Exhibition Application

Exhibition Application

Complete the following steps in order to file this applicaiton:

1. Ensure all requirements pertinent to your event are fulfilled prior to filing this application with the Municipal Clerk's Office.
2. Attach a site plan showing the location of the event, identifying any associated activites, vendors, and standard and accessible washrooms, tents and parking.
3. Submit your Certificate of Insurance, applicable fee, and other required documentation.

**All information and materials submitted for the application shall be made available to the public.**

 **Note: Applications must be received in the Municipal Clerk's Office a minimum of 90 days prior to the event. 

Event and Organizer Information:

If Applicant is different than Property Owner, a Letter of Authorization is required.

Sanitation Requirements:

Washrooms:

The organizer is responsible for all costs associated with providing washrooms.

Mark the location of all washrooms on the site plan for your application.

Waste Management:

Tents:

Food and Beverage:

Serving of Alcohol:

Noise Abatement:

Emergency Response:

Letters are required from the following:

*Emergency Medical Services identifying/confirming arrangements for ambulance services

*Ontario Provincial Police, Campbellford Detachment, identifying/confirming arranagements for security and police protection, including crowd control, traffic control and police protection of properties in the vicinity of the exhibition

*Municipal Fire Chief identifying whether a Fire Safety Plan is required or not

Temporary Road Use or Closure/Traffic Flow Changes:

If you require a Temporary Road Use or Closure/Traffic Flow Changes, you must also submit a Special Event Application.

Emergency Vehicle Access requirements:  An unobstructed fire lane must be left open for emergency vehicles.  The fire lane must be a minimum of 3 metres.  Mark the fire lane on the site plan for your application.

Accessibility:

As an event organizer, it is your responsiblity to ensure that your organization is in compliance with the Accessiblity for Ontarians with Disabilities Act (AODA). Directional signage needs to be prominently displayed throughout the event location to indicate the barrier-free path of travel and location of accessible washrooms and parking.

Planning Accessible Events Resource Guide

Making Outdoor Events Accessible

Insurance/Indemnification:

Every event organizer shall obtain insurance in an amount no less than $5,000,000.00 per occurrence against loss or damage resulting in bodily injury or death or damage to any property from one incident and such policy shall name The Corporation of the Municipality of Trent Hills as an additional insured, and shall protect the Municipality for all claims for all damage, injury, or death arisng out of any act or omission on the part of the event organizer, its servants and/or agents.  The policy shall be endorsed to provide that the policy shall not be altered, cancelled, or allowed to lapse without written notice to the Municipality.

The event organizer is responsible to ensure that all vendors or performers participating at the event, obtain insurance in the amount specified naming The Corporation of the Municipality of Trent Hills as an additional insured.

The Corporation of the Municipality of Trent Hills reserves the right to set higher insurance limits on the event, if required.

Event organizers are required to submit a Certificate of Insurance providing proof of the identified insurance requirements a minimum of 2 weeks before the event.

The event organizer shall be held financially responsible for any and all repairs, if it is determined by the Muncipality that the cause of the damage was due to negligence on behalf of the event organizer, or one of the participants.

Attachments/Additional Information:

By submitting the Exhibition Application, you are agreeing:

1. To indemnify and save harmless The Corporation of the Municipality of Trent Hills from any and all liabilities, damages, costs, claims, suits or actions arising out of the Special Event.
2. To provide all required documentation within specified timeframes.
3. To provide any bond or insurance which may be required.
4. To be responsible for any and all costs to provide and maintain sufficient traffic control measures to ensure safety for the travelling public and participants.
5. To submit the application fee as provided in the Municipality's current Fees and Charges By-law.
6. To the Municipality of Trent Hills making this application and its supporting documentation available as a public record.

If a Permit is granted:

1. The permit may be revoked at any time if the requirements are not met or adhered to.
2. The permit is only valid for the Exhibition dates and times as indicated on the permit, and is not transferable.
3. All noise from the Exhibition shall be ceased between the hours of one o'clock a.m. (1:00 a.m.) and ten o'clock a.m. (10:00 a.m.)

Notice of Collection: Personal information contained on this form is collected pursuant to the Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of considering the Application and creating a public record.  Submission of the Application acknowledges that "personal information [is] collected and maintained specifically for the purpose of creating a record available to the general public" per Section 14(1)(c) of the Municipal Freedom of Information and Protection of Privacy Act.  Enquiries regarding the collection of this information may be directed to the Office of the Clerk, Municipality of Trent Hills, 66 Front Street South, P.O. Box 1030, Campbellford, ON K0L 1L0 705-653-1900.