Planning A Special Event
Special events that take place in City facilities, are governed by a certain policies depending on the type of event being proposed and its proposed location.
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Non-sporting special events to take place City parks or recreational facilities:
These are governed by the Special Events Policy for City Parks and Recreational Facilities. Organizers of these events will want to review the material on this page and download a permit application for their event.
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Special events that are to take place in First Capital Place — Springer Market Square, Confederation Basin, or Memorial Hall (in City Hall):
These are governed by the First Capital Place — Programming and Operations Policy. Event organizers interested in one of these locations will want to review the policy to see if their event meets criteria and, if so, contact the Central Booking Agent (see contact information below).
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Sports events and field/facility bookings:
These are governed by the Sports Field Allocation Policy and the Ice Allocation Policy. Organizers of sporting events should review that information and download appropriate application forms and contact information.
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Meetings:
Meeting organizers interested in using a City meeting room can find room details and booking contacts on this website.
CENTRAL BOOKING AGENT
Questions on planning an event using City resources can be directed to centralbookingagent@cityofkingston.ca or 613-544-4442 ext. 1800
Special Event Applications (at right) can be submitted to the Central Booking Agent:
- Fax 613-384-3055
- In person to The INVISTA Centre, 1355 Gardiners Road
- Or by E-mail.
WEDDINGS/FAMILY REUNIONS
Weddings or family reunions are held in many of our parks and the Newlands Pavilion. We are happy to accommodate these requests as space permits, but urge parties to book in advance to avoid disappointment caused by conflicts with other large groups. Please consult the facility booking contacts list for more information. While the use of municipal parks is free to the general public, there are associated fees for a confirmed booking should you wish to ensure availability of a specific location. The fees are generally based on the number of people attending a given event.
ROAD CLOSURES
Road closures are approved by submitting a request in writing to Chris Sleeth, traffic supervisor in the transportation department. Letters must be submitted at least two months in advance of your event and may be dropped off at the City Hall reception desk in an envelope marked to the attention of Chris Sleeth, or mailed to:
Chris Sleeth, Traffic Engineer
City of Kingston
216 Ontario St.
Kingston Ont. K7L 2Z3
All groups are responsible for the cost of application for a road closure ($200) as well as the cost of advertising it in the local paper. The city will ensure the ad is placed and will invoice the group for the advertisement.
PARADE PERMITS
Parade
permits must be granted for any parade held in the City, and applications may be obtained at the information desk of the Kingston City Police Department or on
the Kingston Police website. Parade permits may also be
downloaded from the web site.
Permits must be submitted at least four weeks in advance, but we recommend six to eight weeks if possible. Direct your applications to the Crime Prevention Unit.
For further information call the City Police information desk at 613-549-4660. Persons can guarantee a parade escort by contacting the officer-in-charge of paid duty assignments at 613-549-4660, extension 6034 or extension 2212. Bookings should be no later than weeks in advance.
PARKING SPACE RENTAL
If you need to designate parking spaces in metered parking areas for specific vehicles, you may do so by arrangement with parking services. If meters are not bagged, all vehicles are subject to parking rules in any given area, for example, event organizers are not exempt from parking meter fees at unreserved meters. Parking space rental in pay-and-display areas is to be done only with the permission of parking services, and cones are available for rent.
Rental costs:
- meter bags: $8 to $13.50 depending on location (Sundays and holidays excepted) with a $50.00 refundable deposit per bag. Prices are subject to change.
- Cones: $50 for three.
Call 613-546-0000 for further information.
TENTS
Numerous events do require the use of tents, whether in parks or on concrete surfaces. While the City does allow the use of tents in most locations, a building permit is required for tents larger than 25 feet by 25 feet. (Refer to building code Section 2.4.1.1 [5][a] under 60 square meters 646 square feet for tent regulations.) This permit may be obtained by calling building services at 613-546-4291 ext. 3280. If you are not sure a permit is needed, ask your supplier who may even purchase the permit as part of their service to you. A group must have the permission of the booking agent to erect a tent, and staff must be consulted about location of tents. Your park rental contract will provide details.
STREET BANNERS
There are two areas in the City of Kingston where banners can be erected:
- Princess St. at Clergy St., (one sided banner only)
- Princess St. at Frontenac St. (two sided banner).
Requests for the erection of banners must be submitted in writing to:
Engineering Department
216 Ontario St.
Kingston, Ont. K7L 2Z3
You can also drop off your request in person at the City Hall reception desk.
The letter must include the name of the group, contact name and number, choice of location (may request more than one location if desired), dates that you are interested in booking as well as the wording of the banner and payment for the service (as outlined below.)
Banners are hung from Monday to Monday of any given week. Location is reserved on a first-come, first-served basis, when accompanied by payment. Submit requests at least four months in advance. We recommend more time, if possible. If your event is an annual event, you may submit your request for consecutive years.
The total cost for this service is $556.00 plus GST, which covers both the administration costs and the labour and equipment costs for Utilities Kingston to complete the installation and removal of the banner.
Two cheques must accompany the written request:
- made payable to City of Kingston in the amount of $96.00 (+GST) per week
- made payable to Utilities Kingston in the amount of $456.00 per week.
A standard size banner is 3 feet by 25 feet long and requires two ropes, one for the top and one for the bottom. Each rope must be a minimum of one-fourth inch in diameter and 100 feet in length. Banners must be delivered to Utilities Kingston garage, behind the main building, two days prior to being erected and must be picked up within two days of its removal.
For further information about street banners, call William Cartwright 613-546-4291 ext 3113.
SPECIAL EVENT GARBAGE CANS/GARBAGE REMOVAL
Normally, garbage cans are made available for indoor events at each facility. In the event that extra garbage cans are required at outdoor facilities, you may obtain them through the special event coordinator by calling 613- 546-4291, ext. 1706. In the case of large events generating large amounts of garbage, you will be required to rent a garbage bin for garbage collection and to submit a cleanup plan in advance of your event.
BARRICADES
Although barricades are no longer supplied for road closures, we do have a small number stored at City Hall for Ontario St. road closures. Note: Barricades for other purposes are supplied only on an "as available" basis. You may be required to rent your own from a local rental company. All barricade requests must come through the Lesley Kimble, special event coordinator, 613-546-4291 ext. 1706.
PROCLAMATIONS/FLAG RAISING
Flag raising is available as part of the proclamation process. Proclamations are received by Council, who may or may not approve the proclamation. In the case of an approval, flags may be raised in Confederation Park depending on space and time availability. Submissions for both proclamations and flag raisings must be made in writing to the Clerk's Department, City Hall, 216 Ontario St., Kingston, K7L 2Z3.
WASHROOM FACILITIES
Parks where washroom facilities are available are open to the public at no charge during the summer months from approximately mid-May to mid-September. The hours washrooms are open will vary with each facility. If you require the public washrooms to be open for your event in the off season or after regular hours, there will be an additional charge based on the hourly rate of the employee (whether part time or full time) and the length of the event. These arrangements should be made during the time of booking the facility.
CALENDAR OF EVENTS
Recreation and Leisure Services maintains an Events Calendar on the City website to promote City events or events in which we partner with other groups.
The KEDCO website is available to all groups to post their upcoming events.
The Tourist Information Office located across from city hall at 209 Ontario St. can also provide information relating to attractions, events, meetings and tours in the City of Kingston.
TOWN CRIER
The city has appointed Chris Whyman as Town Crier. You may wish to acquire the services of the Town Crier to add a unique touch to your event or conference. You may contact Chris through the Tourist Information Office at 613-548-4415 ext.22.
Please note: The services noted above are available to not-for-profit groups and are dependent on staff and resource availability. While we do not currently charge for all services described above, we do anticipate that fees for renting equipment as well as fees covering labour costs for pickup and delivery will be applicable in the near future.
All rates are subject to change.
