recycling barrels not returned or not emptied. Fee of $100 - $150 shall be charged for supplying roll-off bins. 5

7. Area Washroom & Hand-washing Stations? Accessible to Washrooms? Yes Yes  • EVENTS REQUIRING ROAD CLOSURES • Road closure requests must be approved by City Council. Once City Council has approved your road closure, changes cannot be made to your route without notification to SEAT as a secondary Council approval will need to be sought. Please note that 90 days’ notice is required to secure Council approval. • Do you require a partial or full road closure? •  Partial ($206.68)* - allowing two directions of traffic to pass at all times • Full ($549.40)* - not allowing any traffic to pass at any time • Sidewalk Only (no fee)* * Rates are subject to change without notice. Please note: A map MUST be included outlining the details of your full road closure. The written notification must be approved first by SEAT. Applicants must also notify abutting properties in writing of the road closure(s) at least 14 days in advance of the event date. I have read and understood the Special Events Application. I will notify the Special Events Unit of any changes to my event application in writing at least 21 days in advance of my event. _______________________________ __Harry Droogendyk Nov 11, 2009________ Event Organizer Signature Print Name & Date 6