Application for Special Events

All event organizers must notify affected residents, businesses and/or churches 2 weeks prior to event. Details provided here.

Special Event Applications must be submitted a minimum of sixty (60) working days prior to your event or ninety (90) working days prior to your event if you are requesting to sell, distribute or consume liquor on City property.

NOTE: While no application is guaranteed approval, if you make “standard” choices throughout the application, your event may be approved within a 2 week period. If you are making non-standard requests, a minimum of 4 weeks and sometimes longer than 8 weeks may be required to review and put the application through the process. The City of Fredericton ("City") reserves the right to cancel an event up to and including the day of the event, or at any time during an event.

Emergency Contact Information

Name & number (i.e. cell) for on-site liaison (if different from contact above). This person must have the authority to shut down the event immediately in case of emergency or contravention of the terms and conditions of approval. 

Corporate Information (if applicable)
Event Information

Each event REQUIRES an outline, provided in an electronic format, which will include:

SECURITY OR EXTRA DUTY OFFICERS REQUIREMENTS: 

As part of your required Safety Plan, please provide details including points of contact, number of security personnel, roles and responsibilities. Indicate on your required site plan where security will be stationed. Please provide the company name and point of contact, or indicate if volunteer security is being proposed. Extra Duty Officers from the Fredericton Police Force, PAID FOR BY THE ORGANIZER(S) OF THE EVENT, may be a requirement for approval of your event. 

The Special Events Coordinator will contact Fredericton Police Force’s Extra Duty Coordinator for their input and the Event Organizer will be advised of concerns and/or put in touch with the Extra Duty Coordinator directly. 

Note: These dates are NOT being submitted for approval. An application needs to be filled out.

NOTE: If an event requires the exclusive use of a municipal facility, the event organizer must reserve the facility through Fredericton Recreation and pay the applicable fee. This may be done online or in person at City Hall.

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For Parades, Run/Walks or Demonstrations

NOTE: If you are not holding a parade, run/walk or demonstration, you can skip this section. 

To expedite this application please see our fully designed and equipped standardized routes and venues, that indicate the starting point of the route and other information. 

Non-standard routes may or may not be approved. 

NOTE: If you have selected our pre-approved routes for parades, run/walks or demonstrations, you can skip this section

Use of municipal streets or rights-of-way impact on the transportation system. Events requiring their use must follow the normal flow of traffic and allow for the passage of emergency vehicles. Some exceptions may apply. 

Any request for the use or closure of a Provincial Highway is subject to the approval of the Minister of Transportation for the Province of New Brunswick. The Special Events Coordinator works with the event organizer to obtain this approval. 

Charitable purpose traffic tolls within City limits are prohibited due to the adverse affect on traffic flow and safety. 

To expedite this application, we have standard designed and equipped closures for your consideration. 

NOTE: 

  • Non-standard closures, if found to be viable, may take longer to approve.
  • Any thru-way closure(s) must be barricaded and manned at all times, THIS IS THE RESPONSIBILITY OF THE EVENT ORGANIZER. 
  • The City strongly encourages the organizer(s) have direct, face-to-face contact and consultation with the directly affected businesses & residents in the street closure area. 
  • The City requires that the event organizer(s) inform in 2 weeks in advance, by letter, all directly affected businesses, residents and business improvement organizations (such as Downtown Fredericton Inc. & Business Fredericton North) in the street closure area. 
  • Please provide an electronic copy of the Notification Letter to the affected businesses and residents to the Special Events Coordinator.
Total expected attendance

Need volunteers?

Requests for events that are being held on municipal property that involve the sale, distribution or consumption of alcohol must be submitted NO LATER than 90 working days before your event. A $100 fee for temporary re-zoning applies. The Special Events Coordinator will advise when payment is due during this application process. 

A license must also be obtained from the Department of Public Safety’s Licensing Services Division prior to the event being approved by the City.

If yes, you should contact SOCAN (Society of Composers, Authors and Music Publishers of Canada) about licensing. 

Note: Some City operated facilities do pay a SOCAN fee for general use and it will cover your event – please inquire.

NOTE: If you are using sound or amplification systems at your event, you may be required to apply for an exemption to By-Law No. S-13 "A By-Law Respecting Disturbance By Noise". 

NOTE: Any generator on site is required to have metal barricades around it for safety purposes.

  • Parking space needs for loading into event location 
  • Parking space needs for erection of temporary structures 
  • Provision of barrier-free parking for persons with disabilities 
  • Bicycle parking 
  • Bus parking 
  • Food vendor parking 
  • The location(s) (on-site or off-site) 
  • Number of spaces 
  • Number and type of vehicles used on or near the site 

NOTE: Depending on location or timing of request, parking fees may apply.

City Resources

A limited amount of City Resources may be made available to event organizers. Indicate the items and the number you will require. PLEASE be as conservative and as accurate as possible when making these requests. The cost of staff time and transportation of the items are taken into consideration when approving or not approving these requests. In some instances, event organizers will be responsible for pick-up and return of the requested items. 

A limited amount of City services may be made available to event organizers. Indicate the service(s) you will require. The cost of staff time and availability is taken into consideration when approving or not approving these requests. In some instances, there may be fees associated with these requests. 

Waste Management

TO CLARIFY: The City may provide garbage receptacles but it is the responsibility of the organizer to empty them into a larger dumpster or vehicles to have it removed at their expense. Event organizers are also responsible for supplying garbage bags. 

NOTE: The use of recycling stations is strongly encouraged. 

The Special Events Coordinator will follow up to discuss the type of products to be sold. 
The event organizer is responsible for ensuring ALL VENDORS have the appropriate license(s).

Vendors must contact the New Brunswick Health Protection Branch to obtain a Special Events Food License(s)
The event organizer is responsible for ensuring all food vendors have the appropriate license(s).

The organizer of the event is responsible to ensure the Amusement Ride Operator complies with all governing regulations regarding the amusement ride & has sufficient insurance. 

(Name of Amusement Company, contact name, number of rides, etc.)

NOTE: Application for a fireworks or pyrotechnics permit requires 60 working days before the event. Please contact the Fire Department to begin process.

You will be required to indicate the location(s) on the site plan you will provide as part of this application. 

The Organizer is responsible to ensure a permit is obtained from the Fire Department for any open fires. This permit application requires 30 working days before the event.

i.e., bleachers, tents, stages, portable toilets, etc. Provide the name of the supplier and/or installer for each structure. 

  • You will be required to indicate the location of each structure on the Site Plan you will submit with this application.
  • You must apply for a permit through the Building Inspection Division for structures/tents of a certain size.
  • Structures/tents must be inspected by the Fire Department.
  • Before any tents or other structures are staked to the ground, locates must be sought through free services of Public Works.
     
Release of Liability, Waiver of Claims and Indemnity

In consideration of the granting of a Special Events Permit, the Applicant, agrees and accepts to use the premises, lands and equipment, being in particular “the Facilities or location”. The Applicant hereby agrees as follows: 

a) The City of Fredericton and its elected officials, directors, officers, employees, servants, agents, heirs, successors and assigns (hereinafter referred to as “the Releasees”) have not made any warranties or representations respecting the suitability of condition of the premises; 

b) The Applicant waives any and all claims that it has or may have in the future against the Releasees; 

c) The Applicant holds harmless and indemnifies the Releasees from and against any and all claims whatsoever, including all damages, liabilities, expenses, costs including legal or other fees incurred in respect of any such claim(s) or any action(s) or proceeding(s) brought thereon arising directly or indirectly from or in connection with the granting of this Release and uses of the Facilities; 

d) The Applicant holds harmless and indemnifies the Releasees from any and all liability for damage to property of, or personal injury to, any third party, resulting from the Applicant’s use of the Facilities; 

e) This Release shall be effective and binding upon the Applicant’s heirs, next of kin, executors, administrators, assigns and representatives in the event of the Applicant’s death or incapacity; and 

f) The Applicant is not relying on any oral or written representations or statements made by the Releasees other than what is set forth in this Release. 

REQUIRED INSURANCE: 

Prior to the execution of this Release, the Applicant will obtain and maintain comprehensive general liability insurance including participants insurance, without limitation, coverage for the indemnity provided herein, on terms satisfactory to the City of Fredericton. The City of Fredericton is to be included as a named insured. Such policy will be written on a comprehensive basis with inclusive limits of not less than Two Million Dollars ($2,000,000.00) per occurrence including Two Million Dollars ($2,000,000.00) for bodily injury and/or death to any one or more persons including voluntary medical payments and property damage or such higher limits as the City of Fredericton may require from time to time. If the event involves the sale, distribution or consumption of alcohol then the insurance limit shall be no less than Five Million Dollars ($5,000,000.00). The policy will also contain a clause providing that the insurer will give the City of Fredericton thirty (30) days prior written notice in the event of cancellation or material change. The Applicant will provide the City of Fredericton with evidence of such insurance coverage in the form of an executed copy of a Certificate of Insurance in a form satisfactory to the Municipality thirty (30) days prior to the event date. 

It is the sole responsibility of the Applicant to determine what additional insurance coverage, if any, are necessary and advisable for its own protection and/or to fulfill its obligations under this Release. Any such additional insurance shall be maintained and provided at the sole expense of the Applicant. 

The Applicant understands and agrees that this Release may be revoked and cancelled at any time with or without cause. 

This Release shall be used as a full defence to any and all claims, actions or proceedings which may result or arise from the use of the Facilities or location. 

This Release and any rights, duties and obligations as between the parties to this Release shall be governed by and interpreted solely in accordance with the laws of the Province of New Brunswick and no other jurisdiction. Any litigation involving the parties to this Release shall be brought solely within the Province of New Brunswick and shall be within the exclusive jurisdiction of the courts of the Province of New Brunswick. 

If the Applicant represents a group or organization, the Applicant agrees to inform all responsible officials associated with the group or organization of the terms and conditions of the Release. 

I acknowledge that I have read and understood the terms and conditions contained in this Release and will comply with the said document. I warrant and represent that I have the authority and capacity to bind the Applicant with my signature. 

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