Special Events

Road Closures

Many special events incorporate parades or processions or use a roadway as a venue. These events require temporary closure of major and/or minor streets or alleys. When closing a road or alley, a traffic control plan (TCP) must be submitted as part of the event proposal to be reviewed and approved by the Traffic Control Department. Traffic plans must follow the Ontario Traffic Manual Book 7 specifications. A complete schedule and map of the closure (including emergency access lane) must be submitted for review and approval by the Special Events Resource Team (SERT). The City of Windsor will not create traffic control plans for third-party events.

The event organizer is responsible for ensuring that they comply with the traffic control plan once it has been approved. The event organizers are responsible for securing, setting up and tearing down all required barricades and signage in order to comply with the traffic control plan. Local suppliers can assist you with rental of equipment, such as signs, traffic barrels, and barricades. Barricades can be rented from City of Windsor Environmental Services by request using the Barricade Rental Form.

Food Services

When serving food outdoors to the public, an application must be made to the Windsor-Essex County Health Unit (1005 Ouellette Avenue, Windsor, Ontario, Canada, N9A 4J8; phone: 519-258-2146) for inspection of vendors on the premises during your event. The special event organizer application and the food vendor application must be submitted to the health unit 30 days prior to the event. Applications can be found on the health unit website at www.wechu.org or by calling 519-258-2146 ext. 4475 for the Environmental Health Inspection intake desk. Visit Special Events and Food Vendor Requirements. All health unit requirements for the handling and service of food must be maintained throughout the event. Open fires and cooking beneath any tent are prohibited. Event organizers are required to submit a list to Special Events of all vendors, including the name of business, contact person, business address, and telephone numbers. 

Temporary Food Premises Permit

Food vendors must comply with the conditions of operation of temporary food premises on City of Windsor property. Health unit officials can provide you with the Ontario Food Premises Regulation requirements for the handling, preparation, storage, and sale of food and beverage items. 

Alcohol Service

To include alcohol service as part of your event, a temporary liquor licence must be obtained through the Alcohol and Gaming Commission of Ontario (AGCO). There are multiple ways a temporary liquor licence is granted: 

• Temporary outdoor physical extensions
• Caterer’s Endorsement
• Special Occasion Permit
  • Municipal Significant Status Special Occasion Permit (For-Profit Business)
  • Non-Profit Special Occasion Permit (Charity or Non-Profit) 

Special Event Patio Extension of On-Premise Liquor Licence

When the event occurs adjacent to the property of an establishment that already holds a licence, they are able to apply for a patio extension. A letter of non-objection must be obtained (part of the special event permit). More Information On Patio Extensions.

Caterer’s Endorsement

An event organizer may work with a company who carries a liquor licence with a caterer’s endorsement to provide alcohol service for the event. The licence holder must notify the municipality that this is taking place. More Information On Caterer's Endorsements.

Temporary Special Occasion Permit

• Municipal Significant Status Special Occasion Permit (For-Profit Business) — Event Organizers must obtain a “Community Festival” or “Significant Municipal Event” designation from City of Windsor Council in order to apply for a special occasion permit (SOP) from the Alcohol and Gaming Commission of Ontario (AGCO). This process may take upwards of six months.
• Non-Profit Special Occasion Permit — as a non-profit organization (or charity), alcohol can be included as part of your event without the designation of Municipal Significant Event. A letter of non-objection must be obtained (part of the special event permit) by submitting the site plan of the proposed service area to then apply for the AGCO special occasion permit.

Applications for an SOP must be submitted to the AGCO online. More Information on Special Occasion Permits.

Events approved by an SOP must abide by all guidelines of the City of Windsor Municipal Alcohol Policy, Windsor Police Service, and regulations for outdoor temporary liquor facilities. The event site plan must include licensed areas and hours of operation. The event organizer must provide adequate security personnel throughout the duration of alcohol being served at the event. Announcing “last call” and the sale of alcohol in oversized containers contravenes the City of Windsor Municipal Alcohol Policy. Refreshments cannot be served in glass containers. 

In your discussions with AGCO representatives on the SERT team, you will be asked to produce your security plan, along with a certain amount of Smart Serve team members for the control and disbursement of alcoholic beverages. For more information, please visit the AGCO website.

All events that include alcohol must follow the City of Windsor Municipal Alcohol Policy.

Special Event Application Process

Insurance Requirements

Proof of Legal Name:

Event organizers must provide proof of legal name to be eligible to plan an event on municipal property. This proof can come in the form of: 

• Articles of incorporation for a business corporation;
• Identification of the individual as a sole proprietor, with proof of registered business name, if applicable; or
• Certificate of limited partnership, with identification of the individual general partner, or articles of incorporation of the corporate general partner.

The legal name as defined above must match the name of the permit holder and the certificate holder of the certificate of insurance. 

Certificate of Insurance (COI):

Every event must have appropriate insurance to ensure that event organizers have adequate funds in the event of a loss. The event organizer is required to provide proof of insurance a minimum of 30 days prior to the event. The amount of insurance required is determined using the City’s Festivals and Special Event Insurance Matrix, which is completed based on what is included in the event:

• If alcohol is served
• If animals are involved (domestic or exotic)
• Expected attendance
• If fireworks are involved
• If motorsports are involved
• If vehicles are involved (for example, parades, etc.)
• If food is served
• If a road closure is involved
• If a stage or tent is used
• If the event involves sports activity (passive, minor contact, or contact)

Please note that just because the City requests a certain amount of insurance, it does not mean that the amount will necessarily be enough to cover a loss. As long as the City’s minimum requirements are met, it is up to the event organizer to determine whether additional insurance is required.

The COI must be in the legal name of the event organizer. The COI must provide proof of the following: 

• General liability insurance with limits in the amount of at least $X million of coverage per occurrence (this will be determined once the City’s Festivals and Special Event Insurance Matrix is completed — minimum insurance is $2 million)
• Event name and dates (including setup/tear-down days)
• List as additional insured: The Corporation of the City of Windsor, 400 City Hall Square East, Suite 403, Windsor, ON, N9A 7K6
• Cross-liability/separation of insured clause
• A 30-day notice of cancellation provision
• Proof of liquor liability coverage (if alcohol is included)
• Proof of automobile coverage (if owned or leased vehicles are used as part of the event)
• If Windsor Police Service contract duty officers are to be on site, list as additional insured: The Windsor Police Service Board, 403-400 City Hall Square East, Windsor, ON, N9A 7K6 

The COI must be approved prior to the event. Without an approved COI, the event cannot proceed.

Special attention should be given to the requirement for liquor liability insurance. Just because you, as the event organizer, may not be serving alcohol, this does not automatically mean proof of liquor liability insurance is not required. If you allow liquor to be consumed on City property where it is not normally consumed, liquor liability coverage is required.

Interactive Inflatables

Please see the requirements for having an interactive inflatable below. Interactive inflatables include, but are not limited to, bounce castles and obstacle courses. These requirements do not apply to non-interactive inflatables, such as raceway arches. 

• The inflatable will be rented from an inflatable company;
• The inflatable company provides proof of inflatable insurance in the amount of $5 million per occurrence; and
• The inflatable company provides proof that the operators are properly licensed to operate an amusement device under the Technical Standards and Safety Authority (TSSA).
• Proper insurance must be submitted a minimum of 45 days in advance of your event.

Risk and Insurance

Risk Assessment 

When planning an event, the main types of loss exposures to consider are property loss exposures and bodily injury loss exposures. A property loss can be damage to your own property or the property of others. An injury can occur to anyone, including the event organizer/staff, event patrons, and the public. Both types of losses can give rise to liability if a person or organization claims that you or another party are legally responsible for the injury or damage suffered. 

The following methods can be used to help identify property and injury loss exposures:

Input From Others

Brainstorm on risks. Get several people together that are familiar with the event or a similar event, and ask for input on what could happen, how to help prevent it, and what to do if it does happen. It is also imperative to consult with the City of Windsor Risk Management Division so they can provide guidance and advice regarding loss prevention and risk mitigation. Technical and operational experts can also advise on the risks associated with their procedures and can educate you on the control measures they will take. "Out-of-the-box" thinking is good but within reason. Threats such as war, plague/pandemic, or natural disasters are things that may disrupt the event but may not be the type of contingencies for which to reasonably plan.

Examine Loss History

Determine whether a loss has ever occurred during an event like this in the past. Any loss that has happened in the past could theoretically happen again. Conversely, the fact that a loss has not happened in the past does not mean it cannot occur in the future. With this mind, past losses can serve as a learning experience. Ask what could have been done to prevent past losses, and implement those practices during your event.

Personal Inspections 

Some loss exposures are apparent only after inspecting the event site. Having staff and volunteers walk around before and during the event, regularly assessing the event site, will assist in identifying risks. It is also prudent to contact the City of Windsor Risk Management Division to confirm whether a risk assessment/walkthrough needs to be completed by the City’s claims administrators in order to identify potential risks and to ensure proper protocols and procedures are in place.

Risk Control 

Once you have assessed your risks, you need to determine what controls to put in place to reduce the frequency and severity of losses and make losses more predictable. The following are techniques that are available when trying to control property losses and loss from injury: 

• Avoidance 
  This involves avoiding an activity so that the possibility of a loss arising from it is eliminated. While this is effective, it is not always practical if the activity is essential to your event. Avoidance is generally recommended for losses that are almost certain to occur and/or would have a significant to severe impact.
• Loss Prevention 
  Rather than completely preventing a loss from occurring, this is a technique that reduces the frequency of a loss. For example, placing specialized equipment in a guarded location may not eliminate the possibility of damage but may reduce the chance of the equipment being damaged. This technique, in conjunction with loss-reduction techniques, is generally used for losses that could have a significant impact but have a slight to moderate frequency of occurrence.
• Loss Reduction 
  This is a risk control technique that reduces the severity of a particular loss. For example, having multiple first aid stations around an event may not have any impact on how many patrons get injured, but the severity of the injuries may be reduced if the injured patrons are immediately tended to. This technique, in conjunction with loss prevention techniques, is generally used for losses that could have a significant impact but have a slight to moderate frequency of occurrence. 

Risk Financing

Property damage and injury may ultimately lead to a large financial loss. Risk financing is a means of ensuring adequate funds are available in the event of a loss. Risk financing can be classified into two main groups (Risk Transfer and Risk Management) as follows:

Risk Transfer 

This involves the transfer of risk through insurance and noninsurance (for example, contractual) techniques so that the financial consequences of loss are shifted to another party. The City requires that all event organizers provide proof of insurance and agree to indemnify and hold harmless the City from all loss, as more particularly set out in the permit. The City’s agreement is with the event organizer but not with every individual vendor. Accordingly, it is up to you, as the event organizer, to ensure you meet the City’s insurance requirements. You may wish to transfer your risk to your vendors by entering into agreements with them and requiring them to provide proof of insurance to you, but that does not change your obligations to the City. You will need to provide proof of the required insurance regardless of what arrangements you have with your vendors. More information regarding the City’s insurance requirements is set out above.

Risk Management

In coming up with your Risk Management plan, it is suggested that you speak with your insurance provider or the Risk Management Division and visit the many websites available online to assist you. SERT Team representatives may also assist in your effort to provide a safe and enjoyable event site.

A risk management plan is an essential aspect of planning any event. In exchange for permitting you to hold an event on City property, as event organizer, you take on the risks associated with the event. You owe a duty of care to residents, organizers, workers, performers, and all of those present at your event, and you must always maintain a high standard of care. 

A risk assessment should be performed in consultation with the City of Windsor Risk Management Division, considering the location and proposed activities of the event, to identify any possible issues or incidents that may occur. After assessing the site, a risk management plan can then be developed and used to assist organizers with the planning and management of the event to minimize risk and maximize safety and enjoyment. 

It is also essential to document every incident that takes place and to complete incident reports that include the names of persons involved and witnesses, date, location, and details of the incident.

The special events team can assist you in developing your risk management plan. Below are some things you will need to consider when developing your risk management plan. 

How Risk Management Works

Risk is the uncertainty about outcomes (positive or negative) arising from an event or series of events that take place in one or several locations. It is analyzed by predicting the likelihood of an incident taking place and the severity of that incident. Risk management is a decision-making process that involves the following steps:

• Identifying the Loss Exposures — What could happen that would result in damage to property or injury to a person(s)? 
• Analyzing Loss Exposures — How likely is it that a loss will occur? How serious might the loss be? What would be the financial and social impacts of the loss?
• Examining the Feasibility of Risk Management Techniques — What actions can be taken to reduce the frequency/likelihood and/or severity of losses? 
• Selecting the Appropriate Risk Management Techniques — What are the effects of implementing a given technique? What will be the impact on the enjoyment and cost of the event?
• Implementation — What approvals are necessary? Who will ensure these techniques are implemented? When and how will these techniques be implemented? 
• Monitoring Results and Revising Once the Event has Commenced — Are the techniques working? Do any additional control measures need to be put in place? 

You, as an event organizer, are responsible for ensuring that potential losses associated with the event are identified, control measures are put in place, and the risk is appropriately financed.